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International Medical Corps is an Equal Opportunity Employer.

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18-397: Program Assistant
Country:Washington, DC
Department:Domestic and International Affairs
  
Essential Job Duties/Scope of Work:

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

PROGRAM BACKGROUND

The Humanitarian Response Training Unit (HRTU) specializes in projects that strengthen the capacity of the humanitarian community to provide a more effective and coordinated response to the needs of affected populations. The HRTU implements training projects targeting multiple audiences, including government representatives and international and national NGOs, in the various aspects of humanitarian response and coordination. 

 JOB SUMMARY

The Program Assistant (PA) will assist with the administrative and logistical duties required for the implementation of Humanitarian Response Training Unit (HRTU) projects, particularly the Simulation Training project, and report to the Senior Program Manager. The position is based in the Washington, DC office.

 The PA will work in close coordination with the International Medical Corps project team. The PA will perform administrative tasks, to include such activities as data entry, travel arrangement, note-taking, etc. The PA will assist in coordinating logistical arrangements for the project training activities.

ESSENTIAL RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation

  1. Provide logistical support related to identification and contracting of training sites
  2. Perform event preparation activities, including: 1) Procure, print, and compile manuals, name tags, sign-in sheets, participants list, certificates, etc.; 2) Assist with ordering resources and office supplies; 3) Coordinate production of visibility items, if needed; 4) Provide support with procurement documents (requisition forms, etc.); 5) Submit travel requests and coordinate travel arrangements; 6) Provide extensive preparatory and on-site logistical support for training events; 6) Other administrative tasks to support the training organizing team and facilitators
  3. Assist with compliance procedures such as background checks
  4. Assist in the collation and summary of workshop feedback from participants and resource persons, as well as the production of workshop reports
  5. Assist with the collation and analysis of assessment data
  6. Assist with the tracking and collection of deliverables
  7. Collect and enter data in training tracking database
  8. Support the dissemination of information related to the projects to various audiences worldwide
  9. Take notes for program and team meetings, and assist with scheduling of meetings
  10. Arrange HRTU-related travel, including staff, consultants, and participants in workshops, meetings, and other events, including securing and coordinating air and train travel, ground transportation, invitation letters, visas, and whatever else is needed
  11. Manage the design, production, and ordering of visibility items for HRTU projects, ensuring that the supply of items is adequately stocked at all times
  12. Ensure that the stock of HRTU printed materials is adequately stocked and that the most recent and up-to-date versions of all materials are available in soft and hard copies
  13. Provide backstopping and coverage of activities for other HRTU team members, as well as providing support to other departments working on HRTU projects, as needed
  14. Other duties as assigned to support the work of the HRTU

And other departmental duties, as available and required

Compliance & Ethics:  Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity. 

Qualifications:

Bachelor’s degree, Preferably in international affairs or a related field of study
1-2 years of professional work experience
Experience with administrative and logistical support for trainings or other events
Proficient in computer applications, especially with MS Word, Excel, and PowerPoint
Have a good customer service attitude
Be proactive and quick on their feet
Be able to handle many different tasks simultaneously
Be able to work collaboratively
Have a keen attention to detail
Be able to work in stressful environments driven by strict deadlines
Be comfortable dealing with people from a variety of different countries and cultures