Associate, Asia, MENA, Eastern Europe

Overview

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community.

Global Communities is seeking an Associate, Asia, MENA, Eastern Europe to join the Program Operations team in San Diego, Silver Spring, or from one of our international locations.

Responsibilities

1. Program and Award Management Support

• Create, update and maintain timely and accurate project records in Salesforce, the award management system.
• Track deadlines for project reports and other donor deliverables. Disseminate regular and accurate information on upcoming deliverables, deadlines, review processes, and status. Support regional Officers to coordinate reporting processes and ensure deadlines are met.
• Review and edit donor reports, project documents, and other knowledge products for improved flow, phrasing and readability, grammar, formatting and presentation.
• Provide administrative and logistical support for effective implementation of project support teams. Coordinate and organize meetings. Support agenda development, scheduling, notetaking, dissemination, and follow-up.
• Support the development, maintenance, and dissemination of policies and procedures under the guidance of the Senior Director, Project Management and Operations. Support the development of manuals, annexes, attachments for operational guidelines and develop subsequent training materials.
• Assist in preparation of sub-grant agreements with project partners and grantees. Assist in reviewing and processing sub-grantee agreements, modifications and reporting. Process sub-award payments.
• Contribute to the compilation and drafting of program documents, meeting materials and communications, as appropriate. Assist with the development of periodic project, country or regional updates to the Senior Director and the Strategic Growth and Partnership team.
• As appropriate, support the use of virtual tools such as Microsoft Teams to enhance field-HQ and intra-HQ communications and coordination, and assist in organizing project-related documents, meeting minutes, facilitating collaborative work.

2. Financial Management Support

• Under the guidance of regional Officers, assist with data entry and data quality assurance for life of project and annual budgets in Adaptive, the budget management system. Assist with processing cost center requests.
• Process monthly field cash requests in coordination with field and Finance counterparts.
• Develop and generate reports on Adaptive for Officers, regional Manager and Senior Director. Support the preparation of financial analyses such as budget vs. actual and other variance reports.

3. Business Development Support

• As needed and appropriate, assist with conducting literature reviews, background research, donor and competitor research, and other information gathering.
• As needed and appropriate, provide surge support to the Strategic Growth & Partnership team for proposal development including copy-editing, document preparation, and administrative coordination.
• As needed, assist with cost proposal development including developing cost justifications, and development and editing of budget narratives.
• As needed, support the tracking of new business opportunities in the region.

4. Administrative & Procurement Support

• Provide administrative, operational, communications and other support to the Regional Program Management Team, regional Manager and Senior Director.
• Support travel processes including travel and advance requests, travel logistics, visa applications, and accommodations. Assist with the development, review and processing of travel expense reports and reimbursements.
• Support administrative processes for country office support, such as country registration, including coordinating the preparation and submission of legal documents, liaising with various embassies, consulates and notaries public.
• Ensure proper filing and organization of documents according to organizational standards and maintain up-to-date filing system ensuring safekeeping and accessibility of project and administrative documents.
• As appropriate, support translation of documents or coordinate translation with third parties.
• Process consultant agreements and amendments; track consultant deliverables and payments.
• Support procurement processes including assist with developing solicitations, reviewing quotes, and developing contracts and modifications.
• Review and processes payment invoices from consultants, sub-grantees, vendors, and reimbursements at HQ level.
• Conduct compliance checks on vendors, partners and contractors per policies and donor rules and regulations. Compile documentation and maintain records of periodic checks.
• Advise on and ensure compliance with procurement policies and procedures.

5. Other

• As appropriate and under the direction of the Senior Director or regional Manager, support other projects or organizational initiatives, as appropriate.
• Assist the Regional Program Management Team to keep abreast of relevant events and emerging trends in international development in the region, and business intelligence on opportunities.
• Support onboarding and off-boarding of new employees and departing employees.
• Other duties as assigned.

POSITION SPECIAL RESPONSIBILITIES:

• Promote a culture of excellence, inclusion, learning, support, diversity and innovation

Knowledge, Skills and Abilities

• Working knowledge of donor-funded programs (especially USAID) preferred.
• Working knowledge of budget management and financial literacy. Ability to perform basic analysis on program budgets and financial statements. Strong analytical skills.
• Excellent written and oral communications skills. Strong professional writing, editing, presentation skills. Strong attention to detail and quality on written outputs ability to present complex information in a way that is easily understood.
• Experience with proposal writing a plus.
• Strong attention to detail.
• Excellent organizational skills. Accuracy and attention to detail. Ability to prioritize workload and multi-task in fast paced environment. Ability to work independently in a fast-paced environment and meet conflicting deadlines with minimum supervision.
• Able to work in a diverse, multi-cultural team environment across geographies, and involving matrix relationships with other functions and departments.  Highly developed interpersonal and communication skills.  Excellent coordination skills.
• Fluency in English (written and verbal) required; proficiency in a second language of business in the region (e.g. Arabic) highly desirable.
• Experience with business software (e.g. Salesforce, Concur, Adaptive Insights, etc.) a plus.
• Advanced computer skills in a Windows-based environment including Word, Outlook, PowerPoint, Excel, and SharePoint. Advanced Excel skill and strong knowledge of MS Office suite (particularly MS Word, and PowerPoint).

Qualifications

• Undergraduate degree in related field or four years of related work experience

• Volunteer experience, internships or fellowships in international development qualifies as relevant professional experience.

• A passion for the mission and values of Global Communities

Global Communities is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Global Communities holds strict safeguarding principles and has a zero-tolerance policy for conduct of sexual exploitation, abuse, and harassment. In the process of recruitment, selection, and appointment, Global Communities will conduct robust reference and background screening checks, including international vetting as a signature of the Global Misconduct Disclosure Scheme to ensure children and vulnerable adults are safeguarded, and abuse is prevented.  The incumbent is required to carry out their duties in accordance with Global Communities Safeguarding policy and the Standards of Conduct.

NOTE:

As an organization working to advance public health, Global Communities has an obligation to model best practices and to do all we can to protect each other, our partners and the communities where we work.  To ensure the continuity and effectiveness of our business operations, Global Communities is adopting a policy to safeguard the health of our visitors, employees, families, and the larger global community from COVID-19.  Effective January 3, 2022, all U.S.-based Global Communities employees are required to provide proof of having received full dosage of COVID-19 vaccine that is FDA approved, approved for emergency use authorization, or have an approved medical or religious exemption on file with Global Communities, as a condition of employment.

Salary: From $50,800 to $63,500