Essential Job Functions:
Provide support to the AI.COMM HQ teams and field offices on all aspects of HQ and field office procurement and data base/tracking of consultant agreements, personal services contracts, vendor purchase orders, subcontracts: development of requests for bids/proposals, scopes of work, work orders, related budgets.
Coordinate recruitment and hiring of vendor services, including collecting and preparing procurement documentation; processing final procurement package and payment requests with AED contracts, AED accounting, and vendors; oversee timely signing, returning, copying, logging, and reviewing of procurement documents, including deliverables, invoices, expense reports, check requests, purchase orders, wire transfers.
Assist Operations Manager in tracking obligations, payments, and accruals using “blue book” and Access software mechanisms.
Liaise with Contract Department and Accounting Department to ensure all procurements follow AED and USAID processes.
Serve as a primary point of contact between field administrative staff and AED HQ to provide general administrative support to field staff, specifically travel, other logistics, equipment and supplies, office maintenance.
Assist with formatting, assembling, and otherwise preparing and filing project and country deliverables, including proposals/concept papers, work plans, budgets, quarterly and annual reports.
Maintain communication team files (electronic and paper); ensure all communication team deliverables are tracked, filed, and accessible.
Collect articles, reports, materials, and other relevant publications on topics related to behavior change communications and private sector partnerships in various countries, as requested by senior communication officer; provide PowerPoint and other presentation formatting needs.
Collaborate on developing and disseminating project information products: includes formatting, overseeing production, assembling/packaging, mailing, setting up information displays at meetings, workshops and conferences.
Work with Mail Room to ensure reproduction and dissemination of project materials is completed in a timely manner.
Facilitate the set-up of day-to-day activities such as meetings, appointments, conference calls, courier arrangements, general mail distribution, pay-stub distribution and general business communications. Includes primary or back-up support for staff travel.
As a part of GHPN Group, the Program Associate will assist with new business development activities and operations as accepted by the Senior Communication Officer and the Operations Manager.
Provide additional administrative support activities other than above, as requested through the Operations Manager.
