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Posted: Wednesday, June 25, 2014 12:09 AM

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Concern Worldwide is a non-governmental international humanitarian organization dedicated to the reduction of suffering and working toward the ultimate elimination of extreme poverty in the world's poorest countries. Concern's Innovations for Maternal, Newborn & Child Healthis an initiative that field tests new ways to overcome barriers to and improve access and delivery of health services for women and children in India, Kenya, Malawi, Ghana and Sierra Leone. Concern Worldwide US, which manages this project, is seeking a Finance & Administrative Assistant to support all administrative aspects of Innovations' operations. If you are a strong administrator who is comfortable supporting multiple field projects from our New York headquarters, this position offers a unique opportunity to join a dynamic team working to test the impact of new ideas in MNCH across several countries. As a member of the Innovations Team, the Finance & Administrative Assistant will have the opportunity to work with a broad range of partners who are working to apply key elements of the social innovation process to the public health context and gain experience working on a multi-year high-level grant and across all functions of the Innovations initiative.

JOB PURPOSE

Working with the Innovations team, the purpose of the role is to provide accurate and timely administrative, financial, and operational support to the Innovations initiative and all team members. This is a varied role involving administrative support to the Innovations Global Team and Project Managers and serving as an external point of contact for the public and an internal contact point for Innovations with other departments within Concern US and Concern Worldwide internationally.

The Finance & Administrative Assistant will report to the Associate Director of Finance & Operations and will work closely with all Innovations' staff in HQ and the field, and internal and external stakeholders, including:

Concern US and Concern Worldwide Staff – Administrative, IT, HR, Finance, Communications, etc.
Relevant Concern country teams
External advisors and consultants, including the Innovations Global Research Partner (JSI)
Innovations Donor

This position is based in New York. More information on the Innovations initiative can be found on our website (www.innovationsformnch.org).

RESPONSIBILITIES

General Administrative & Financial Support

Provide administrative support to the VP of Social Innovation (Director of the Innovations initiative), Associate Directors and Central Management Team
Handle all general queries
Assist with the collation and writing of reports
Backstop all Innovations IT issues, working closely with the Concern US IT Coordinator
Process and accurately file payments, including staff expenses
Accurately update and maintain the Innovations procurement tracker
Prepare the monthly Innovations credit card report
Accurately update and maintain the Innovations Asset Register
Assist with the development and review of contractual documents when needed
Take minutes at weekly/monthly team meetings and any other meetings as necessary, and ensure timely distribution of minutes and action items
Liaise with Innovations field-based Administrative staff & Global Research Partner as necessary

2. Calendar and Event Management

Manage the Innovations shared calendar - schedule internal and external meetings
Assist with meeting arrangements and other Innovations groups/fora
Prepare briefing materials and meeting packs for the Innovations team
Co-ordinate receptions, meetings, seminars and other events as required
Book accommodation for visitors and organize flights and meals etc.

3. Staff Travel

Book all international and domestic travel (flights, accommodation, transport, etc.) for Innovations team and for consultants as required
Arrange visas as necessary for staff and consultants
Register staff for conferences/events and coordinate logistics as necessary

4. Knowledge Management

Manage the Innovations file system, Dropbox, and ensure it is working as an effective tool for the Innovations global team, including the HQ team, field-based Project Managers and consultants from the Innovations Global Research Partner. When necessary, lead on the re-organization of Dropbox to ensure efficiency and that the tool is utilized to its fullest potential
Ensure staff compliance with Dropbox guidelines, monitor overall Dropbox tidiness, back-stop all Dropbox support issues and act as the "owner" of all Dropbox folders
Ensure all Innovations hard copy files are kept up to date
Assist Senior Finance & Accounting Officer in maintaining project management tool, Clarizen

5. HR Support

Manage the hr.innovations@concern.net email account
Post Innovations job descriptions as needed, liaising with recruitment agencies if necessary
Support resume screening by conducting initial review of resumes received
Coordinate and schedule interviews and liaise with interview candidates
Arrange inductions/IT set-up for newly recruited Innovations staff
Help facilitate staff employment visa applications as needed
Assist in supervising Innovations interns and maintain their work schedules
General HR support as needed

6. Any other duties as required by the Innovations team, including to the Innovations Communications, Programs and Research units as needed.

REQUIREMENTS

Bachelor's degree required
Minimum three years administrative experience in a fast paced work environment
Excellent organizational and planning skills, analytical and detail oriented, and ability to prioritize a diverse and heavy workload and meet tight deadlines
Strong interpersonal and communications (written and oral English) skills
Demonstrated experience with procurement systems and procedures
Excellent word processing skills and a high-level of competence in Microsoft Office applications (Excel, word, presentation software, etc.)
Ability to manage multiple projects and deadlines while demonstrating grace under pressure
Ability to work independently as well as within a team
Empathy with Concern's ethos, values, strategy and longer term objectives
Culturally sensitive and able to work with people from various backgrounds and with varying skill levels
Flexible, patient, and possessing a sense of humor

DESIRABLE

Experience compiling donor reports
Experience with recruitment activities
Experience working with international NGOs in the development sector

This position is grant-funded and is expected to end by mid-2016.


mail cover letter and resume to hr.innovations@concern.net, with Innovations Finance & Administrative Assistant in the subject line. The deadline for applications is 25 April 2014. No phone calls please.

Concern Worldwide US is an equal opportunity employer.

• Location: Manhattan

• Post ID: 48146471 newyork
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