Administrative Officer II- Program Coordinator at Population Council

Program Coordination

• Management of administrative functions for various projects such as planning and logistics for workshops, training, meetings, fieldwork, and data collections. This includes: Preparation of activity budgets, request for research assistant contracts, cash advance requests, and disbursement to staff, partners on-field activities, research assistants, and coordinating reimbursements to field participants and respondents in liaison with team leaders.
• In close liaison with relevant project leaders, monitor field activities to ensure they fit within the stated/contracted period, coordinate payments to research teams by preparing fee notes requests, routing for relevant approvals, process counterterrorism searches, and forward completed documents to Finance for payments.
• Oversee the preparation of expense reports for advances requested on behalf of research assistants and partners at the end of the activity and update activity budget schedules.
• Oversee the coordination of program staff and partners’ travel arrangements, including tickets and hotel acquisition (through the procurement office), travel authorization, and other relevant forms.
• Coordinate management of communications with meeting participants during workshop planning including attendance confirmations, communication updates to participants, and assist activity managers with the production of workshop materials such as meeting agenda, name tags, meeting folders, stationery, etc.
• Be the point of contact between Finance and Admin and technical staff on program activities to avoid loopholes in information processing and projects support.
• Maintain communication with vendors involved in conferences activities, including visiting and inspecting the venue, guiding on specific requirements for the activity before and during the conference, managing participants’ registration, signing off invoices, and forwarding payment documents to Procurement/Finance for payment processing.
• Ensure compliance and adherence to the procurement and other relevant office policies in the execution of her or his or duties. Guide project staff and partners on office guidelines and encourage technical staff to consult the office manager, before making promises to external partners. Consult office leadership on sensitive matters when they arise.
• General office administration – raise new purchase requisitions.

QUALIFICATIONS

• Master’s degree in business administration, project management or communications.
• 3 years’ post-qualification experience in project management, preferably in an NGO setting.
• Strong familiarity with project management software tools, methodologies, and best practices.
• Experience in an NGO setting is preferred
• A strong understanding of donor compliance is required
• Excellent organizational skills and ability to make recommendations for improvements
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Excellent spoken and written skills in English
• Meticulous with an excellent sense of judgment and ability to multitask
• Ability to work independently and prioritize, show initiative
• Ability to coordinate and work effectively with a diverse team in a multi—cultural set up