Program Associate
Greene Resources - Washington, DC

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Our client has an immediate need for a Program Associate/Sr. Administrative Assistant in Washington, DC. This is a contract position with the opportunity to be considered for a full-time position with the client.

Job Requirements
  • Program Operations Administrative Support
  • Provides on-going administrative support and general program operations assistance for project management and country programs; Support production of Program’s annual work plan, semi-annual reports, bi-weekly updates, semi-annual newsletters and other program materials to include document preparation support (e.g., participant lists, agendas, RSVP lists, document preparation and production) ; Support the Program to enter data into databases to track and monitor activities and deliverables including procurement, training and travel; Maintain hardcopy and electronic filing system for project administrative and financial documents; Ensure timely and accurate transcription of voice files of letters or other documents; Provide professional, timely administrative support with excellent attention to detail for the following staff and others to be assigned ad hoc; Organize and maintain up to date project calendars via Outlook and shared PTO/Travel calendar; Compile operations meeting agenda items; gather and edit minutes for timely circulation; Coordinate training, brown bag luncheons, conferences, workshops and meetings from planning through to conclusion including logistics, scheduling, reserving conference rooms and phone lines as needed, set-up, catering, agenda development, recording of meeting notes, document photocopying, etc.; Assist with arranging new-hire orientation schedules and on-boarding; Initiate routine requests for internal administrative and operations support for IT, phone, business card, corporate credit card and editing services; Assist the team in addressing program administration issues as prioritized by the management team; and Serve as point of contact for external visitors to the DC office.
  • Travel Coordination
  • Support the Program’s travel requirements; Assist consultants and senior project managements staff with completion and submission of travel authorization request forms and guidance on reimbursement forms; Support the management team with domestic and international travel arrangements to include travel and hotel reservations: liaise with the travel vendor regarding itineraries, create expense reports, etc. ; Coordinate with senior management and sponsored consultants and participants with the Visa application process; and Coordinate travel arrangements for consultants and others as necessary.
  • Procurement
  • Initiate and monitor procurement mechanisms (i.e., office supplies, minor equipment for office staff, general supplies, etc.); Initiate purchase order requisitions and collaborate with Procurement to ensure timely issuance of POs; Coordinate business with outside vendors (e.g., Kinko’s, hotels, etc.); Track financial transactions and payments; Assist operations team with invoice review and reconciliation; Prepare translation request intake forms from established vendors and oversee for completion; and Initiate consultant contract/contracts/sub agreements and modifications through online system as requested by the Team.
  • Performs other administrative assistance as required.
  • BA/BS plus 1 year of relevant work experience or equivalent, preferably for an international organization with offices in multiple time zones:
  • Administrative experience should include areas such as travel arrangement; coordination of meeting logistics; preparing meeting agendas; document preparation and taking meeting minutes.
  • Must have strong organizational skills, ability to multi-task, and be detail and deadline-oriented;
  • Must be a self-starter, proactive, energetic;
  • Must be flexible in order to meet changing project deadlines and demands;
  • Must have excellent interpersonal and communication (both written and verbal) skills;
  • Must be able to interact with staff at all levels in a fast paced environment, sometimes under pressure; must be resourceful and efficient, with a high level of professionalism;
  • Must have advanced computer and software skills including experience with Microsoft Office Suite; additional experience with SharePoint and video conferencing systems preferred;
  • Preference will be given to candidates who have experience working in an administrative capacity on USAID-funded or other USG-funded projects;
  • Preference will be given to candidates with prior exposure to international development as demonstrated through internships, volunteer activities, study abroad, etc.
Other Requirements
  • BA/BS plus 1 year of relevant work experience or equivalent, preferably for an international organization with offices in multiple time zones.
  • Administrative experience should include areas such as travel arrangement; coordination of meeting logistics; preparing meeting agendas; document preparation and taking meeting minutes.
  • Must have strong organizational skills, ability to multi-task, and be detail and deadline-oriented;
  • Must be a self-starter, proactive, energetic;
  • Must be flexible in order to meet changing project deadlines and demands;
  • Must have excellent interpersonal and communication (both written and verbal) skills;
  • Must be able to interact with staff at all levels in a fast paced environment, sometimes under pressure; must be resourceful and efficient, with a high level of professionalism;
  • Must have advanced computer and software skills including experience with Microsoft Office Suite; additional experience with SharePoint and video conferencing systems preferred;
  • Preference will be given to candidates who have experience working in an administrative capacity on USAID-funded or other USG-funded projects;
  • Preference will be given to candidates with prior exposure to international development as demonstrated through internships, volunteer activities, study abroad, etc.

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