• Administrative Coordinator

    Location US-MD-Baltimore
    Posted Date 3 weeks ago(9/25/2019 10:06 AM)
    Job ID
    2019-3725
    Category
    US Based Positions
  • Overview

    Administrative Coordinator will work in close collaboration with Senior Program Manager, Program Officers, Senior Program Coordinator, and Finance Managers and representatives from different Jhpiego departments (e.g. Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) to support Global Program Operations [GPO] teams to successfully implement projects.  This includes ensuring that administrative tasks are completed in a timely manner, including: cross-cutting contracts and invoices, sub award contract development and modifications, cross-cutting operational support to country offices, and procurement.

     

    Responsibilities

    • Support program and finance staff in Portfolio 3 (East Africa) to execute administrative tasks for a portfolio of six countries
    • Support cross-cutting and non-program related operations and contracts for all countries in the portfolio
    • Manage procurement process through processing orders, tracking shipments, and liaising with key stakeholders (GPO, procurement team, shipping agents, vendors) as required Process US based vendor payments through SAP and work with JHU counterparts to troubleshoot payment issues as they arise
    • Draft and route contractual documents for CMCD approval with support from Program Officers/SPCs
    • Support Program Officers and Finance Managers to process and manage sub award agreements including pre award documentation, payments and SWIFT inputs
    • Coordinate logistics for visitors to Baltimore office, staff travel, and conference arrangements as needed
    • Regularly update internal knowledge sharing platforms, including ensuring shared files are up to date Coordinate with Sr. KM Advisor to manage KM activities to meet ongoing portfolio needs, as needed
    • Liaise with GHR and CMCD to assist with the consultant hiring process
    • Process vehicle insurance contracts
    • Update clinical malpractice forms
    • Additional items as needed

     

    Required Qualifications

    • BA degree preferred
    • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
    • Administrative experience
    • Proficiency in writing and editing letters, memos and documents
    • Ability to interact skillfully and communicate effectively with numerous counterparts, both domestically and internationally
    • Strong decision-making skills and results-oriented approach
    • Ability to work with multi-cultural groups
    • Strong organizational skills
    • Team player
    • Proficient in using technology, databases etc.

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