International Orthodox Christian Charities
110 West Road
Baltimore, Maryland (United States)
Administrative Project Assistant
The Administrative Project Assistant provides full scale day-to-day administrative support for the US Program and its activities. The individual will ensure that all administrative activities and reports are done in concert with established IOCC protocols and policies. This person also will assist Project personnel with all administrative functions inherent with an assistant project officer. The person may also be assigned specific secondary duties in support of IOCC’s US Program and operations. The position reports directly to the US Country Representative.
Responsibilities and Essential Functions
In accordance with IOCC's policies and procedures, the general responsibilities of the Administrative & Assistant Project Officer include:
- Providing customer service and responding to requests from IOCC colleagues, constituents, partners, stakeholders and others.
- Preparing and reviewing accurate and timely expense reports.
- Reliably preparing, editing, and maintaining correspondence, presentations, and other documents for the US Program.
- Managing travel and attendant activities for US Program personnel and volunteers.
- Acting as the primary liaison with the HQ administrative staff regarding computer equipment and technology.
- Monitoring and replenishing office supplies.
- Assuring that all documentation for state and national VOAD membership is current.
- Seeking guidance from the Country Representative on matters not covered by policies and procedures, or whenever there is an issue that cannot be readily addressed.
- Maintaining and updating reporting schedules for all US Programs and projects to ensure compliance with reporting requirements.
- Making sure all US Program documentation is in place electronically and on file, by uploading reports, concepts and proposals to the intranet and archive. This may require coordination with other HQ Departments.
- Updating US project matrices including funding charts, active project indices and other documents as required.
- Assisting in the functions of the field office Safety and Security Focal Point.
- Reviewing, critiquing, and providing guidance on documents to ensure quality and timeliness.
- Supporting, as necessary, the Country Representative in the review, critique and clarification of US Proposal Authorizations or Project Applications.
- Conducting research on relevant topics.
- Adhering to all IOCC Safety and Security Policy and Procedures; reporting any concerns and all incidents and near-miss incidents through established channels; modeling appropriate actions and behaviors and encourage them in colleagues.
- Knowledge, Skills and Abilities: Full literacy in Microsoft Office Suite; ability to support administrative systems specific to Operations Department as directed; superior written and verbal English; ability to work independently under limited supervision within specific parameters set by the Supervisor; excellent time management skills, ability to deliver when facing multiple projects with tight deadlines; knowledge of faith-based organizations a plus.
- Competencies: Detail-oriented focus; organizing large amounts of information, as well as strong written and oral communication skills;tolerance and sensitivity to stressful and evolving disaster-driven situations; ability to meet deadlines while balancing multiple tasks; strict observance of policies and procedures.
- Education: Bachelors' Degree required.
- Experience: 1-3 years’ work experience as an administrative assistant and/or project coordination in a professional environment preferred and any experience in the humanitarian sector a plus.
This position is located in Minneapolis, Minnesota.
Applicant must have the ability to work anywhere in the United States for any organization without the need for sponsorship.
IOCC is an equal employment opportunity organization.
Please submit a resume/CV and cover letter stating your salary requirements to firstname.lastname@example.org.
The deadline for application is January 18, 2019.