Program Assistant

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Description

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The Mexico and Central America office supports work to fight inequality and injustice in the country and the region. Our efforts focus on addressing these issues while also considering the importance of linking local challenges and interventions to global trends and strategies. 

The Program Assistant provides key support to the core regional program team, who lead the office’s grant-making process. Principal duties and responsibilities include, but are not limited to:

Workflow and Administration:

Assists with the Deputy Director and Program Officers’ calendar of appointments, including scheduling meetings and follow-up.

Assists with Deputy Director and Program Officers’ work-related travel; assists with developing travel plans and logistical arrangements, including processing expense reports via Concur. Prepares security protocol for national and regional travel.

Assists Deputy Director and Program Officers in responding to internal and external requests for information or other documentation.

May monitor and coordinate consultancy contract-related tasks with the Operations team, including monitoring invoices and tracking payments. 

Assists in onboarding new hires/consultants/scheduling/handover meetings.

Supports document management and production, including preparing and editing reports, memoranda, or other materials. 

Provides general administrative support, such as managing the General Mailbox, scanning, copying materials, answering phones, as needed. And serves as a backup to the Operations Assistant on various tasks.

Assists the POs and Deputy Director in responding to inquiries from external stakeholders.

Supports the office in external and internal meetings.

Grant-Related Administration:

Supports Deputy Director and Program Officers in planning and developing quarterly grant plans. 

Supports the Grants Manager in tracking, monitoring, and reporting on office grantmaking progress and quarterly targets. 

Works alongside the program team as a thought partner and administrative support, backing each other up and collaborating as needed on workflows, including grantmaking and contract management.

Request administrative and support information relative to grantee proposals and grant actions. 

Opens cards in Fluxx for new grantees, reviews and uploads administrative information, and maintains a Google Drive with the administrative information provided by grantees.

In coordination with the Grants Manager, reviews grant proposals and reports for compliance and administrative purposes and participates in other grantmaking-related activities.

Plans and coordinates logistics for site visits and major grantee meetings.

In coordination with the Grants Manager and Program Associate, manages information and databases from grantees and produces specialized grantmaking information.

Assists grantees with grant-related inquiries, coordinates responses, and maintains correspondence control records.

Communications and Research:

Prepares presentations and other materials for program staff.

Undertakes light research and works with Information Management staff on research tasks.

Compiles information into analytical tools and prepares charts or other presentations from this information.

WHAT YOU WILL NEED

Baccalaureate degree in a related field or relevant and equivalent experience.

Professional-level fluency in English (written and spoken)

Work Experience: 2 – 5 years of experience

Solid computer skills on multiple applications, including Google, Word, Excel, Power Point. 

Strong management, organizational, and planning skills. 

Strong interpersonal and teamwork skills. 

Service-oriented.

Effective communication skills and the ability to handle information tactfully and confidentially.

Good time management and organizational skills.

Ability to anticipate problems and show initiative in solving them.

Ability to work under pressure, handle multiple tasks, and prioritize meeting deadlines.

Ways of working and engaging that align with the Foundation’s mission, core values, and commitment to creating a culture of excellence.

Source:  https://fordfoundation.wd1.myworkdayjobs.com/en-US/FordFoundationCareerPage/job/Mexico-and-Central-America—Mexico-City/Program-Assistant—Mexico_R1205

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