To apply, go to https://www.heifer.org/about-heifer/careers/view-all-jobs.html.
Function:
The Programs Administrative Specialist provides key coordination in daily operations for the Africa and Asia area programs, as well as liaises with various other departments at Headquarters on areas of work including, but not limited to, daily operations, communications, policies and procedures, and legal issues. The Administrative Specialist plays an important role in facilitating all administrative activities for the Senior Directors of Africa and Asia Programs and the Africa and Asia Councils (Country Directors and HQ staff members) to ensure that daily operations are carried out efficiently and effectively.
Essential Character Traits:
Detail-oriented, Organized, Energetic, Positive, Collaborative, Values-Oriented
RESPONSIBILITIES AND DELIVERABLES
Coordinate the daily operations of the Programs division (50%)
DELIVERABLES
- On a daily basis, develop operational policies, procedures and tools
- Coordinate administrative improvements and solutions in the area program(s) as needed
- Provide daily administrative support to country program offices to ensure compliance with Heifer policies and procedures and other accountability standards
- Produce, prepare and/or distribute internal communications, manuscripts, agendas, presentations, minutes and/or reports as appropriate
Establish and manage Program documentation and database systems (30%)
DELIVERABLES
- Maintain data including area program, project and country program files and archives (including legal and HR) and area program databases as needed
- Coordinate the quarterly review/approval of country program policies and procedures
- Provide leadership to identify and coordinate administrative improvements within the Program division
Provide support to the Sr. Directors of Asia and Africa Programs, and the Sr. Vice President of Programs (20%)
DELIVERABLES
- Schedule appointments and conference calls as requested
- Monitor and prioritize correspondence, reports and other information referred for the Senior Directors’ attention or approval
- Plan and coordinate meetings and conferences involving the Senior Directors including preparation of agendas, taking meeting minutes, and handling follow-up when appropriate
- Coordinate Asia and Africa Council calendars, monthly meetings and telephone conferences including scheduling, logistics, preparation of agendas, taking meeting minutes, and follow-up
- Provide support to the Sr. VP of Programs when his/her assistant is absent
May perform other job-related duties as assigned
Minimum Requirements:
Bachelor’s degree plus two (2) years of related experience
OR
High school/general educational development diploma plus six (6) years of job-related experience.
Preferred Requirements:
At least two (2) years of office administrative experience is preferred.
Most Critical Proficiencies:
- Excellent organizational skills including strong attention to detail.
- Strong English language skills – both oral and verbal communication.
- Knowledge of general office and personnel management procedures.
- Ability to develop and present training materials using participatory methodologies.
- Working knowledge of office devices, such as photocopiers and fax machines.
- Knowledge of word processing, spreadsheets, database and electronic mail software (Microsoft preferred).
Essential Job Functions and Physical Demands:
- Excellent writing skills, with strong proofreading, concept synthesis and concept articulation abilities.
- Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
- Ability to produce accurate documents in a well-designed and attractive format.
- Ability to maintain confidentiality.
- Ability to work independently and perform multiple tasks with limited supervision.
- May require constant sitting; working at a computer for extended periods.
- Occasional lifting and carrying of up to 30 pounds (14 kilograms) floor to waist if able.
- Constant face-to-face, telephone and electronic communication with colleagues and the public.
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.