Technical Excellence Coordinator at IPAS

Job Summary

• The Technical Excellence Coordinator provides administrative, systems and project support to a department of approximately 30 public health professionals. This position assists with a variety of administrative tasks and processes, such as organizing department intranet sites; supporting use of software systems; and scheduling and supporting meetings and workshops, both in person and through virtual platforms.
• The coordinator also assists with budget development, expense tracking, invoice processing and vendor/consultant contract setup. The coordinator proactively identifies improvements to processes and systems that support effectiveness and efficiency of the department.
• The coordinator supports the Senior Program Manager with department-level coordination and communication, including creation of monthly newsletters. Provided support should strengthen the department, teams and individuals’ capacity to focus on organizational objectives.

Primary Responsibilities

• Maintains and updates databases; organizes online files and maintains intranet sites; supports use of software systems, liaises with other departments to problem solve and address system issues
• Coordinates logistics for domestic and international meetings and conferences, including vendor selection, contract set-up, coordination of participant travel, tracking expenses against budgets and flagging budget issues with project manager
• Coordinates webinars and other virtual meetings, including keeping a department webinar schedule, organizing interpretation, and supporting the use of virtual conferencing platforms.
• Supports internal meetings by scheduling, note-taking, room set-up, preparing meeting materials, providing A/V support, and running virtual meeting software
• Assists with adherence to organizational deadlines, policies and procedures, such as procurement
• Submits requisitions and payment requests and tracks vendor payments
• Tracks various email accounts and routes messages to appropriate parties
• Provides project assistance, including creating and monitoring project schedules, developing and formatting materials and coordinating translations as needed, monitors risks/issues and supports problem-solving; tracks level of effort and expenses against budgets, creates and updates expense tracking spreadsheets
• Coordinates and supports completion and internal approval of donor proposals and reports
• Administrative duties such as shipping, travel arrangements, data entry, formatting references, etc.

Requirements
Minimum:

• B.A, B.Sc or other Baccalaureate / Undergraduate Degree
• 2 years of administrative experience; 1 year of project management experience including budget support
• Ability to travel 10%
• Proficiency in Microsoft Office (especially Excel, PowerPoint, and Word)
• Event planning experience
• Experience with conferencing/virtual meeting platforms
• Strong interpersonal and communications skills, verbal and written
• High attention to detail and ability to prioritize multiple tasks/projects
• Readily learns new software systems and technologies
• Excellent written and spoken English language skills
• Spanish and/or Portuguese proficiency.

Preferred Skills:

• Working knowledge of Microsoft SharePoint
• Non-profit experience, especially experience with donor proposals/reports and budget tracking
• Working knowledge of women’s sexual and reproductive health and rights
• International event planning experience
• French proficiency.

Competencies:

• “I’ve got this” Attitude - You can juggle multiple competing deadlines without getting flustered.
• Lean - You bring awareness and commitment to doing work effectively and efficiently. We want people who will see a way to streamline or improve a process and who won’t hesitate to share their ideas in making it happen.
• Communication & Collaboration - Actively listens and communicates -connects easily with her/his team and gains their trust and respect.  Works well across all organizational teams. Demonstrates clear and concise information and idea-sharing
• Flexibility - You are able to shift gears quickly as priorities shift.
• Detail-oriented - You have a strong attention to detail and maintain a high quality in your work.