Program Coordinator, Asia

Job Title: Program Coordinator, Asia

• Support program implementation by leading all aspects of program and grant management for the Asia Program;
• Assist the Asia Program with the strategic plan implementation;
• Support the Asia Program in developing the annual work plan; progress tracking and monitoring and evaluation activities;
• Coordinate with the Asia Program, Finance, Operations, and Strategy, Evaluation, Accountability and Learning (SEAL) on annual work planning processes;
• Assist the team leads in the Asia Unit in the preparation of institutional documents such as monthly strategic reports;
• Coordinate with other departments including Program Operations, Finance, Information Technology (IT), Human Resources (HR), SEAL, Development, and Communications in ensuring meeting the deadlines in the institutional processes;
• Ensure proper maintenance of all project related documentations including proposals, budgets, sub grant and Professional Service Agreement (PSA), contracts, and reports;
• Support knowledge and information management by maintaining Asia SharePoint site/page, website landing pages as directed by the team leads;
• Assist with editing, proof-reading, fact-checking, and cite-checking papers, reports, legal submissions, factsheets, and other publications, as needed;
• Coordinate with meeting attendees for meeting schedule, find the most common schedule among the attendees and arrange virtual or physical meetings.
• Preparation of meetings for the team leads as needed, including preparation of Power Point presentations, concept notes and draft materials.
  
  

• Assist the Asia Unit in preparation of annual budget by monitoring, and reporting on the Asia Unit budget on a regular basis including with quarterly Asia Program financial reprojection exercise;
• Assisting the team leads in budget preparation for proposal development for funding opportunities;
• Monitoring budget of sub grant agreements in coordination with program leads, obtain and review financial reports from partners;
• Provide general administrative and finance support to the team including processing reimbursements, cash advances, check requests, and wire transfers;
• Assist the team in preparing the processing monthly Payment Request Forms (PRFs);
• Support process of payments to vendors, partners, and consultants through the NY office;
• Support Asia team members in planning for events such as webinars and workshops;
• Support for internal meeting planning and coordination (e.g., team meetings, team retreats, strategy meetings, etc.)   
• Support with on-boarding of new staff.
• Coordinate with IT department as required;
• Coordinate and support logistics arrangements for national and international events;
• Support for national and international travel logistics; arrange travel for the team through Safe Harbors following global travel policy;
• Represent the team in relevant institutional teams such as the Wellness Committee;
• Assist the team leads in strengthening and/or expanding work in the region as may be required;
• Provide other administrative support as requested by the teams.
  
  

• Assist in preparation and processing of partnership agreements, sub-grants and consultancy agreements;
• Support to processing invoices and payments to partners and consultants;
• Support to preparing of grant/donor reporting;
• Assist Program Manager to ensure that project documentation related to procurement and payments are compiled;
• Assist Program Manager to ensure compliance requirements are met by the partners and the team;
• Assist project leads in coordination with Program Manager in tracking partner workplans to keep projects on track;
• Other duties as assigned.
  
  

• Strong commitment to the Center's mission, purpose, and values;
• University Degree (baccalaureate or higher) in relevant field;
• Min 5 years of professional experience, with demonstrated experience in operations and program management including budget management;
• Budget experience required; good working knowledge of budget management software or the ability to acquire this knowledge is desirable;
• Demonstrated excellent communications skills;
• Excellent computer skills required, including fluency in Microsoft Office Suite and strong Excel knowledge, comfort working with database programs, web apps, etc.;
• Solutions-oriented approach with strong analytical/reasoning skills;
• Must be able to work proactively and independently, multi-task, and work under tight deadlines; and with different time zones;
• Ability to work in a multicultural, diverse, and performance-driven environment;
• Dependability, diplomacy, strong organizational skills, and a sense of humor are necessary.
  
  

• Feedback (Improve & Innovate) - Adapts communication style to ensure clarity of expectations; Demonstrate growth by coaching others how to give feedback.
• Collaboration (People First) - Listens and invites different views across all levels of the organization to build alignment in support of a common goal; Collaborates with own and across teams (i.e., participating on teams other than their own and contributing to the desired outcome of that team) and department at the Center.
• Accountability - Takes responsibility for all work activities and personal actions; following through on commitments; implements decisions that have been agreed upon; maintains confidentiality with sensitive information; acknowledges and learns from mistakes without blaming others; recognizes the impact of one's behavior on others; leads.
• Develop & Manage Self & Others - Direct People Management expected; maintains a strong record of empowering and motivating employees.
• Work Competencies
• Problem Solving - Leads on solving complex problems under guidance of directors; takes a broad perspective to identify innovative solutions; proactively adapts to change; provides technical expertise to director- led problem solving
• Decision Making - Takes on responsibilities with annual planning work and implementation of strategic and unit priorities.
• Internal/External Focus - Can incorporate, promote and identify potential solutions that have a mutually beneficial solution for both involved