Program and Technical Assistant

Description:

The Social Marketing and Communication (SMC) department within FHI 360’s U.S. Programs is a national leader in applying a science-based approach to social marketing and communication to address public health and other challenges in the U.S. SMC currently implements a diverse portfolio of social marketing, public relations, communication, and training and technical assistance projects in the U.S. that are funded by the Centers for Disease Control and Prevention, National Institutes of Health, private associations, and foundations. In the past decade, our team has worked on issues such as diabetes, emergency and pandemic preparedness, obesity prevention, sexual health, HIV/AIDS, cancer, asthma, immunizations, violence prevention, access to health care, and tobacco control and cessation. Samples of our work can be viewed at the SMC gallery.

Job Summary

The Program and Technical Assistant will perform and provide administrative, programmatic and logistical support within the Social Marketing and Communication Department, across a range of health communication projects. The Program and Technical Assistant will primarily focus on the Women Infants and Children (WIC) National Outreach Campaign project. The WIC National Outreach Campaign, currently in development, is a first-of-its-kind national effort to increase enrollment and retention in WIC. The national campaign will take an integrated marketing approach featuring earned media, social media, local activations, partnerships, and engagement with state and local WIC agencies, among other strategies. This position will provide a key role providing overall administrative, financial, and operational support and coordination to Social Marketing and Communication (SMC) staff. They will also facilitate internal communication by working closely with finance, contracts, operations and program staff, and other departments as needed for assigned tasks.

Major Responsibilities:

• Perform general administrative duties, including photocopying, faxing, managing mailings/shipments, monitoring and ordering of supplies, and working with Facilities and IT departments, as needed, to maintain the functionality of office copiers/printers.

• Coordinate department purchase order procurement including but not limited to acquiring and comparing vendor quotes, establishing suitable justification, developing or modifying vendor/subcontractor agreements, and processing procurement requisitions. Maintain and update purchase order and contractual files in an organized, easily-accessible manner.

• Track purchase orders and consultant work orders; process payments for purchase orders and check requests in a timely manner.

• Process travel, hotel, and local transportation arrangements for SMC staff and meeting attendees, including processing of travel advance requests and monitoring the status of these requests; ensure timely completion of arrangements; upon travelers return process travel expense reimbursement requests.
• Arrange scheduled conference calls, and coordinate logistics for meetings, conferences, workshops and trainings. Assist with conference, workshop, webinar, or meeting preparation, and note taking.
• Support proposal preparation, including document formatting, document conversion, copying proposals, and packaging and delivering proposals.
• Support projects by performing activities such as setting up team meetings, taking call notes, report preparation, media monitoring, and other duties as assigned.
• Manage use of center supplies including, laptops, cameras, and other equipment, including maintaining check-in/check-out tracking log, ensuring security and good condition of equipment, and reporting any problems with equipment; schedule equipment rental as needed/required.
• Assists with scheduling social media, paid media, website maintenance, and member communication.
• Assist staff with other administrative tasks as assigned.

Minimum Qualifications:

• Bachelor’s degree in one of the following: Communications, Public Health, Public Relations, English, or a related field
• 0-2 years of relevant experience required; 1 year of administrative office experience preferred
• Interest and experience in health communication preferred
• Excellent organizational skills and superior attention to detail
• Strong oral and written communication abilities
• Strong interpersonal skills with the ability to work effectively with a wide range of individuals
• Proficiency with MS Office suite, including SharePoint, as well as Zoom, and Mailchimp.

*Competencies*****:

There are 31 FHI360 development competencies. The focus for this particular job will be:

• Project Management (Planning and Time Management) - accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal's people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
• Problem Solving – analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks.
• Technical Skills and Learning – lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems and products.
• Employees are expected to possess or have high potential for development of these three fundamental competencies.

*Applied Knowledge & Skills*****:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
• Basic knowledge of concepts, practices and procedures with project design.
• Strong oral and written communication skills.
• Demonstrated proficiency with Microsoft Office suite software.
• Ability to problem solve and recommend corrective action as needed.
• Strong organizational and attention to detail needed to adhere to project deadlines.
• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

*Problem Solving & Impact*****:

• Works on problems that are limited in scope.
• Problems are routine in nature and are standard procedures and policies.
• Works independently and within a team on special non-recurring and ongoing projects.
• Exercises judgment within defined practices and policies to perform duties.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Has no supervisory responsibility.
• Uses independent judgment to determine workflow and priorities.
• Receives instructions on new assignments.
• Typically reports to a Manager.

*Typical Physical Demands*****:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

*Technology to be Used*****:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

*Travel Requirements*****:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidate FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: $40,000 - $57,000

International hiring ranges will differ based on location.

Date Revised: 9/10/2021

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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