Program Assistant; NGO

Overview

JOB DESCRIPTION:

Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment. Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries. Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel. Drafts contracts, budgets, and donor reports with direction from manager. Processes financial documents including contracts, expense reports, invoices, etc.

Writes routine reports and correspondence, and assists with the development of project/program materials. Organizes meetings and events. Works with and maintains data management and filing for projects/program. Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc. Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.

Conducts research and provides support to one or more staff members in regards to project and programmatic efforts. May supervise work study students and volunteers.

• Maintain calendars and coordinate communications for project teams.
• Prepare, schedule, and manage travel arrangements for domestic and international staff and consultants; draft contracts, budgets, and donor reports with manager direction.
• Process financial documents including contracts, expense reports, and invoices; assist with development of project/program materials.
• Write routine reports and correspondence; organize meetings and events; manage data filing and records for projects/programs.
• Coordinate with other programs/departments (e.g., finance, program development, public information) and liaise with project consultants and field office staff.
• Conduct research to support project/programmatic efforts; supervise work study students and volunteers as applicable.
• Maintain and administer SharePoint sites, One Drive/Teams file archives, and electronic records; support document sharing and reporting processes.
• Assist with conferencing and events: travel requests, briefing materials, venue setup, A/V, catering, and meeting logistics.
• Provide front-office support: receive visitors, screen calls, route inquiries, and distribute information to appropriate staff.
• Coordinate with external stakeholders and partners domestically and internationally as needed.
• Ensure compliance with organizational policies and procedures; identify opportunities to improve program support workflows.
• Support professional development and knowledge of national trends relevant to health programs.
• Assist the Vice President for Health Programs in the absence of the Chief of Staff; may supervise students and volunteers.
• Perform other related responsibilities as needed.

• A high school diploma or equivalent AND at least five years of administrative experience, OR a bachelor's degree.
• Proficiency with various computer software applications, especially Microsoft Office 365.

• Detail-oriented, organized, able to work under pressure and tight deadlines.
• Strong grammar and written communication skills; writing experience.
• Experience using ERP accounting software (e.g., Unit4) or ability to be trained on it.
• Comprehensive knowledge of Microsoft Office 365; ability to develop SharePoint sites.
• Proficiency in a foreign language (French, Spanish, Portuguese, or Arabic).
• Ability to manage multiple tasks simultaneously in a fast-paced environment; strong organizational skills; discretion with sensitive information.

This role may offer the opportunity to work from home regularly but requires ability to commute to The Carter Center on a flexible weekly schedule based on business needs. Schedule is based on agreed-upon guidelines. All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to the employee.

Applicants must be currently authorized to work in the United States for any employer.