Program Assistant - at PSI Southern Africa
PSI seeks a Program Assistant (PA) to support program management functions in the Southern Africa department. The PA will have wide?ranging responsibilities and work with PSI staff at all levels both in Washington and overseas. The position requires flexibility and willingness to assume varied duties and projects with an emphasis on administrative tasks. This position is based in Washington, D.C. and reports to the Program Manager for Southern Africa.
RESPONSIBILITIES:The PA is responsible for providing administrative support to the staff of the Southern Africa (SA) region, ensuring a smooth and timely flow of work. Duties include, but are not limited to the following:
Provide dynamic and proactive administrative support to the Program Managers, Program Coordinators, Financial Analysts, Regional and Deputy Directors.
Liaise with Grants and Contracts departments for review of contracts and budget, and track/respond to issues
Perform biweekly reviews of project and labor budgets utilizing PSI’s Lawson accounting system
Review and process vendor and consultant invoices generated both through DC and the country offices via the Lawson financial system
Collect and review supporting documents for audit requests
Maintain the Southern Africa KIX page, regional hard drive files and regional contact sheets
Process departmental (non-project specific) invoices, track and reconcile credit card activity and business communications expenses
Assist with proposal budget and notes and development and re-alignment of existing budgets
Organize departmental events such as meetings, retreats, and team building activities Responsibilities may include, but are not limited to selecting and securing a venue, coordinating departmental schedules, and liaising with appropriate staff to develop an agenda
Assist with travel arrangements for SA staff including: helping to secure travel visas, making hotel reservations and scheduling airport pick-ups for visitors to D.C.
Maintain the existing departmental information management system of filing, classifying, and tracking country-specific documentation, update and maintain internal knowledge exchange online forums, design innovative ways to manage knowledge and information tracking needs
Prepare and/or edit presentations, proposals, and reports for the region
Other duties as assigned
QUALIFICATIONS:
Bachelor’s degree
At least one year experience working in a fast?paced office environment
Experience living outside the United States and in multicultural environments preferred
Advanced computer skills (MS Office applications, including Word, Excel and PowerPoint)
Excellent organizational and administrative skills with special attention to detail and timeliness
Proven ability to develop routines to manage large workloads and organize work efficiently
Readiness to interact with a variety of people and assume diverse duties and tasks
Successful candidates will be customer service oriented, exhibit excellent communication and interpersonal skills; have proven problem solving ability; be able to work efficiently and quickly under pressure; be able to prioritize and perform multiple tasks; and have the ability to work with minimal supervision and follow through on assignments. Preference will be given to candidates with a demonstrated interest in international health and development issues.
Status:
Exempt
Level 9
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