Are you a program assistant with a background in managing US Government funded projects, and is interested in a rewarding career with our International Division? Then this is the right opportunity for you to join our team.
MCD is a global public health non-profit organization recognized in the United States and internationally as a leader, innovator, and trusted partner in the design, implementation, and assessment of high quality, enduring programs in public health.
Our Vision & Mission:
We envision a world in which all people have access to high quality and enduring solutions to improve and maintain their health and well-being. MCD aspires to be a premier partner of choice and an internationally recognized leader, innovator, and trusted partner in applied, cross-national public health solutions. Our mission is to improve the health and well-being of people worldwide through enduring, high quality, cost-effective and universally accessible public health solutions.
The Program Assistant will be assigned to work with the International Program (IP) Director and Senior Managers to ensure smooth and efficient implementation of MCD-IP programs. He/She dedicates 80% of his/her time to project supports and 20% to other support responsibilities, including communication and business development.
Essential Job Functions:
1. Project support (80%): The Program Assistant will provide program management support for the MCAPS and CCST projects.
Specific responsibilities will include the following:
a. Assist the Senior Program Managers in preparing work plans, progress reports to donors, and on compiling supporting documentation needed. Keep track of submission deadlines consistent with donor expectations.
b. Assist with copy editing and formatting of the key project documents such as workplans, donor reports, power point presentations and others
c. Assist home office senior staff to develop and/or review/amend documents: contracts (including with the donor and sub-contractors/sub-awardees), Memoranda of Understanding, and other project documents, as requested.
d. Under the guidance of the Senior Program Managers, assist with coordinating, tracking and reporting on all operational activities pertaining to the projects at the home office level.
e. Organize meetings (creating and sending meeting invites on Outlook/Zoom/Teams/Skype, preparing the agenda and taking the minutes from the meeting and posting those meeting minutes on Jira) for the projects; schedule weekly and monthly calls with Field Staff to go through programmatic activities and requests, and other scheduled meetings as needed, and circulate and archive meeting minutes.
f. Support the project staff to manage the SharePoint and/or JIRA sites for the project and generate SharePoint task update reports on a weekly basis to be reviewed with the Senior Program Manager.
g. Manage travel bookings and other logistics related to travel.
h. Assist in coordinating document or meeting translations
2. Other responsibilities (50%)
a. Provide a wide-range of administrative assistance especially in the areas of managing meetings, screening of in-coming documents and messages, preparing responses and ensuring the smooth delivery of services.
b. Responding to and/or redirecting inquiries to the appropriate department or individual(s).
c. Assist the MCD Directors and Program Managers to prepare and manage correspondence, distribution of documents/materials and ensure that all documents requiring signature are of high quality and adhere to administrative operational guidelines. Organizing depository of documents
d. Assist the Technical Unit in the organization of MCD technical seminars, quarterly program reviews, and various working group meetings, as needed.
e. Any other duties as assigned.
Key Performance Indicators
a. Copy editing and formatting of project documents
b. Administrative support to home office backstopping team provided to ensure smooth implementation of the project activities
c. Administrative support to the field staff provided
d. Financial and contractual transactions and deliverables assigned to the Program Assistant are prepared timely, completely and accurately.
e. Meeting minutes (e.g. webinars, project team meetings, and regular HQ-field meetings) prepared and archived.
f. Project-related documentation filed appropriately
g. Field staff adequately supported and guided on completion of daily Timesheets and monthly submission on time
h. Updated project Jira site on an ongoing basis
i. Executive assistance provided to Directors, program managers, senior staff
Qualifications, Skills and Experience:
• At least a Bachelor’s degree in a technically compatible field such as public health, malaria, international development,
• Two (2) years of professional experience, of which at least one year should be dedicated to the professional practice, research and administration. Working experience in international non-pro setting preferred.
• At least a « general professional proficiency » in the Spanish language is preferred. French is an asset.
• Proficient in the use of the standard Microsoft Office package.
• Have strong written (including copy editing) and verbal communication skills.
• Be able to identify and resolve problems in a timely manner
• Gathers and analyzes information skillfully
• Have high energy, clear goal orientation and strong work ethic.
• Be an effective team player, be collaborative.
• Strong organization skills
• Be able to adapt to changes in the work environment and manage competing demands
Abilities: To perform the responsibilities required in this position successfully, the employee in this position must be able to demonstrate at least functional proficiency for most of the core competencies. Individuals who are energetic self-starters, who are able to function comfortably in a team environment and relate well to co-workers and the public, who are comfortable with change and have a positive “can do” attitude, are well suited to this position. This position requires flexibility and the ability to manage time and multiple tasks.
Physical Demands: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the position. While performing the duties of this position, it is regularly required to sit and write, to operate a computer and printer, fax machine, photocopier, and use telephone communication devices. Must be able to walk around the office, and travel to perform field activities.
Confidentiality: MCD employees may have access to or be required, as part of the duties of this job, to view, use, and/or be aware of certain protected health information or other facts about individuals that are of a highly personal and confidential nature. Employees must follow and adhere to all MCD corporate confidentiality and privacy policies and practices. Employees may also be required to follow additional confidentially policies or practices required by certain programs or business units.
Safety: MCD promotes a safe work environment. Employees must follow all safety policies and procedures to ensure an accident-free workplace.
Mental Demands: Must be able to assume a wide range of responsibilities, to work with staff who vary in their work styles, and to work under pressure. Willingness to work irregular/extra hours, evenings, weekends, and travel in state as necessary is required. Provide timely response to requests and deadlines. Receive, process, and provide visual, verbal, and written information.
Work Environment: The primary location of this position is a typical office environment. However, the responsibilities may require meetings, conferences, trainings, etc., that require an individual to be in various public places.
Job Performance Evaluation: The employee will be evaluated at least annually using the KPIs identified above, but more often if performance warrants it.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of personnel assigned to this position.
Position Type: Full Time
Location: Silver Spring MD office or full-time remote
An updated CV and cover letter (including salary expectations) should be sent to: firstname.lastname@example.org. Please include title and job reference number MCDI-315 when submitting an application.
Position will be open until filled.
Medical Care Development, Inc. is an Equal Opportunity Employer
Please reference position MCDI-315 when submitting your application.