Administration/Operations Officer

Location:       Caribbean

Job Code:     877

# of Openings:  1

                        

Description

Established in 1971, Futures Group develops and delivers innovative, locally relevant, evidence-based solutions to improve the health and well being of people around the world. We assist governmental and non-governmental agencies, foundations, and the private sector by designing, implementing and evaluating programs in HIV/AIDS, sexual and reproductive health, population and family planning, maternal and child health, infectious diseases, and gender. Futures Group has deep expertise in policy and advocacy, research and strategic information, health markets and private sector engagement, modeling and economic analysis, patient monitoring and management/HMIS, strategic consulting, and program management.

Key Responsibilities

• Assist the Country Manager in tracking progress with project activities. This includes documenting and tracking deliverables, timelines, and payments;
• Assist the Country Manager with internal and external program communications. This includes composing drafts for project updates and reports;
• Assist the Country Manager in tracking consultant contracts, including deliverables, timelines, and payments;
• Assist the Country Manager in the documentation of activities and the monitoring of the progress of said activities;

• Assist the Country Manager with the documentation of meetings and consultations; 
• Assist the Country Manager in the dissemination of key program results and products in collaboration with the headquarters office in Washington, DC.
• Book venues and make arrangements for events; if necessary, ensure that relevant materials and equipment are available at the venue;

• Track travel of project staff; this includes assisting with the preparation of monthly travel log reports;
• Prepare vouchers, bank reconciliations,  and expenditure projections  on a monthly basis for the approval of the Country Manager and the Operations Manager;
• Prepare expenditure projections for upcoming events based on quotes for venues, catering, and transportation as needed. Coordinate activities between program management, customers, and outside parties.  This may include making travel arrangements, external meeting accommodations, etc.;
• Provide administrative support as directed by the Country Manager to the management team, activity managers, and other technical staff on the project;
• Draft contractual documents to be approved by the Country Manager and the Operations Manager;
• Ensure that administrative documents are reviewed and approved by appropriate staff;
• Assist in the maintenance of the office filing system and maintain project-related files, documents, and datasets;
• Prepare cost-share reports.

·Perform other duties as assigned.

Qualifications

• Bachelor's degree required.
• Minimum of seven years related experience, with a minimum of three years executive assistant experience required.
• Or an equivalent combination of education and applicable experience.
• Excellent time management and organizational skills.
• Excellent oral and written communications skills.
• Experience in government contracting services environment.
• Ability to quickly build rapport with others.
• Readily accessible and responsive.
• Keen attention to detail.
• Excellent collaboration skills.
• High tolerance for stress and ability to handle change and ambiguity.
• Demonstrated excellence with MS Office – Word, Excel, Powerpoint.
• Demonstrated ability to use Outlook to schedule meetings with multiple attendees in multiple locations.
• Knowledge of SharePoint desirable.
• Demonstrates sound, professional judgment and excellent decision making skills.
• Track record of protecting highly confidential information.

Physical Demands

•  Regularly required to stand or sit, and move about the facility.

Work Environment

•  Usual office working conditions free of disagreeable elements.

All applications for this position should be submitted online at www.futuresgroup.com via the Careers page.  Futures Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.