Program Assistant

Project HOPE is an international NGO of more than 900 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.

Program Summary:

Project HOPE is providing humanitarian assistance to internally displaced and conflict-affected persons throughout Ukraine. The US Agency for International Development (USAID) Bureau for Humanitarian Assistance selected Project HOPE as their implementing partner for a project focusing on providing specific support activities related to the Health, Protection, and WASH sectors in healthcare facilities and IDP Social Centers. While Project HOPE will lead on the majority of activities, we are also working in partnership with two specialized NGOs focusing on assistive technologies as well as specialized water and sanitization work in hospitals. This position will be based in Lviv, Ukraine. Local Nationals Only.

POSITION SUMMARY:

The Program Assistant position provides operational support, monitoring & evaluation, and technical support to the program team to improve the quality and effectiveness of the BHA-funded project in Ukraine. The incumbent works closely with the assigned program officer and the broader program management team and other personnel. S/he assists with conducting assessments, is responsible for helping the program development process with technical research and operational support. S/he raises issues to take timely decisions as necessary. The Program Assistant supports technical and core department inputs including Finance, Logistics and HR, towards the improvement of program decisions and actions. They support start up activities; support the development of proposals including budgets, logical frameworks, and detailed work plans.

PRINCIPAL RESPONSIBILITIES:

• Support program implementation & operations.
• Contributes to program success and technical quality of assigned projects.
• Monitors assigned programs by reviewing information, reports, and data through regular exchange and communication with program teams. Supports Program Officer and technical and monitoring and evaluation teams to monitor achievement of program and subproject objectives, indicators and data collection. Enters and maintain quarterly project data in internal organizational database to allow for analysis and monitoring from HQ.
• Establishes and maintains a shared knowledge management system for the team, where critical project documents are consistently uploaded and accessible by all relevant parties.
• Reviews monthly financials, comparing budgets vs. actuals and discussing discrepancies and life of project projections with field and GOF.
• Supports Sr. Program Officer with daily coordination and communication between assigned programs and other headquarters departments, including Legal, Finance, M&E, Communications, etc..
• Coordinates, contributes to the development of, and ensures completion of program planning documents for assigned programs, including Workplans, Detailed Implementation Plans, M&E plans, Program Designs, and Start-up or Close-Out plans.
• Coordinates, contributes to the development of, provides technical feedback, and ensures completion of quality program reports with field staff including PH quarterly reports, survey reports, and donor reports.
• Reviews, analyzes and prepares project results in collaboration with field team for presentation within PH and externally as appropriate.
• Review monthly project budget reports, identify variances, and contribute to future period projections. Ensure annual budgets align with performance objectives.
• Supports Program Officer and country teams with the development, implementation, and management of subaward or subgrant agreements for assigned projects. Works with project teams on preparation of sub-awards and subgrant agreements to ensure alignment with internal and donor procurement policies and routing for appropriate approvals.
• Works to ensure that Project HOPE policies and procedures are adhered to.
• Collaborate with peer organizations and joins technical associations on technical learning and in support of strategic priorities.
• Keep informed of current developments in program countries and assigned technical areas. Ensure external and internal project resources are up to date.
• Support development and finalization of quarterly reports to donors and for Project HOPE. Coordinates and lead quarterly portfolio review meetings.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor’s Degree in international development or related field
• Minimum 1-2 years’ experience working for INGO with international health programs, including direct implementation of health projects.
• Experience in providing administrative and logistical support
• Strong familiarity with an international workplace setting (developing country preferred)
• Demonstrated communication skills, verbal and written. Writing skills should include proposal writing and program status reports.
• Familiarity with budgeting and budget variance analysis.
• Proficiency with computers both in word processing and spreadsheet programs, with presentation and report writing capability. Familiarity with statistical software is a plus.
• Able to manage multiple priorities and work with a minimum of supervision and direction.
• Able to think creatively and critically about programs and activities, in order to challenge the status quo and promote continuous improvement.
• Identifies with Project HOPE Mission, Vision and core values.
• Strong interpersonal skills and commitment to humanitarian principles
• Fluent knowledge of English and of local language (Ukrainian).
• Essential computer literacy (word, excel and internet).

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form and must be able to travel internationally.
• Project HOPE employees may be required to travel or work in Ukraine where working conditions are classified as “hardship.”

Work environment:

• Typical office environment with exposure to a minimal noise level.
• Emergency deployments may be in resource-deprived environments with austere living conditions.
• Travel for extended periods may be by air and/or other modes of transportation.
• Project HOPE employees may be required to travel or work in oblasts along or adjacent to the current conflict line in Ukraine.

Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.