Save the Children

Job Description

Position Title: / Program Associate, TOPS Program
Supervisor’s Position Title: / Project Director
Department: / Dept. of Hunger and Livelihoods, International Program Leadership

Primary Purpose

Provide daily program, logistical, and administrative/management support to the TOPS Program. Help ensure coordination and efficiency in the day-to-day operation. Areas of responsibility include but are not limited to: establishing and maintaining administrative systems and files; maintaining and tracking budgets and finances; assisting with document preparation and submission; maintaining communication links with field; arranging travel and logistics; and conducting research.

Duties and Responsibilities

List five to eight primary duties performed in their order of importance. (Note: The most “important” duty is not necessarily the duty that requires the most “time.”) Estimate the percentage of time spent on each responsibility. Managers should indicate which duties / responsibilities are essential* - this is in relation to The American’s with Disabilities Act. Be sure to note the appropriate order of importance and the percent of time spent on each duty.

* For each responsibility you list, determine if it is essential to the position.

Responsibilities / Essential Duty? / % of Time
1. / Administrative and Human Resources Support
  • Assist with tracking all expenses;
  • Support staff in booking and arranging travel;
  • Act as timesheet coordinator, support staff in submitting adjusted timesheets as needed;
  • Manage consultancies (HR process: VCF, consultancy agreement and payment);
  • Properly code and submit invoices, TARs, TERs, VCFs, etc.;
  • Order office supplies and computer equipment;
  • Maintain project calendar fortravel, meetings, and deadlines;
  • Photocopying, faxing, filing;
  • Organize and support project meetings, and assist with Task Forcemeetings when necessary;
  • Train/supervise project intern(s) – develop SOW with appropriate staff, identify mentor(s), ensure internal debrief upon conclusion of internship, etc.; and
  • RecordProgram Management Team and other meeting minutes.
/ Yes: No: / 65%
2. / TOPS Learning Event Coordination and Support
  • Coordinate planning and logistical support for semi-annual TOPS technical training and knowledge sharing events, domestically and intentionally and other TOPS learning events as needed, including:
°Collect venue quotes and coordinate with TOPS PMT in selection and approval of venues;
°Prepare and track event budgets (with Grants Mgr.);
°Reserve meeting facilities and negotiate venue facilities, rooms, catering, and equipment arrangements;
°Establish communications system and data bases for all participants/registrants and initiate and manage invitations/communications with all participants in preparation for events, and;
°Oversee and supervise on-site logistical support by venue and other supports service providers.
° / Yes: No: / 20%
Program Learning and Innovation
  • Support the drafting of external communications (newsletters, program briefers, etc.); and
  • Support program technical tasks.
/ Yes: No: / 15%

Background and Experience

Describe the years of experience and educational requirements needed for this position, as well as any position pre-requisites. (Note: These requirements are for a typical, fully qualified job applicant.)

  • Bachelors degree or equivalent;
  • 2-3 years office/administrative support experience in international organizations;
  • Experience with maintaining and tracking budgets;
  • Excellent knowledge of Microsoft Office software including Word, Excel, PowerPoint and FrontPage;
  • Proficiency in foreign language in addition to English preferred (e.g., French/Spanish).

Knowledge, Skills and Behaviors

Describe the knowledge, skills and behaviors (i.e., fluency in second language, marketing research techniques, and financial theory) required in order to competently perform the assigned work.

  • Familiarity/experience in international or economic development, microfinance, and/or livelihoods strongly preferred
  • Strong interpersonal, verbal, and written skills;
  • Ability to take initiative and work independently and as part of a team;
  • Ability to problem solve, multi-task, and prioritize;
  • Exceptional attention to detail.

Save the Children / Position Title: / Program Associate, TOPS Program

Contacts

Indicate key individuals or organizations, both inside and outside of the Agency, with whom the position has regular contact. Note the contact, the frequency (daily, weekly, etc.), and the purpose of the contact. Indicate with an “I” or an “E” in the fourth column whether the contact is internal or external.

Contact

/ Frequency / Purpose / Internal/ External
Director, Grants Manager, , TOPS technical leads, / Daily / Direction, guidance / Int. Ext.
Livelihoods Department Staff / Weekly / Contribution to Dept. reporting and planning, participation in team meetings and retreats. / Int. Ext.
SCUS Finance Department / Weekly / Ensure timely processing of invoices, wire transfers, reimbursement checks / Int. Ext.
Consortium Partners / Weekly / Coordination on systems issues / Int. Ext.
Field Staff / Weekly / Project support / Int. Ext.

Problem Solving

1.Use the check list below to describe the kind of problem solving most typically required in (or associated with) this position. Do not base your choice of a description on unusual or atypical situations. Check one box.

Problem solving requires:

Application of clear practice and procedure.

Analysis in order to determine application of established practice and procedure.

Judgment in applying established practice and procedure.

Modification of established practice and procedure.

Judgment/creativity in application of accepted principles.

Judgments, where generally applied principles are inadequate, to determine course of action.

2.Use the following check list to describe the breadth or complexity of problems encountered by this position. Check one box.

Problems:

Deal with incumbents’ work only.

Involve work done within a unit.

Involve work done in multiple units within a department.

Involve work done in multiple departments within a division.

Are across departments related to programs and projects.

Impact

Describe the extent to which decisions made and actions taken by this position can impact the functional area or the organization as a whole. Identify positive and negative ramifications. Include managerial, financial, and strategic responsibilities.

The person in this position will play an important role in the administration of the TOPS Program. Excellent attention to logistics, HR, administrative, and finance details of program implementation are critical to ensure the smooth implementation of the project.

Reporting Structure

Describe and / or provide a chart identifying the reporting relationships of this position (superviors, direct reports, peers, etc.)

Supervisor Title:
Director, TOPS Project
Supervisor Name:
TBD
Position Title:
Program Associate, TOPS Project
Employee Name:
Direct Report Title: / Direct Report Title: / Direct Report Title: / Direct Report Title:
Name: / Name: / Name: / Name:
# Direct Reports: / # Direct Reports: / # Direct Reports: / # Direct Reports:
# Indirect Reports: / # Indirect Reports: / # Indirect Reports: / # Indirect Reports:
# Total Reports: / # Total Reports: / # Total Reports: / # Total Reports:
Save the Children / Position Title: / Program Associate, TOPS Project

Additional Information

Please describe any other aspects of this position that are important and have not been covered by the previous questions.

Manager’s Signature **

I have reviewed this job description and confirm that it is a correct and complete representation of the position.

Print Your NameSignature Date

Next Level of Supervision **

I have reviewed this job description and confirm that it is a correct and complete representation of the position.

Print Your NameSignature Date

** If Sectors are involved, this form requires additional approval by Sector Director.

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