Background Organization Description:
For more than 100 years, Heartland Alliance has been working with displaced and vulnerable people in the Chicago area, including refugees, asylum seekers, migrants and victims of trafficking. The services offered to these populations include legal protections, torture treatment, medical and psychosocial care and services
specific to children's needs. Using the expertise gained through the delivery of such services, Heartland Alliance has turned its attention to the countries where these vulnerable and displaced persons originate, which have been adversely affected by war, violence and poverty. In these countries, Heartland Alliance applies its particular areas of expertise to build the capacity of local partners to provide quality and sustainable services to vulnerable populations.
Summary of Position:
Heartland Alliance is recruiting an Administrative Assistant for International Programs to provide a broad range of administrative and support services, including but not limited to the arrangement of travel and accommodations, development of filing systems, word processing, supply ordering and tracking, arranging conferences and meetings, and other tasks, as assigned.
Essential Roles and Responsibilities:
Program Administration:
• Arrange travel, insurance, visas, and contracts for International Programs staff, all international consultants and Global Fellows;
• Procure relevant equipment, materials and supplies as requested by Heartland Alliance's country offices;
• Prepare and track purchase orders, wires, and invoice payments in Heartland Alliance's eRequester system;
• Assist in information technology needs and website development and maintenance;
• Collect and appropriately file reports, official documents and other resource materials from each of Heartland Alliance's country offices;
• Implement new strategies for the improvement and organization of program data;
• Respond to/address general inquires from the public in a timely and efficient manner;
• Take the lead in planning/organizing major events as they relate to International Programs, including the Annual Leadership Retreat, quarterly team meetings, etc.;
• Time-keeping for all International Programs staff in Heartland Alliance's eTime system;
• Coordinate the identification, hiring, supervision, and time-keeping of interns and volunteers;
• Provide ongoing administrative support to the Senior Director of International Programs
• Provide administrative and operational support to other Heartland Alliance departments, as needed.
• Serve as the primary backup to the Assistant to the President, with duties including but not limited to making travel and accommodation arrangements, appropriately filing documents, procuring materials and tracking payments in eRequester system, sorting and distributing organizational mail, etc.
Program Reporting:
• Assist with the preparation, review and submission of quarterly and semi-annual progress reports to donors, schedules, and other relevant work products;
• Ensure the accuracy, substance and timeliness of program/department reports, projects, schedules and other relevant work products ;
• Ensure that all auditable files (paper and electronic) of all public awards for assigned countries are maintained, up to date, complete, and easily accessible according to Heartland Alliance's filing system;
• Support program staff with follow-up actions related to any audit findings.
Program Development and Communications:
• Conduct weekly searches for relevant funding opportunities;
• Assist with proposal submissions by gathering and creating annexes and other proposal package materials and managing submission material check-off lists;
• Submit proposals via Grants.gov and other donor websites in an efficient and timely manner;
• Obtain the required sign-offs and clearances for the processing of grant awards/contracts/agreements;
• Coordinate with Heartland Alliance's country offices and International Programs team to create useful marketing materials for potential and current donors;
• Support utilization/administration of listserv and document sharing mechanisms;
• Other duties, as assigned.
Qualifications:
• Clear commitment to the vision, mission and values of Heartland Alliance;
• Bachelors Degree in relevant field, including but not limited to business administration, public policy, public health, international development or other relevant field;
• A minimum of one year of similar administrative experience required;
• Superb oral and written communications skills in English;
• Highly proficient with Microsoft Office suite, especially Excel;
• Able to read and interpret documents, and communicate with others as necessary to perform job duties effectively;
• Excellent organizational skills;
• Must be detail-oriented and have the ability to multi-task;
• Must be flexible and able to respond to and prioritize multiple simultaneous requests, and demonstrate a willingness to work in high-paced environment;
• Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; must also have the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form;
• Must have the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume as well as the ability to apply concepts of basic algebra and geometry;
• Ability to speak and read Spanish greatly preferred but not required;
• Experience working and living among diverse cultures and challenging socio-economic conditions a plus.
How to apply:
Interested applicants please visit the Heartland Alliance Job Board at http://www.heartlandalliance.org/whoweare/careers/ to fill out an online application.
Closing Date: Friday, 09 March 2012
For more than 100 years, Heartland Alliance has been working with displaced and vulnerable people in the Chicago area, including refugees, asylum seekers, migrants and victims of trafficking. The services offered to these populations include legal protections, torture treatment, medical and psychosocial care and services
specific to children's needs. Using the expertise gained through the delivery of such services, Heartland Alliance has turned its attention to the countries where these vulnerable and displaced persons originate, which have been adversely affected by war, violence and poverty. In these countries, Heartland Alliance applies its particular areas of expertise to build the capacity of local partners to provide quality and sustainable services to vulnerable populations.
Summary of Position:
Heartland Alliance is recruiting an Administrative Assistant for International Programs to provide a broad range of administrative and support services, including but not limited to the arrangement of travel and accommodations, development of filing systems, word processing, supply ordering and tracking, arranging conferences and meetings, and other tasks, as assigned.
Essential Roles and Responsibilities:
Program Administration:
• Arrange travel, insurance, visas, and contracts for International Programs staff, all international consultants and Global Fellows;
• Procure relevant equipment, materials and supplies as requested by Heartland Alliance's country offices;
• Prepare and track purchase orders, wires, and invoice payments in Heartland Alliance's eRequester system;
• Assist in information technology needs and website development and maintenance;
• Collect and appropriately file reports, official documents and other resource materials from each of Heartland Alliance's country offices;
• Implement new strategies for the improvement and organization of program data;
• Respond to/address general inquires from the public in a timely and efficient manner;
• Take the lead in planning/organizing major events as they relate to International Programs, including the Annual Leadership Retreat, quarterly team meetings, etc.;
• Time-keeping for all International Programs staff in Heartland Alliance's eTime system;
• Coordinate the identification, hiring, supervision, and time-keeping of interns and volunteers;
• Provide ongoing administrative support to the Senior Director of International Programs
• Provide administrative and operational support to other Heartland Alliance departments, as needed.
• Serve as the primary backup to the Assistant to the President, with duties including but not limited to making travel and accommodation arrangements, appropriately filing documents, procuring materials and tracking payments in eRequester system, sorting and distributing organizational mail, etc.
Program Reporting:
• Assist with the preparation, review and submission of quarterly and semi-annual progress reports to donors, schedules, and other relevant work products;
• Ensure the accuracy, substance and timeliness of program/department reports, projects, schedules and other relevant work products ;
• Ensure that all auditable files (paper and electronic) of all public awards for assigned countries are maintained, up to date, complete, and easily accessible according to Heartland Alliance's filing system;
• Support program staff with follow-up actions related to any audit findings.
Program Development and Communications:
• Conduct weekly searches for relevant funding opportunities;
• Assist with proposal submissions by gathering and creating annexes and other proposal package materials and managing submission material check-off lists;
• Submit proposals via Grants.gov and other donor websites in an efficient and timely manner;
• Obtain the required sign-offs and clearances for the processing of grant awards/contracts/agreements;
• Coordinate with Heartland Alliance's country offices and International Programs team to create useful marketing materials for potential and current donors;
• Support utilization/administration of listserv and document sharing mechanisms;
• Other duties, as assigned.
Qualifications:
• Clear commitment to the vision, mission and values of Heartland Alliance;
• Bachelors Degree in relevant field, including but not limited to business administration, public policy, public health, international development or other relevant field;
• A minimum of one year of similar administrative experience required;
• Superb oral and written communications skills in English;
• Highly proficient with Microsoft Office suite, especially Excel;
• Able to read and interpret documents, and communicate with others as necessary to perform job duties effectively;
• Excellent organizational skills;
• Must be detail-oriented and have the ability to multi-task;
• Must be flexible and able to respond to and prioritize multiple simultaneous requests, and demonstrate a willingness to work in high-paced environment;
• Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; must also have the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form;
• Must have the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume as well as the ability to apply concepts of basic algebra and geometry;
• Ability to speak and read Spanish greatly preferred but not required;
• Experience working and living among diverse cultures and challenging socio-economic conditions a plus.
How to apply:
Interested applicants please visit the Heartland Alliance Job Board at http://www.heartlandalliance.org/whoweare/careers/ to fill out an online application.
Closing Date: Friday, 09 March 2012
No comments:
Post a Comment