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

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In consultation with the programs and overseas offices of the Carter Center, the Overseas Operations (OO) Program Assistant supports the program with purchases of materials and supplies. This position reports to the Procurement Coordinator in Overseas Operations. This temporary position assists Overseas Operations at The Carter Center. This position will be full-time (up to 40 hours weekly) from April 15 - October 15 with the option for hybrid work. Schedule to be determined in coordination with the supervisor but is open to remote or onsite arrangements.

 

KEY RESPONSIBILITIES:

• The OO Program Assistant ensures the timely execution of purchase requests and verifies that purchases have been received.
• For high-dollar purchases, the Program Assistant requests multiple bids as needed and follows procurement process procedures.
• Oversees the export process of items purchased in the United States that are destined for overseas locations.
• Prepares the paperwork necessary to facilitate shipping, including donation letters, commercial invoices, and packing lists.
• Coordinates with the programs, overseas operations teams, and shipping companies to ensure timely shipments.
• May assist in vendor management activities and collect sensitive information from vendors, such as tax and banking information.
• Tracks invoices from vendors to ensure all Carter Center Accounts remain current.
• Packs and prepares items for overseas shipments.
• May perform other duties as needed, including various special assignments, studies, and archiving that may require investigation, research, and preparation of reports on specific topics.

JOB DESCRIPTION:

• 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.

Full-time position: up to 40 hours/week with the option for hybrid work. Schedule to be determined in coordination with the supervisor but is open to remote or onsite arrangements.

Duration: tentatively April 15 - October 15

 

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 QUALIFICATIONS:

• Proficiency with Microsoft Office, database applications, and cloud-based applications and software.
• Working knowledge of procurement or project management software is preferred.
• French and/or Portuguese language proficiency is an asset.
• Requires the ability to lift 50 pounds, and to bend, stoop, and twist.
• International experience a plus.
• Strong problem-solving skills with excellent organization and strong attention to detail.
• Proactive attitude and ability to work independently as well as part of a small team.

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.

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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