Accountabilities:

Programmatic Administration:

• Collaborates with the STRIDES Quality Assurance team and other functions of the STRIDES projectto assist in ensuring project needs and requirements are met.

• Provides support to project management with conference room setup, travel requests, and sub-task assignments.

• Facilitates communication by answering partner inquires and ensures project internal and external websites are current.

• Coordinates assigned project activities and may conduct research to achieve project goals.

• Provides administrative support to projects as needed by writing, reviewing, and translating

• reports on a quarterly basis.

• Reviews and contributes to work plans.

Finance Support:

• Assists the project team with the coordination of budgets.

Procurement and Requisition Support:

• Enters and maintains procurement requisitions in CostPoint and tracks them through completion.

• Maintains procurement request logs and follows up on missing information, documentation, or approvals.

• Supports MSA commodity requests by compiling specifications, quantities, delivery information, and supporting documentation.

• Organizes procurement files using established naming conventions and required folder structures.

• Monitors routine procurement milestones and escalates delays or incomplete packages to the Program Officer responsible.

• Supports verification of receipt, delivery documentation, and procurement closeout records.

Subcontract and Consultant Administration:

• Maintains subcontractor and consultant files, trackers, deliverable schedules, and authorization records.

• Supports subcontractor and consultant onboarding and offboarding logistics, including document collection and access coordination.

• Tracks routine subcontract deliverables, invoices, periods of performance, and upcoming modification or renewal dates.

• Follows up with responsible staff to obtain missing deliverables, approvals, or invoice support documentation.

• Supports preparation and filing of subcontract, consultant, and authorization packages under officer supervision.

Compliance and Reporting Support:

• Maintains FFATA records and prepares required information for review and submission.

• Conducts routine completeness checks using established checklists and escalates discrepancies before officer review.

• Maintains records of required approvals, concurrence, certifications, and compliance documentation.

• Supports safeguarding tracking, training follow-up, and documentation as backup to the functional lead.

• Compiles and follows up on internal and externalroutine inputs for annual, semiannual, and other project reports.

• Maintains audit-ready files and supports retrieval of documentation for internal reviews or audits.

Country Portfolio Coordination:

• Provides administrative and operational support for assigned lower-complexity country portfolios under the direction of a Program Officer.

• Maintains country action trackers, calendars, deadlines, and follow-up lists.

• Documents meeting decisions and action items and follows up with responsible parties.

• Supports preparation of routine country updates, briefing materials, and implementation-status summaries.

• Escalates overdue actions, missing information, or process bottlenecks to the responsible officer.

Knowledge Management and Team Administration:

• Maintains designated SharePoint folders, trackers, templates, trackers, standard operating procedures, job aids, and reference materials, updating them as procedures change.

• Supports document version control, archiving, and periodic file-quality checks.

• Maintains STRIDES distribution lists, team contact lists, and newsletter content inputs.

• Coordinates routine onboarding and offboarding logistics, including access requests, orientation materials, and checklist tracking.

• Supports scheduling, agendas, meeting materials, notes, and action-item tracking for Operations/Quality Assurance meetings.

Process and Quality Support:

• Identifies recurring administrative or documentation gaps and recommends practical process improvements.

• Tracks service requests and routine turnaround times to support workload planning and team reporting.

• Performs other duties as assigned; responsibilities and scope may shift based on evolving project needs.

Applied Knowledge & Skills:

• Basic knowledge of concepts, practices, and procedures with project design.

• Strong oral and written communication skills.

• Demonstrated proficiency with Microsoft Office suite software.

• Ability to solve problems and recommend corrective action as needed.

• Strong organizational skills and attention to detail needed to adhere to project deadlines.

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.

• Must be able to read, write, and speak fluent English, fluent in host country language as appropriate. Spanish and French is a plus.

Problem Solving & Impact:

• Works on problems of limited to moderate scope that require a review of various factors.

• Exercises judgment within defined procedures and practices to determine appropriate action.

• Builds rapport with internal and external contacts.

• Decisions may cause delays and affect a work unit or area within a department.

**Supervision Given/Received: **

• Receives general instructions on routine work, detailed instructions on new projects or assignments.

• Uses independent judgment in determining workflow and priorities.

• Typically reports to a Manager, Associate Director, or Director.

Education:

• Bachelor's Degree or its International Equivalent - Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.

Experience:

• Typically requires a minimum of 2+ years of relevant experience supporting projects and/or a technical practice area.

• Prior work experience in a non-governmental organization (NGO), government agency, or private organization.

• Prior experience using Microsoft Office Suite preferred.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit and stand for extended periods of time.

• Ability to lift/move up to 5 lbs

Technology to be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.