Program Coordinator with Pathfinder – French speakers needed
Program Overview
The goal of the Program Operations Unit (POU) is to contribute to the fulfillment of Pathfinder’s mission by ensuring that country programs are implemented effectively and efficiently; that they achieve the intended impact and level of sustainability; and country programs increase their resource base and expand Pathfinder’s work globally.
Position Purpose
The Program Coordinator II will work in close coordination with the Program Director and the Program Officer to provide programmatic, administrative and general support to Pathfinder field offices in various countries as assigned.
Key Responsibilities
• Update and maintain project and country office files for the Program Operations Unit.
• Coordinate scheduling of regular management meetings for the POU portfolio including: quarterly technical reviews, monthly financial meetings, start up and close outs and periodic check-ins as needed.
• Prepare reports and relevant background materials for meeting participants, be well-versed in using appropriate technology for connection of participants, and generate minutes and action items for POU and country office follow up and ensure they are distributed in a timely manner.
• Update and maintain Pathfinder’s website and intranet site for the Programs Operations Unit, as well as individual country sites.
• Copyedit and review donor deliverables, including reports, work plans, and presentations.
• Generate reports and materials for countries when requested.
• Support the production and coordination of communication materials for field offices.
• Prepare country/project specific information to support HQ staff TA trips including as needed: Travel Approval Forms, SOWs, itineraries, , VISA related documents, hotel accommodations, safety and security packets, and concurrence.
• Coordinate HQ visitors from the field and potential employees (meetings, scheduling travel, accommodations, etc.).
• Be conversant with Pathfinder’s processes for working with local partners and liaise with the HQ grants manager and the country office in development and monitoring of sub-grants, including preparation of sub-grantee documents (SOWs, budgets, work plans) for circulation. Review sub-grant reports for completeness and follow up with project staff on missing documents.
• Prepare Independent Contract Agreements; collect all pertinent information from contractor (Scope of Work, CV, Bio-Data sheet, W9), circulate agreement for approval and send approval notification and documents to contractor and all relevant offices, modify agreements, facilitate payment to contractors, and coordinate travel.
• Assist with preparation and review of budgets and procurement, including, but not limited to, preparing requisitions, gathering vendor estimates for competitive bids, following due diligence procedures, and producing sole source justifications if needed.
• Assist with preparation of presentations and documents.
• Responsible for communicating deliverable reminders, including reports to donors and HQ, data collection, and project status updates.
• Organize and attend department meetings, retreats, and trainings as requested.
• Coordinate logistics of participant travel arrangements (flights, hotel, per diems, visas, concurrence requests, and letters of support) for international conferences and other meetings, in compliance with Pathfinder’s and donor’s travel policy.
• Serve on task forces as requested.
• May be responsible for supervising interns and other administrative support such as temporary and casual employees.
• Perform other duties and special tasks as assigned.
Basic Requirements
• Bachelor’s degree (preferably with an emphasis on international work and/or business administration) and at least two years administrative experience.
• At least 6 months international or public health related experience.
• Excellent English language skills and high-level professional proficiency in French.
• Excellent communication and meeting coordination skills, including experience with Skype and other teleconferencing systems, such as GoToMeeting, including screen sharing of documents.
• Demonstrated high proficiency in Microsoft Office applications including Outlook, Word, Excel and PowerPoint.
• Experience with databases and website content maintenance.
• Experience and comfort working with budgets and/or financial systems.
• Excellent writing and copy-editing skills.
• Excellent interpersonal skills and demonstrated ability to interact professionally and diplomatically with culturally diverse staff, clients and consultants.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Must be a self-starter and possess good judgment, flexibility, and patience.
• Strong organizational skills and attention to detail, with ability to take initiative, work independently, and prioritize work flow and deadlines from multiple team members simultaneously.
• Identification with the Mission, Vision and Values of Pathfinder International.
Preferred Qualifications
• Additional language skills in Haitian Creole, highly desirable.
• Familiarity with reproductive health, family planning or maternal health desired.
• Previous grants management experience helpful.
• Demonstrated knowledge and usage of various social media platforms.
• Master’s degree in relevant field
• Experience living and working in Africa, Haiti or other developing regions
