Program Assistant (NGO) (ETS) | Full-time, Temporary | The Carter Center - Emory University

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Description:

JOB DESCRIPTION:

• Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
• Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
• Drafts contracts, budgets, and donor reports with direction from manager.
• Processes financial documents including contracts, expense reports, invoices, etc.
• Writes routine reports and correspondence, and assists with the development of project/program materials.
• Organizes meetings and events.
• Works with and maintains data management and filing for projects/program.
• Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc.
• Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
• Conducts research and provides support to one or more staff members in regards to project and programmatic efforts.
• May supervise work study students and volunteers.
• Performs other related duties as required.

SPECIFIC DETAILS:

• Assists with the creation and maintenance of Teams channels that support GWEP research working groups.
• Ensures the GWEP research archive on SharePoint is thorough and complete by managing related folders and saving documents flagged by the research team from emails/business management systems to the SharePoint archive.
• Maintains and updates research partner matrices (e.g., names, positions, affiliations, contact information) for all individuals in each GWEP research working group.
• Processes contracts for research partners and consultants, liaising with those partners, GWEP staff, and country programs (when required) to determine contract dates and scope of work. Monitors end dates and informs contract managers 6 weeks in advance of contract expiration. Processes renewals if required.
• Processes financial documents including purchase orders, invoices, travel advances, and expense reports for GWEP staff, researchers, and contractors. Manages communications between partners and Finance regarding any compliance questions raised when reviewing invoices or other financial documents.
• Orders office supplies and materials for the research team and to support research-related convenings and activities, as needed.
• Maintains a calendar of events for GWEP research activities. Sends emails and event calendar invitations to research partners, as requested by the GWEP research team.
• Takes meeting minutes, attends some meetings with the GWEP research team members. Takes responsibility for logistics and execution of conferences and meetings in which staff members are participating.
• Prepares briefing materials, schedules meetings, and confirms and ensures related logistical arrangements (e.g., air travel, hotel, visas, materials) are in place for research partners and consultants.
• Assists with the development of scientific abstracts and papers by editing them and ensuring they meet journal-specific formatting requirements.
• Prepares routine draft correspondence and documents.
• Assists GWEP research staff with the assembly, publication, sharing and presentation of reports on research projects and activities or by generating summary graphics and tables using Excel, and PowerPoint software.
• When necessary, conducts special assignments at the request of the Senior Associate Director – Research and other staff supporting the GWEP research portfolio.
• Ensures compliance with all organizational policies and procedures.
• Coordinates efficient office procedures in support of program activities.

40 hours per week; 1-2 days on site per week  
Start date asap and end date after 6 months

MINIMUM QUALIFICATIONS:

• A Bachelor's degree, or a high school diploma or equivalent and five years of administrative experience.
• Proficiency with various personal computer software applications.

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