Program Assistant

POSITION TYPE: Local Hire POSITION TITLE: Program Assistant DIVISION: Global Health REPORTS TO: Program Director HR WILL DETERMINE FSLA STATUS: Exempt Project HOPE is an international NGO of more than 1000 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world's most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have helped build hundreds of health programs from the ground up and respond to humanitarian crises worldwide. Code of Conduct It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency. POSITION SUMMARY: The Program Assistant supports the Programs Department in the coordination and implementation of program activities. The role assists the Program Director and sector teams (Health Nutrition, WASH, Protection, and Grants Reporting) with administrative and operational tasks to ensure smooth program operations including maintaining activity trackers, supporting internal coordination, and ensuring timely follow-up on action points.. The Program Assistant will help organize documentation, coordinate meetings, support reporting processes, and facilitate communication among program teams The role also supports the preparation of program reports, presentations, and documentation required for internal updates and donor reporting processes, including drafting PowerPoint presentations and compiling inputs from sector teams., The Program Assistant may participate in field visits when required to support documentation of assessments, monitoring visits, and program activities. The position requires basic technical understanding of humanitarian program sectors (Health Nutrition, WASH, Protection) to assist sector teams with coordination, documentation, and activity tracking when needed. This position is being advertised contingent upon award; while the recruitment process will proceed as part of organizational preparedness, no formal offer will be extended until funding is confirmed PRINCIPAL RESPONSIBILITIES: - Provide administrative and coordination support to the Programs Department including maintaining program trackers, documentation systems, and internal coordination records . - Assist in organizing meetings, preparing meeting notes, and following up on action points and supporting preparation of meeting agendas and presentation materials . - Support documentation and filing of program records and reports ensuring proper electronic and hard-copy filing in accordance with organizational documentation procedures. - Assist program teams in coordinating program activities and schedules including maintaining activity calendars and monitoring key deadlines . - Support internal communication between program teams and other departments and act as a liaison when sharing program updates or documentation. - Assist with preparation of basic program documents, reports, and PowerPoint presentations when required including compiling inputs from sector teams for internal updates and donor reporting requirements. - Maintain organized records of program-related information including activity documentation, meeting notes, and reference materials. - Support logistical arrangements for program activities when needed including workshops, meetings, and coordination events. - Participate in field visits when required to support documentation of assessments, monitoring visits, and program activities in coordination with sector teams. - Provide basic technical and coordination support to sector teams (Health Nutrition, WASH, Protection) including organizing activity documentation and supporting sector reporting inputs. - Perform other duties as assigned. MINIMUM QUALIFICATIONS Diploma or bachelor’s degree in administration, social sciences, international development, or a related field 0-1 years of experience in administrative or program support roles is preferred. Good organizational and time management skills. Ability to maintain organized records and documentation. Good communication and coordination skills. Ability to work collaboratively within a team environment. Ability to manage multiple tasks and follow instructions Proficiency in Microsoft Office applications (Word, Excel, and PowerPoint) is highly recommended Basic understanding of humanitarian program sectors (Health Nutrition, WASH, or Protection) and willingness to learn program processes and sector terminology. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. Must be able to communicate in verbal and written form. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Work environment: Typical office environment with exposure to a minimal noise level. Emergency deployments may be in resource-deprived environments with austere living conditions. Travel for extended periods may be by air and/or other modes of transportation. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Due to the substantial number of inquiries, we receive, only candidates who have met the required experience qualifications for this position will be considered. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.