Global Communities

  • Project Assistant - Humanitarian Assistance

    ID
    2018-1570
    Category
    Humanitarian Assistance
  • Overview

    Global Communities is an international development non-profit organization. Our mission is to create long-lasting, positive and community-led change that improves the lives and livelihoods of vulnerable people across the globe.

     

    Global Communities is seeking a Project Assistant to join the Humanitarian Assistance team at the headquarters in downtown Silver Spring, Maryland.

    Responsibilities

    Provides administrative and clerical support to the Vice President, Humanitarian Assistance (HA), and the HA department. Also assists with program and business development efforts as needed.

     

    1. Performs general departmental administrative and coordination duties:

     

    • Communicates on behalf of the Vice President and Director with field and HQ staff by phone, e-mail and Skype as needed.
    • Prepares weekly dashboard reports for the Executive Office.
    • Supports and facilitates coordination of board reports and communication with the Executive Office.
    • Updates and maintains the department’s SharePoint page.
    • Maintains an up-to-date departmental calendar and coordinates signing authority during staff absences.
    • Plans and coordinates retreats, conferences and meetings. Prepares agendas and records minutes for various conferences and meetings.
    • Reconciles and processes monthly expense reimbursement reports.
    • Greets HA visitors and guests.
    • Orders office supplies.
    • Processes consultant agreements and agreement amendments. Reviews and processes invoices and reimbursement reports for consultants, contracts, vendors, and sub awards. Ensures all signatures/approvals are collected.
    • Processes applications for new country registrations and registration renewals.
    • Conducts pre-engagement OFAC checks on vendors.
    • Verifies ERFs/PTRs for travel. Arranges travel, obtains visas, and assists in securing travel advances.
    • Processes legal documents, liaises with various embassies and notaries public.

    2. Supports specific activities within the Department of Humanitarian Assistance and coordinates with relevant departments:

     

    • Coordinates with Partnerships and Programs to ensure all awards are recorded in the awards repository and the PIF/PPR database including all new awards, sub awards, modifications, and extensions.
    • Coordinates and ensures other offices are kept abreast of status of all awards on a regular basis.
    • Provides assistance throughout the recruitment process for positions in the field, working in consultation with HR.
    • Prepares, modifies, and maintains programmatic documents including correspondence, reports, templates, memos and emails.

     

    3. Undertakes all other duties and projects as may be assigned from time to time.

    Knowledge, Skills and Abilities

     

    • Excellent communication skills. Fluency in English, written and oral. Must be able to read and interpret documents.
    • Advanced computer skills in a Windows based environment with proficiency in Word, Outlook, PowerPoint and Excel.
    • Excellent organizational skills. Ability to work independently, prioritize and multi-task with minimum supervision in a fast paced and environment.
    • Proven ability to use sound and accurate judgment to resolve non-routine problems within the work scope independently.
    • Detail oriented.
    • Superior relationship-building skills. Courteous and professional manner. Multicultural sensitivity.
    • Ability to work effectively both independently and as part of a team.
    • Ability to maintain a calm and professional attitude under pressure or constantly shifting priorities.
    • Able to sit at a computer and operate a keyboard, for extended periods of time.
    • Works well under pressure with tight deadlines. Ability to prioritize workload and multi-task in fast paced environment.
    • Good analytical and research skills.
    • Able and willing to travel internationally.

    Qualifications

    • Bachelor’s degree and one year of work experience in an administrative support capacity.
    • Volunteer, fellowship and/or internship experience considered relevant experience.
    • Equivalent combination of education and experience.
    • Must have U.S. work authorization.

     

    Global Communities is an equal opportunity employer that values diversity at all levels. EOE/AA - Minorities/Females/Veterans/Individual with Disabilities.

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