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Organization TypePublic Interest
Years of Experience
Date Last Verified
ProfileProgram Associate The candidate will provide a wide range of support to field offices. Effectively support day-to-day tasks associated with the regional projects / award portfolio, including assistance with prompt and proactive resolution of award issues and follow-up, in collaboration with relevant field staff and headquarters departments; Assist with applying a creative and thoughtful approach to providing support to the regional team and field programs, helping to ensure all program objectives and goals in assigned geographic/programmatic areas are met in compliance with Heartland Alliance and donor regulations Donor Reporting: Track the donor reporting cycle and lead coordination of / adherence to the report reviewing/feedback schedule; send deadline reminders; provide detailed initial edits and feedback of narrative reports, M&E data tables, and annexes, coordinating input from field teams; write and copyedit reports and documents; complete SPOT reports; fill out PPR template and coordinate signatures; prepare materials for the (S)PO or RD’s submission to donor; provide ongoing critical analysis of field activity to the Regional Team Internal Reporting: Collect monthly Country Director reports, provide report feedback to CD, and complete internal regional aggregate reports;Assist in the preparation of internal monthly, quarterly, and yearly project update reporting Grants Management: Maintain O: drive grant files; complete and submit Cost Center Request Forms; coordinate with the (Senior) Program Officer to set-up Start-Up Calls for new projects in region; take notes from start-up calls and follow-up with staff on action points; help maintain regional grant tracking documents/processes (e.g. report deadlines, workplan timelines, external evaluations, closeout process); maintain donor contacts in HAI-Grants Outlook Regional Cost Center Meetings: Take notes at monthly regional cost center meetings to share with attendees and COO; follow-up with relevant staff on action points; support and monitor program budgets with attention to detail; analyze project expenditures against deliverables; and ensure adherence to finance policies and procedures Country Check-in Calls:Participate in weekly check-in calls with the Country Directors / Deputy Country Directors, Regional Director, and (Senior) Program Officer.Take notes to share with attendees and follow-up with the country/regional/global teams on relevant action points discussed on a weekly basis. Subaward Agreements: Responsible for providing support and follow-up on subawards with field teams in coordination with Subaward Manager Audits and File Maintenance: Ensure that the regional auditable files (paper and electronic) of all public awards for assigned countries are maintained up to date, complete, and easily accessible according to HAI’s O: drive filing system for public awards; Ensure audit timelines are known to the Finance team, Chief Operations Officer, Senior Program Officer, and Regional Director; Collect and organize files for audits Policies and Systems Support: Coordinate with relevant departments to provide accurate information to field regarding policies and regulations; contribute to the development of systems that facilitate improved award administration and management in HQ and by the country programs; and provide compliance guidance to country programs proactively, particularly in anticipation of potential liabilities; support their management of awards to minimize/mitigate risks. Recruitment: Assist with recruitment processes in coordination with HR, including completing Requisition Opening Templates, screening applications, and scheduling interviews. Responsible for completing independent contractor agreements for all grants and any other regional contracts; coordinate the review process for contractor agreements following all detailed steps; ensure contractor files are up-to-date and final copies are sent to countries; archive when contract is completed Onboarding: Assist with onboarding new regional staff (expats, third country nationals, Country Directors, and other senior field staff); including coordinating with countries on email addresses, laptops, business cards, etc. Intranet: Responsible for managing and coordinating shared content for regional and country team sites for effective communication and file management needs eTime: Support eTime approvals for Senior Program Officer and Regional Director Concur: Responsible for Regional Director credit card reports Office Supplies: Support country-specific order requests and purchases Travel: Arrange any travel related to the regional team (e.g. RD travel to DC/field, TA travel to field office, CD travel to Chicago, etc.); book flights, prepare visas, support with hotel bookings; keep HAI Travel Calendar updated for all country and regional travel; potentially travel to field offices to monitor program implementation and provide technical assistance, as needed Serve as a friendly and helpful headquarters point of contact for field and HQ staff; provide support with ad-hoc administrative and program-related tasks; Perform other job-related duties as assigned. Support proposal development process in coordination with PD team:including timeline development/coordination and deadline reminders, budget narratives, technical research, best-practices research, content analysis and interpretation, technical writing, preparation of annexes and supporting documentation, editing and proposal submission; Research and analyze funding opportunities: including USAID, State Department, Foundations, and individual donors – to identify and prioritize program development priorities in coordination with PD team Identify and map strategic local partners in key geographic areas; Represent at meetings, conferences and workshops as needed; and Other duties, as assigned.
Qualification and Experience
Qualifications: Bachelor’s degree in International Affairs/Development, Human Rights/Social Justice, Multicultural Communication, Anthropology, Social Work, Psychology, Law, Public Health, or related field; and 1-2 years of related international experience. Preferred: Prior experience supporting overseas programming; developing, reviewing and tracking budgets and burn rates; facilitating program design/proposal development; experience working with and living among diverse cultures and socio-economic conditions; and demonstrated understanding of USAID and/or State Department funding. Knowledge of and/or experience in the SSA region a plus; Experience undertaking program design field assessments a plus; Experience with health, mental health and/or legal programs a plus; Experience managing large scale grants and/or contracts a plus; English and French fluency (spoken and written) required; Superb oral and written communications skills; ability to read and interpret documents, and communicate with others as necessary to perform job duties effectively; Demonstrated competency in public speaking. Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.
Req ID: 4509