Program Assistant

Posted on Virtual Assistant


The Emerging Infectious Diseases and Health Security (EIDHS) division is a global team with in-country, local experts who have extensive knowledge in global health security and emerging infectious diseases and are committed to strengthening health security capacity across the world. The Program Assistant will provide basic administrative support on a core project and/or technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports). They will support the planning and execution of project and technical initiatives. The position assists with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. The incumbent will have the capability to communicate extensively and effectively with staff and colleagues.


Programmatic Support:

Supports project managers to coordinate with internal units, such as finance, contracts, procurement, travel, etc., and assists program staff with requests from regional and country offices and other staff members.
Maintains EIDHS unit SharePoint and project sites, Teams, Vine, and overall knowledge management.
Provide administrative support including calendar management, scheduling, and managing expenses of EIDHS and project led events and meetings.
Attend project meetings and prepares pre-meeting and post-meeting notes and memos.
Plan for EIDHS and project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.
Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
Taking meeting notes and maintain project files. Maintains filing system of sub-award documents.

Programmatic Administration:

Support travel activities for staff and consultants including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting when required.
Assist in the collection of information for use in reports and formats report drafts.
Maintain distribution list for project reports.
Send reminders to keep team on track with reporting deadlines.
Supports program/project teams administratively and technically to provide high quality deliverables to clients.
Supports the documentation and shares project accomplishments, challenges, and lessons learned among internal and external partners.
Serve as a backup to others at same level.
Set up document management site (file share sites).
Maintain, copy, and coordinate storage and archiving of files.

Technical Requirements:

Assist in technical data collection, review and basic analysis.
Provides basic technical support in the development and dissemination of tools, materials, reports, papers, and intervention for projects.
Under supervision conducts searches of published literature, mobile software sites, blogs, on evolving issues.
Provides technical administrative support to workplan preparation and finalization.

About Company

FHI 360

Job Information

Status: Open Job type: Full Time Salary: Negotiable Publish date: 16 Mar 2023

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