Program Assistant

Equal Access International (EAI) – a non-governmental organization (NGO) headquartered in Washington, D.C. – partners with communities around the world to co-create sustainable solutions utilizing community engagement and participatory media and technology. With funding from bi-laterals, multi-laterals, foundations, and individual donors, EAI has a 20-year track record implementing social change projects around the world and currently operates through 12 country programs across Asia and East and West Africa.

POSITION OVERVIEW:

The Program Assistant provides administrative, financial, and operational support for EAI programs under the supervision of the Team Lead of the Program Management Unit. The Program Assistant will perform administrative tasks and support troubleshooting complex operational matters requiring prior experience, education, or training. This role will offer the opportunity to learn and apply competencies in the areas of project management, financial/technical support, and proposal development. The Program Assistant will support different projects in the EAI project portfolio. This position is also subject to special duties and assignments as designated by the direct supervisor.

RESPONSIBILITIES:

Project Administration

• Performs duties and responsibilities consistent with understanding of client requirements, and within the quality standards set by the immediate supervisor
• Assists in support of and communication with field teams. Ensures EAI’s reputation with field staff by addressing their inquiries and needs promptly
• Researches and recommends solutions to resolve a variety of issues including personnel and financial matters as appropriate
• Provides support on contract-related procurements, accounting and budgets monitoring, long-term and short-term personnel, publications, travel, report formatting, success stories drafting, and other relevant matters
• Uses judgment and understanding of EAI policies and relevant contract regulations to process expense reports, and complete required internal forms
• Establishes and maintains HQ project electronic files and keeps the filing system list updated. Copies and properly files all project correspondence and documents
• Ensures all activities are done in accordance with EAI policy and client regulations. Carries out coordination tasks with proper EA HQ staff in support of assigned projects, such as banking, post office deliveries or pickups, project purchases, and other miscellaneous tasks.
• Assists in recruitment of short and long-term staff by identifying and recommending a short-list of candidates to consider for assignments
• May serve as primary contact for short-term consultants on administrative items. Ensures inquiries and needs are promptly addressed to continue a positive relationship between consultants and EAI
• Maintains tracker of all personnel (including long-term and short-term consultants), project reports, and deliverables
• Performs other project management and contract administration duties as required

Financial

• Maintains budget monitoring, updates operating budgets, level of effort utilization, invoices, subcontractors’ costs, expense reports, deliverables, etc., to monitor compliance with contract and EAI policies
• Tracks and reviews program spending, and provide timely updates to direct supervisor

Technical & Learning

• Obtains and assimilates knowledge of projects, the countries, and regions relevant for work assignments
• Provides basic technical information to support projects, business development efforts, EAI’s knowledge base and other work products, as requested by supervisor and colleagues
• Provides support in the review and editing of annual work plans as well as M&E plans, and ensures technical activities are implemented on time and within the allocated budget
• Support the development of contract deliverables and other work products in compliance with EAI and client standards
• Participates on proposals by providing research, writing, coordination, and administrative support
• Develops and maintains productive relationships with clients, vendors, partners, and consultants that serve to enhance EAI’s reputation

QUALIFICATIONS:

• Bachelor’s degree in a relevant area or equivalent work experience
• 1-2 years of relevant work or administrative experience or internships
• Demonstrated ability to communicate clearly and concisely in English both orally and in writing
• Strong administrative skills, organizational skills, and attention to detail
• Strong working knowledge of Microsoft Office, including Word, Excel, and PowerPoint

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a 40 hour per week full-time position. Standard working hours are Monday through Friday, 8:30 a.m. to 5:30 p.m.

TRAVEL:

There may be local travel depending on events and donor activities.

COMMENTS:

Candidates must be legally eligible to work in the U.S. EAI does not provide sponsorship.

EAI is an equal opportunity employer. EAI welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all employees and applicants seeking employment. EAI makes employment decisions based on organizational needs, job requirements, and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making or any other protected classifications, activities, or conditions as required by federal, state and local laws. Additionally, harassment or discrimination based on these characteristics will not be tolerated at EAI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities and qualified individuals who have limitations due to pregnancy, childbirth, breastfeeding, or medical related condition.