Program Assistant (NGO) ETS | Full-time, Temporary | The Carter Center

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Description

This temporary position assists Overseas Operations at The Carter Center. The Carter Center’s Overseas Operations (OO) team facilitates the smooth implementation of projects overseas in over twenty countries. OO is responsible for procurement, contracts, security, travel, and country office operations among other areas of oversight. This position will be full-time (up to 40 hours weekly) for 4 months with the option for hybrid work. Schedule to be determined in coordination with the supervisor but expects 2-3 days onsite with possible remote work, starting Feb 1, 2025.

KEY RESPONSIBILITIES:

• Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
• Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
• Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
• Drafts contracts, budgets, and donor reports with direction from manager.
• Processes financial documents including contracts, expense reports, invoices, etc.
• Writes routine reports and correspondence, and assists with the development of project/program materials.
• Organizes meetings and events.
• Works with and maintains data management and filing for projects/program.
• Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc.
• Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
• Conducts research and provides support to one or more staff members in regards to project and programmatic efforts.
• May supervise work study students and volunteers.
• Performs other related duties as required.

SPECIFIC DUTITES:

• Provides administrative and logistical support to Overseas Operations’ team in projects and initiatives, ensuring smooth and timely implementation.
• Assists OO team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
• Works with Program Assistants and other staff to identify necessary documents and timelines/deadlines for travel, Visas, contracts, etc.
• Drafts contracts, budget, and reports as directed; processes financial documents, including contracts, expenses reports and invoices; follows up with various vendors on contracts and deliverables.
• Assist Overseas Operations’ team with processing of contracts through Scan Market and vendor invoices through U4. Proofread, edit, and check contract submissions for accuracy and consistency.
• Handling preparations, scheduling, logistics, and other various requirements for Travel, HR, and Security related events.
• Arrange and assists with training and briefing staff on travel, Visas contracts, etc. policies and procedures.Coordinates with OO staff to maintain and update Sharepoint site.

MINIMUM QUALIFICATIONS:

• A Bachelor's degree, or a high school diploma or equivalent and five years of administrative experience.
• Proficiency with various personal computer software applications.
• PREFERRED QUALIFICATION:
• Bachelor's degree in Business Administration, Communications or related fields.
• This position requires attention to detail.
• Demonstrated interpersonal, teamwork, customer service and administrative skills are essential.
• Proficiency with Microsoft Office, database applications, and cloud- based applications and software.
• Non-profit experience.
• French and/or Spanish language skills preferred.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department of work. Emory reserves the right to change remote work status with notice to employee.

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