Monday, April 25, 2016

Program Assistant -- GlobalConnect Division, Meridian International Center for May or Recent Grad

Under the supervision of a Program Manager, the Program Assistant will have direct responsibility for all administrative and logistical arrangements for international journalists sponsored by the U.S. Department of State's Foreign Press Center (FPC). The Program Assistant is responsible for handling all administrative, logistical, and financial aspects related to the implementation of programs including: making travel, hotel, and ground transportation arrangements; preparing program books and other materials relevant to the visit; interacting and coordinating with all parties including the FPC and contractors; and financial management of each individual reporting tour.
Essential Functions:
Project Implementation
  • Communicate with the Foreign Press Center (FPC) program staff and contractors on program developments and carry out the following duties:
    • Arrange international and domestic travel, hotel accommodations, ground transportation, and other logistical aspects of each program
    • Arrange accident and health insurance
  • Coordinate program logistics with partners for programs around and outside of Washington, DC
  • Arrange all program logistics including, but not limited to, international and domestic flights, ground transportation, hotel accommodations, room rentals, and cultural events
  • Plan and manage luncheons, dinners, receptions, or special events as directed
  • Prepare necessary program-related documents, including but not limited to program books, welcome packets, and administrative overview materials
  • Arrange for translation of program documents and translation equipment as directed
  • Conduct administrative program openings as needed by briefing incoming visitors, English Language Officers and interpreters, as well as Foreign Press Center program staff on per diem disbursements, insurance, and hotel and travel arrangements
  • Exhibit flexibility and outstanding problem-solving abilities
  • Be available by cellphone for after hour emergencies and consults
  • Act independently to solve any logistical or administrative problems that arise
Financial Management and Accounting
  • Manage and disburse funds authorized in the budget and related contract: per diem, cultural allowance, return travel allowance, and travel advances for participants and subcontractors
  • Ensure that correct account codes are assigned to check requests and that requests are accompanied by appropriate back-up documentation
  • File copies of all executed contracts
  • Carefully monitor and track all program expenses and invoices within the proposed budget including travel expense reimbursements for subcontractors and escorts
  • Reconcile final accounting and prepare final budget for invoicing to the client as stipulated in the award from the sponsor agency
  • Maintain key documents within the permanent file, and prepare the file for storage
  • Reconcile monthly American Express and Visa credit card statements
  • Other duties and special projects as assigned

Qualifications:

Experience/Education
  • Bachelor's Degree with one year of administrative experience; or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position
  • Experience with travel arrangements preferred
Knowledge, Skills, and Abilities
  • Ability to handle multiple projects simultaneously while maintaining attention to detail
  • Superior oral and written communication skills, with tact and sensitivity to foreign cultures
  • Ability to work independently, accurately, and under pressure
  • Strong financial management and budgeting skills to include reading and comprehending a general ledger
  • Excellent computer skills (Microsoft Office Suite)
    • Advanced spreadsheet expertise using MS Excel
Physical Effort and Dexterity
Not applicable
Visual Acuity, Hearing, and Speaking
Excellent verbal and written command of the English language
Environment and Scheduling
  • Interest in working with an international not-for-profit professional exchange organization
  • Interest in working within a diverse work environment
This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. 

Application instructions

Qualified candidates should apply by email to gcjobs@meridian.org. Subject line should read "GC_ProgramAssistant" only and a cover letter, with salary expectations, and resume should be attached. Only candidates being considered for this position will be contacted. Submissions which do not follow the above instructions will not be considered as applicants.