American Refugee Committee, International Programs
The International Programs team focuses on meeting and exceeding ARC's vision and mission through innovation, collaboration and disciplined attention to program outcomes. The ARC International Programs team works to ensure that every person who participates in an ARC-supported program has a better chance of taking control of their life and achieving self-sufficiency. The International Programs team currently includes over 1,500 individuals in eight countries, Washington D.C. and Minneapolis. Working together and respecting our diverse cultures and experiences, we strive to maintain the highest standards of teamwork and collaboration.
This position supports both the Program Development and Program Management Units within the International Programs Team. The Program Development Unit aims to identify need, work with donors and start effective interventions. The Program Management Unit operationalizes ARC's mission and vision, working in partnership with refugees and internally displaced people to design and deliver high quality programs.
The International Programs Assistant position will be stationed within the International Programs (IP) Department at ARC Headquarters in Minneapolis, MN. The International Programs Assistant will work with internal staff, partners, and donors to ensure complete, thorough and timely proposal preparation. S/he will also provide administrative and general support for ARC programming in focal countries, including such things as grant tracking and management, supporting adherence to ARC policies and procedures, and coordination of report review and submission.
Areas of Responsibility:
With other team members, research, identify, and track funding opportunities, including donor solicitations, strategic plans, presentations, and current projects in countries of interest.
Coordinate monthly program development meetings.
Track and disseminate information on status of submitted proposals across all ARC country programs.
Support in-country assessments as needed.
Support Grants Business Plan drafting as needed.
Proposal Development (20%)
In collaboration with PDU team members, assist with editing, writing and/or provision of technical input on proposals, including such things as programmatic background, strategy, staffing, partner information and budgeting.
Assist in development and refinement of program development tools, as well as their integration with other ARC systems.
Revenue Projections (10%)
Using such tools as the proposal tracking matrix and award probability formulas, collaborate with finance staff to develop organizational revenue projections.
Assist with preparation of presentations and reports as requested.
Coordination and Program Support (20%)
Under the supervision of the Senior Program Manager, ensure appropriate mechanisms for program monitoring and evaluation, backstopping, and problem solving for field programs.
Track completion of program deliverables as per implementation plan, on a monthly basis.
Track status of country level monitoring and evaluation plans and provide technical assistance in completing activities as necessary.
Conduct research relevant to program development, management and implementation.
Assist field staff in program start ups, monitoring and closeouts, providing guidance in accordance with ARC policies and guidelines remotely, or in-country as needed.
Facilitate administration of lease reviews, procurement processes and delegation of authority forms.
Identify opportunities for ongoing quality improvement of program coordination and support to field staff.
Travel to the field and provide support as necessary.
Program and Grants Management (10%)
In coordination with Grant Management Unit (GMU), obtain approval on such things as grant agreements, delegation of authority and grant pre-spending authorization.
Maintain electronic and hardcopy files for grant documentation, including donor correspondence and modifications.
Maintain grant narrative reporting schedule, and work with country teams to ensure timely report submission.
Coordinate report review with country and technical teams to ensure that reports comply with donor requirements.
Assist with country budget review and assist with monitoring adherence to ARC financial management policies and procedures as necessary.
Submit donor reports including use of such tools as OFDA Award Result Tracking System.
Assist in enhancement of management tools and process for information tracking and dissemination.
Schedule and coordinate the weekly program management unit (PMU) meeting.
Schedule and coordinate monthly management calls and other meetings between country teams in field and at HQ.
Take meeting notes and distribute minutes to appropriate persons.
Act as a source for information dissemination between field, headquarters and other departments on country programs.
Assist with update and revision of field staff job descriptions as needed.
Collect and file EPLS in accordance with auditing compliance.
Process Payment Authorization Forms.
Draft and edit Country Board Reports.
Assist with ongoing development and documentation of program management norms and procedures.
Maintain focal country grants files, compliance files, procurement files and any other relevant files.
All other duties assigned.
Bachelor of Arts (B.A.) or Bachelor of Science (B.S.) required.
Humanitarian assistance or international development experience and/or advanced degree in a related field preferred.
Minimum 1 year office experience.
Strong computer skills, especially in Microsoft Office.
Strong written and verbal communication skills.
Familiarity with ARC programs preferred.
Experience working with diverse communities.
Highly developed organizational, liaison and communication skills.
Excellent research skills.
Fluent in English.
Commitment to ARC's mandate and objectives.
Ability to work under own initiative and as part of a small team.
Ability to multi-task and work under pressure.
Ability to occasionally work outside of standard working day.
Ability to be administratively self-sufficient.
Good sense of diplomacy. Tactful and mature
Available to travel internationally to potential harsh and unstable regions. Travel up to 10%.
To apply, please visit http://hire.jobvite.com/CompanyJobs/Careers.aspx?c=qma9Vfwk&s=UofM_Humphrey_PA&nl=1&page=Job%20Description&j=oyONWfwP and apply online.