Program and Administrative Assistant
Program and Administrative Assistant
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Job Description
Who We Are
CoImpact is a global organization that supports locallyrooted coalitions in Africa Asia and Latin America to transform key systems at scale with a core focus on advancing gender equality and womens leadership. We bring together funders from around the world to partner with initiatives that are working to improve education health and economic opportunity for millions of people by addressing the root causes of social inequities so that systems work better for everyone. For more information please visit and read our Handbook
Where You Fit
As Program and Administrative Assistant you will provide administrative operational and programmatic support to our Latin America/Global team members including the Director Programs Associate Director and Program Manager. The Program and Administrative Assistant will report to the Director Global and Latin America.
The ideal candidate must have significant experience managing administrative duties while juggling multiple tasks. As a Program and Administrative Assistant you must demonstrate excellent administrative and organizational skills robust problemsolving skills excellent interpersonal and communication skills and a high level of personal initiative.
CoImpact is a global and diverse organization with a fastpaced environment so you must feel comfortable within an intercultural knowledge setting preferably with previous experience within similar organizations.
You bring a commitment to feminist values gender equality inclusion and justice and to enduring systems change at scale as well as an abiding curiosity and humility and desire to learn. You are motivated by looking for root causes seeking justice and solving social problems at the systems level and at scale.
The Role
As a key member of the LatAm/Global team core responsibilities include but are not limited to the following:
- Assist the LatAm/Global team with administrative support such as:
- Supporting the building and keeping up with the teams annual planning including: maintaining and updating planning documents and timelines tracking progress against deadlines and organizing and maintaining grantmaking records and systems. Coordinate meeting agendas in consultation with the team.
- Team calendar management (considering complex scheduling and multiple agendas as well as time zones).
- Drafting internal and external communications.
- Gathering and organizing briefing materials in advance of key meetings as well notetaking and organizing followup emails and next steps.
- Expense reporting for the LatAm/Global team.
- Coordinate meeting and travel arrangements including visa requirements and related travel permits booking accommodation and ground travel arrangements.
- Tracking of LatAm/Global team programmatic budget.
- Coordination and logistics for various staff and/or partners i.e. workshops seminars meetings events and retreats in the region and beyond as needed.
- Support and work with other assistants on the team to coordinate work across the regions including complex program and teamwide scheduling.
- Support project management such as ensuring visible key points in the year; managing reminders for document review and key meetings recording/taking notes during program meetings.
- Identify and monitor the progress of key actions agreed upon in regional program and management meetings.
- Support regional team in grant/program partners management such as uploading partners information in our grantmaking system and keeping up with reporting deadlines.
- Support the regional team with the recruitment of consultants and procurement of services in line with CoImpact procurement policy guidelines and payment processing in liaison with the Operations team.
- Participate in ongoing reflection and improvements to CoImpacts approach and execution including our support model towards achieving shared goals.
Qualifications and Experience
- Bachelors degree and at least three years of relevant experience.
- Experience in working for civil society organizations and/or philanthropy.
- Excellent computer skills proficient in Microsoft Office and other software tools (e.g. project management software data base software contact management systems contract and grants management software) for managing a range of business processes.
- Excellent listening and communication skills with sensitivity to cultural communication differences.
- High level of selfmotivation and at ease working autonomously when necessary.
- Proactively identifies opportunities to streamline improve and innovate effective business processes and systems.
- Fluency in English (required) and Spanish or Portuguese required (fluency in both is a plus).
- Attentive to detail and ability to reliably stay on top of a range of tasks and projects.
- Professional and diplomatic manner and disposition in interacting with program partners donors external partners and senior management coworkers and the general public; shows discretion in handling confidential material.
Required Skills
- Organization: Exceptional proven ability to effectively organize prioritize and execute with high quality on a wide breadth of tasks from multiple supervisors of varying timelines and priority.
- Sound analysis and judgment: Ability to listen well integrating gender analysis evidence and strong logical analysis while seeing perspectives from different sides resulting in strong recommendations and judgements based on values and principles balancing data experience and risk.
- Collaborative: Easygoing with experience contributing to collaborative teams to work productively effectively and inclusively towards shared goals.
- Engaged: curious and motivated by our mission with entrepreneurial spirit.
- Supporting colleagues and senior leaders: History of thriving in a role where your success is highly dependent on your teams success where your first responsibility is to provide outstanding leverage and support to your colleagues including successfully and proactively collaborating with and building strong relationships by helping to guide and setup things for your manager to be efficient and effective.
- Financial understanding: Basic familiarity with the core elements of an organizations financial model financial statements strategic financial analysis/ projections and budgeting.
- Managing action with purpose and values: Ability to work with colleagues and get things done in accordance with core purpose and values.
- Process management and results orientation: Strong project management skills deadline management sense of responsibility and accountability the ability to manage multiple responsibilities adjust and adapt along the way.
- Interpersonal savvy: Great at making and fostering relationships inside and outside the organization keen intercultural appreciation inclusive style comfortable around senior leaders can represent CoImpact well.
- Learning orientation: Humble and intellectually curious; seek and work with evidence demonstrated openness to new ideas and a diversity of perspectives; unafraid to admit and learn from failure.
- Strong moral compass: Impeccable personal ethics and integrity kind and caring.
- Feminist Principles: A commitment to feminist core principles such as sharing power dismantling biases promoting diversity selfawareness collective care accountability collaboration and courage.
- Proficiency with core business tools: Strong proficiency in Microsoft Word Outlook PowerPoint and Excel. AI and Design platforms knowledge are also welcome.
- Communications: Exceptional ability to write and communicate ideas concisely and with clarity. Excellent oral communication skills.
- Global flexibility: Given global nature of organization working across time zones a willingness to be flexible with working hours work remotely and periodically undertake international travel.
- Perspective: Sense of humor and ability not to take oneself too seriously.
Benefits
CoImpacts compensation philosophy is guided by the following three principles:
- Equity and Fairness: Our approach to compensation and benefits are designed to ensure that our global team is treated equitably regardless of location and without regard to gender race or nationality.
- Transparency: We want CoImpacts employees to understand our salary structure and to feel confident that they are paid equitably and potential job applicants to have an understanding of how the role for which they are applying will be compensated.
- Accountability: As stewards of the philanthropic resources entrusted to us so that we can support our program partners we are accountable to our donors and our board to our staff and to the general public.
In accordance with that philosophy we include the salary for each position in our job postings; to ensure equity within the organization and for all candidates we will not negotiate salary or benefits. This position is fulltime. The annual salary will be US $74000 (paid in local currency equivalent) plus a generous benefits package including a significant allowance for paid time off.
As we are a small team we regret that we can only respond to applicants selected for an interview and we are unable to participate in informational calls prior to interviews. Thank you for your understanding.
We will begin reviewing applications after the deadline. Shortlisted candidates can expect to hear from the recruitment team in January 2025.
Employment Type
Full Time
