Program Coordinator - Emergency Health and Nutrition

Save the Children - US, Washington DC, United States

Skill Required:, Project/ Programme Management
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
31st October, 2018

Job Description


The Program Coordinator, Emergency Health and Nutrition (EHN) is responsible for coordinating and supporting program implementation and operations through administrative, logistical, financial and grant management assistance to the home office-based team and country office programs. This includes coordinating the needs and requests from various program components to ensure program consistency, accountability and efficiency. This position is also responsible for coordinating key initiatives and activities including workshops, events, technical contracts, work plans, budget management, and new business development.

What You’ll Be Doing (Essential Duties)

Coordinate the development and maintenance of efficient administrative support systems 30%

  • Maintain relevant resources on the EHN Shared Drive and website, monthly calendars of travel and events, staff contact information lists at headquarters and country levels, organizational charts, meeting and hotel facility price lists for the DC area, and other systems as defined/assigned
  • Perform filing, photocopying, faxing, maintaining office supplies
  • Arrange teleconferences, circulate/distribute internal mail, and assist with other administrative support functions as assigned
  • Prepare and process contractual agreements for both headquarter supported activities and country-level activities, as needed including establishing agreements, processing agreement extensions, reviewing/processing invoices, and tracking agreement deliverables, timelines, and budgets
  • Engage with technical teams on new proposals, procurement updates, etc.

Coordinate planning and logistical support for EHN 25%

  • Lead logistics for workshops, trainings and meetings, including quotations and documentation for selection and approval of meeting sites
  • Develop and manage meeting budgets and spreadsheets, reserve sites and/or conference rooms, order equipment and food
  • Communicate with participants (e.g. send invitation letters and process registration as needed)
  • Liaise with facility management to ensure proper room set-up and support
  • Ensure the smooth organization and management of logistical support
  • Work with EHN intern, including identification of projects, workload management and prioritization

Support financial systems that track deliverables and program budgets 20%

  • Coordinate input for monthly and quarterly reports on EHN funding, staff-time spent and grant spending
  • Support financial reporting and expenditure tracking for the Reproductive Health in Emergencies portfolio
  • Track e-learning users and certificate distribution
  • Coordinate offline version of the Knowledge Bank and support dissemination to COs/TAs
  • Manage translations of e-learning modules, training curricula, and workbooks into French/Arabic

Support knowledge management for the nutrition team 15%

  • Develop and maintain OneNet webpage, Workplace community, etc.
  • Organize migration of Toolkits to Resource Center
  • Support documentation for Toolkits and Curricula to ensure all Save the Children brand guidelines are upheld
  • Organize translations of IYCF-E Curriculum and Toolkit into French

Coordinate travel related issues for the EHN team 5%

  • Complete, post, and track travel authorization requests (TARs) when needed
  • Obtain travel documents, visas, and immunizations requirements from consulates and other international entities as required
  • Prepare traveler folders with country and security information
  • Maintain up to date accommodation lists for frequently visited countries and make shuttle, hotel and other transportation arrangements
  • Assist with in-country scheduling of travelers’ visits/meetings when requested
  • Process Travel Expense Reports (TERs)

Other duties, as identified by the program, office, or agency 5%

Required Qualifications

  • Minimum 2-3 years’ experience
  • High School or Technical/Vocational Degree
  • Learned knowledge, organizational skills, and attention to detail to support a variety of tasks requiring some degree of difficulty

Preferred Qualifications

  • Bachelor’s degree
  • Excellent written and verbal communication skills
  • Excellent organizational and interpersonal skills
  • Ability to operate independently and as a team member
  • Experience supporting a large diverse team including remotely-based and international staff
  • Project management or similar experience
  • Experience formatting, branding and proofreading PowerPoint and other documents

What’s In It for You

  • Meaningful work, with a knowledge that you are changing the lives of children all around the world
  • A family friendly work environment
  • Highly collaborative and innovative teams
  • Generous paid vacation days, holidays, family leave days, and sick time
  • Healthcare plans including medical, dental, and life insurance
  • Retirement savings account with matching company contributions
  • Structured and formalized management development and coaching programs for mid and senior level managers
  • Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities as well as language learning opportunities

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.


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