Program Assistant, Child Survival

Nutrition International•Ottawa, ON

3d•CA$55,000 - CA$60,000•Hybrid

About The Position

The Program Assistant (PA) will provide administrative, financial and programmatic support to the Child Survival portfolio based out of our Ottawa headquarters office. The Child Survival portfolio in the Programs unit works with our grant management and technical teams, alongside Corporate Services colleagues and field staff to support our Child Survival work across Asia and Africa.

Requirements

A bachelor’s degree in nutrition, public health, international development and/or a related field.
At least 1 year of relevant office work experience in a program support, administration and reporting capacity with a development / non-profit sector.
Strong numeracy, data manipulation and analytical skills.
Ability to set up and manipulate complex excel documents.
Proficiency in MS Office software (Word, Excel, and PowerPoint, Planner and Teams).
Motivated to work with minimal supervision.
Fluency in English and French are required.
Current legal entitlement to work in Canada.

Responsibilities

Assist staff in preparing all necessary documentation related to program activities including contracts, purchase orders, budget reallocations, project reports, and project summaries.
Assist in preparation and processing of contracts, approval forms, drafting terms of reference (TOR), checking invoices, preparing payments, timely submission of reports and other follow-up action.
Review budgets and track contract actuals. Maintain relevant entries on the contracts database and run reports/analyses as needed.
Prepare and complete payment requisition forms for submission in liaison with the finance unit.
Support regular review of internal operations/project management tools and processes, information management and support systems; suggest changes/improvement and update guidance documents as necessary. Liaise with program partners to help solve problems.
Assist the portfolio with scheduling meetings. Record and draft notes or proceedings of meetings, conference calls, and events.
Lead on the planning and management of events – including travel, venue bookings, and catering. Assist with the organization and logistics of conference calls, meetings, and workshops (internally and externally).
Plan, organize and seek approval for travel of staff, travel itineraries, accommodation, visa, and any other logistical requirements.
Support completion and review of expense claims and reports for staff. Oversee key document management including the management of internal web portals (on SharePoint).