Program Assistant For Africa - Georgetown University Institute for Reproductive Health

Position Summary

The Georgetown University Institute for Reproductive Health (IRH) addresses global reproductive health and family planning issues through a research-to-practice agenda. Our emphasis is on fertility awareness-based methods of family planning; strategies for developing equitable gender norms for youth; and improving the quality of HIV/AIDS services by reducing stigma and discrimination. Cross-cutting themes in the Institute’s work include network and system strengthening, scale up of innovations and incorporating gender perspectives in reproductive health. The Institute partners with a wide range of organizations both globally and in the countries in which we work, conducts research, builds capacity, and provides technical assistance to public and private-sector organizations in lower and middle-income countries and the U.S.

The Program Assistant provides critical administrative support to Africa country teams and country program staff, including preparation, editing, and finalization of documents, literature reviews, in-house translations (English to French and vice versa), processing requests for consultant and other procurement contracts to ensure timely delivery and payment of invoices, management of staff travel to/from Washington, DC. She/he also provides administrative support (documents and translations) to several technical teams at headquarters. She/he also conducts initial review of financial reports and follows up with field officers as an additional responsibility. The Program Assistant will work with teams involved in program development and oversight and, if interested, will have opportunities to contribute programmatically to such activities.

Essential functions

1-Administrative support to country programs (Level of effort: 45%)
Assist three country teams and team leaders to develop guiding documents (annual budgets and work plans, multi-year scaling up plans, event timelines, advocacy and other materials), and monitor plan implementation and related expenses. Assist country programs in administering contracts, technical and financial reports and other documents for training, service delivery, and research activities. Plan travel for IRH Washington and field staff.

• Expected outcomes:
o Efficient country program implementation and quality SDM/FAM service offering within FP programs as scale up proceeds,
o Collaborative and efficient support to/from HQ country teams and field offices.

2-Short-term Technical Assistance (Level of effort: 5%)
Assist the Director of Field Programs to track TA requests and responses, correspond with people requesting assistance, ensuring materials are provided, as relevant. In addition, support administratively the development of a small cadre of Africa-based master trainers of FAM, who can effectively respond to technical assistance and capacity building requests.

• Expected outcomes:
o Expanded network of people and organizations benefiting from and encouraged to implement FAM as part of their FP programs, which can help leverage FAM project investments in global technical leadership and in expanding FP options.
o A small cadre of Africa-based master trainers of FAM who can effectively respond to technical assistance and capacity building requests that come to IRH and its partners, building a training network of qualified FAM/FP trainers to benefit Africa programs.

3-Translations of program and administrative documents (Level of effort: 15%).
Translate internal IRH documents from English to French and French to English, as required. Work with consultants to translated documents for external audiences, including administering contracts and reviewing translations to ensure accuracy and completeness.

• Expected outcome:
o Improved communication between headquarters and field staff.

4-Administrative support for the IRH program portfolio (Level of effort: 10%)
Provide general administrative and technical support to program portfolio, working with the Director of Field Programs to help develop presentations and other documents, and improve program oversight systems that will allow cross-comparisons across all programs.

• Expected outcome:
o Better program oversight and strategic support and intervention by senior management.

5-Adminstrative support to technical teams (Level of effort: 20%)
Assist several technical teams at headquarters to develop, edit, and finalize guiding program documents (LAM and TDM and capacity building themes) and presentations. Translate selected documents from English to French.

• Expected outcome:
o IRH contributions to global technical leadership agenda is more quickly and more widely available.

6-Contribute generally to the FAM project and IRH mandates (Level of effort: 5%)
Respond to ad hoc requests to participate in different ventures. Activities may include working with research staff to edit research protocols and instruments, supporting special initiatives, working with program staff to create PowerPoint presentations, helping finalize annual reports to donors.

• Expected outcome: Contributions to the FAM project that help advance the FAM global mandate and further the introduction of FAM in new countries and with new organizational partners.

7-Contribute to and enhance organizational environment (Level of effort: crosscutting)
Participate actively in team endeavors and executing ad hoc requests to improve organizational systems. Active team participation includes sharing experiences and ideas, listening to others, and being accountable to other team members. Mentoring includes helping new staff and staff working on new activities to do better work.
• Expected outcome: Contributions to IRH as an organization improve the working environment and help foster a high functioning, fun, learning organization that maximizes office/staff efficiency.

Responsibility levels

1-Financial responsibility: Assist country team leaders to develop and finalize annual budgets. Working with country team leaders, help monitor budgets and work plans to ensure both remain on target.

2-Supervisory Responsibility: Translators

Interactions
• Internal: Collaborate on a regular basis within Africa teams and selected technical teams. Coordinate and works with Director of Operations for budgeting and budget oversight.

• External: Business correspondence (written and oral) with people in pre-identified NGOs, Cooperating Agencies, and Multi-lateral organizations. Occasional representation of IRH at international health and development seminars and conferences.

Qualifications

Education
• Bachelor degree required, with Master’s degree preferred, in public health, social sciences, or international development.
• Knowledge of international development, with specific knowledge of women’s health/reproductive issues in developing country settings desirable.

Experience
• One to two years experience working on international development projects required.
• Experience living and working in Africa or other country settings highly desirable.
• Familiarity with USAID programs and the international donor community

Skills
• High level of proficiency (level 4) in spoken and written French required, Spanish language ability an asset
• Ability to coordinate and handle multiple priorities and input from several people
• Ability to work effectively in team settings and with technical and administrative staff and consultants to maximize smooth program implementation
• Demonstrated oral and written business communication skills
• Self starter with excellent organizational skills and attention to detail
• Ability to review financial documents and reconcile with budget
• Skilled in Microsoft Office applications required; experience with data analysis using Excel, SPSS or EPI-Info desirable.

Travel
• Travel to domestic and international locations up to 5% of time may be necessary.


This position will initially be hired through a sub agreement with Development International, Inc., and will transition to Georgetown employment within 2 months. Development International is an equal opportunity employer.

Job Email id:

irhresumes(at)gmail.com