The Program Assistant will serve as a member of the International Programs department, providing administrative, logistic, and coordination support to programs and activities. The Program Assistant will assist with organizing meetings and conferences, handling travel arrangements, maintaining training/workshop participant and contact lists, processing invoices, editing and formatting workplans and reports, drafting, reviewing, and editing correspondence and other short materials in English and French, and streamlining administrative processes when possible. The Program Assistant may also be called upon to provide substantive support to projects. This support may include researching data and information, assisting with background research, writing or drafting materials, compiling, checking and cleaning data for monitoring, evaluation and learning initiatives as well as liaising with partners and stakeholders to collect data in support of project reporting.
PRB has been at the cutting edge of synthesizing complex information for non-technical audiences; making quality information available in accessible formats; strengthening the capacity of researchers, practitioners, and journalists; and creating spaces for these communities to exchange knowledge. PRB staff are experts in family planning, reproductive health, and population, including gender and youth, and in knowledge management, advocacy, communications, journalism, digital/multimedia, and research.
The successful candidate will be a critical member of the International Programs department, and will support our media trainings, policy communication trainings, and will provide program and administrative support to other activities with partners in East, West and Southern Africa, and South Asia. S/he is interested in learning about development priorities in an international context, and excited to work with PRB’s team of demographers, researchers, and development experts.
Essential/Primary Responsibilities
- Provides general administrative support, such as: formatting documents, photocopying materials; maintaining and sharing files and records related to International Programs department, or specific activities and projects within the department; coordinates payments for invoices and expense reports for project activities, consultants, and senior staff; coordinates procurement related to assigned activities.
- Arranges logistics for domestic and international meetings with specific focus on supporting remote learning/online technologies; Arranges and sets up in-person and virtual conference rooms for meetings, seminars, and training workshops including supporting program staff to use new systems and platforms such as Slack and Zoom.
- Assists with communication and follow-up for different project activities with participants of trainings and seminars, and project partners via letters, email, and telephone. Maintains and updates database of International Program’s training participants.
- Coordinates training participant schedules and arranges travel through PRB’s travel agency. Helps to secure international visas and travel insurance.
- Conducts routine web-based searches for projects using trusted sources.
- Helps draft materials such as scripts, donor reports, or other materials to support International Programs department.
- Bachelor’s degree with social sciences background and an interest in global health/development issues preferred; Associate’s degree with additional experience also considered;
- Excellent writing, editing, and proofreading skills in English;
- Strong organizational and time management skills, to prioritize tasks and meet deadlines;
- Experience providing administrative and project support to a staff of five or more employees;
- Proficiency with Microsoft Office, particularly Word, Excel, and PowerPoint;
- Ability to work independently;
- Occasional travel may be involved;
- French language preferred
