POSITION: Executive Assistant | LEVEL: Mid – Senior | NATURE: Half-time, remote | CLOSING DATE: April 29, 2022 – 6 pm Eastern Time | APPLICATION SUBMISSION: email@example.com
This is a great opportunity for someone who wants to put their administrative and office management skills to work in support of an organization dedicated to improving the lives of people in low income and emerging economies, while maintaining flexibility. The position is remote and half-time.
Background: US Overseas Development Council (OCDC) is a membership organization supporting the work of cooperatives and cooperative development organizations working internationally. OCDC champions cooperatives as a pathway to greater prosperity for all and for greater equity and inclusion. It does so through public education and policy programs and services for its member organizations.
The International Cooperative Research Group (ICRG) is a research center within OCDC, which carries out independent research to provide evidence about the impacts of cooperatives, primarily in the developing world. The research focuses on the enabling environment as well as on the capacity of cooperatives and aims to support practical solutions to fill gaps in knowledge and enhance impact. To support these activities, the ICRG frequently has need of external contractor and consultant support, for which it issues requests for proposals (RFPs) and for Expressions of Interest (EOIs). The SEA will be responsible for many activities related to the issuance, evaluation and award of contracts that result from this procurement process.
The ICRG is currently implementing a project funded by USAID under the Cooperative Development Program (CDP). This OCDC/ICRG CDP program is the Cooperative Research, Education and Dissemination (CRED), a six-year Cooperative Agreement.
This position primarily supports the on-going operations of CRED but may occasionally support OCDC’s general operations.
The incumbent under the guidance of the ICRG Director works to support the general operations of OCDC as well as the administrative activities of the managers of specific activities within the ICRG. Their tasks include procurement, research, learning and dissemination. As with all members of OCDC, the SEA is expected to work as a collaborative team member. This is a half-time position (20 hours per week – schedule to be mutually agreed)
Key Tasks: The SEA will work closely with the ICRG Director and at the same time is expected to work independently collaborating with colleagues in all pillars of the ICRG and Finance as well as with the Executive Office. The ICRG and OCDC Executive Office are a small team; collegiality and collaboration are a shared value across the organization.
The SEA’s activities primarily center on supporting the CRED program operations overall, supporting the procurement process by ensuring appropriate documentation and related tasks, managing the virtual office and keeping timelines and calendars for CRED, electronic filing, meeting logistics and support, and similar activities. Some of these activities are on-going and others (such as major meetings) occur periodically. Within this general scope, specific tasks are include:
• Support and track all procurement operations, working closely with the responsible manager and the Deputy Executive Director, who provides oversight and quality control to the procurement process. The SEA will track and manage the tasks associated with procurements, including tracking the closing dates for RFPs, receiving the bids, distributing these and supporting the Technical Evaluation Committee (TEC), managing the external communications, and ensuring all necessary documentation is in place.
• Assist the ICRG Director in activities related to managing the ICRG operations including but not limited to maintaining the ICRG calendar, supporting meetings, including from time to time, note-taking, and overall coordination.
• Working closely with OCDC Finance and the ICRG activity managers, prepare and route invoices, expense reports, and other payments from consultants, subcontractors, vendors, etc. for approval as necessary.
• Prepare and route monthly expense report for OCDC and ICRG expenses
• Track and compile digital records of invoices and expense reports in file storage system (SharePoint)
• Manage logistics of booking hotels, travel insurance, and transport for OCDC/ICRG staff and guests when abroad. Schedule flights for OCDC/ICRG staff and guests when abroad
• Work with ICRG staff and liaise with international vendors to book venue spaces for international events
• Work with ICRG staff and liaise with local vendors to book venue spaces for DC-cased events
• Assist in set up/management of remote meetings during working group, board, and other meetings
• Manage catering / scheduling of room reservations for internal and external meetings
• Be primary ICRG point of contact for contracted IT support
This position requires someone who is a critical thinker, detail-oriented and focused, self-starter, well-organized, efficient and a priority-oriented thinker. This person is excited about quality management of an office environment focused on improving the lives of people in low income and emerging economies and understands the important role that this plays in the effectiveness of the work it supports. This person is collegial with successfully applied cross-cultural skills, able to work collaboratively within a small team while at the same time also able to work independently and efficiently to achieve project targets.
• Demonstrated experience in advanced office management (BA preferred with 3+ years of post-degree work experience, to include relevant experience in providing program or executive assistance)
• Demonstrated time management expertise and experience
• Demonstrated experience in managing international travel
• Demonstrated experience in processing financial documents and expense reports
• Demonstrated experience with senior administrative support to key executives
• Excellent written and oral communication skills
• Excellent Microsoft Office Suite skills
Additional Desired Qualities
• Knowledge of USG and other contracting processes
• Language skills, with Spanish or French preferred
• Experience aiding USAID-funded projects
• Knowledge of cooperatives and cooperative development
• Knowledge of program management software
• Good writing skills
Please submit your application, including your CV and a cover letter expressing why you are interested in the opportunity, to firstname.lastname@example.org by 6 pm Eastern time, April 29, 2022.