Program Associate (HAI)

Summary: The Program Associate will provide a wide range of support to HAI's field offices in Sub-Saharan Africa (SSA). This is an exciting opportunity for a creative, hard-working professional to work in a fast-paced and dynamic environment and to directly support the international programming of the United States' largest service-based human rights organization. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

Program and Administrative Management

  • Effectively support day-to-day tasks associated with the regional projects / award portfolio, including assistance with prompt and proactive resolution of award issues and follow-up, in collaboration with relevant field staff and headquarters departments; Assist with applying a creative and thoughtful approach to providing support to the regional team and field programs, helping to ensure all program objectives and goals in assigned geographic/programmatic areas are met in compliance with Heartland Alliance and donor regulations
  • Donor Reporting: Track the donor reporting cycle and lead coordination of / adherence to the report reviewing/feedback schedule; send deadline reminders; provide detailed initial edits and feedback of narrative reports, M&E data tables, and annexes, coordinating input from field teams; write and copyedit reports and documents; complete SPOT reports; fill out PPR template and coordinate signatures; prepare materials for the (S)PO or RD's submission to donor; provide ongoing critical analysis of field activity to the Regional Team
  • Internal Reporting: Collect monthly Country Director reports, provide report feedback to CD, and complete internal regional aggregate reports;Assist in the preparation of internal monthly, quarterly, and yearly project update reporting
  • Grants Management: Maintain O: drive grant files; complete and submit Cost Center Request Forms; coordinate with the (Senior) Program Officer to set-up Start-Up Calls for new projects in region; take notes from start-up calls and follow-up with staff on action points; help maintain regional grant tracking documents/processes (e.g. report deadlines, workplan timelines, external evaluations, closeout process); maintain donor contacts in HAI-Grants Outlook
  • Regional Cost Center Meetings: Take notes at monthly regional cost center meetings to share with attendees and COO; follow-up with relevant staff on action points; support and monitor program budgets with attention to detail; analyze project expenditures against deliverables; and ensure adherence to finance policies and procedures
  • Country Check-in Calls:Participate in weekly check-in calls with the Country Directors / Deputy Country Directors, Regional Director, and (Senior) Program Officer.Take notes to share with attendees and follow-up with the country/regional/global teams on relevant action points discussed on a weekly basis.
  • Subaward Agreements: Responsible for providing support and follow-up on subawards with field teams in coordination with Subaward Manager
  • Audits and File Maintenance: Ensure that the regional auditable files (paper and electronic) of all public awards for assigned countries are maintained up to date, complete, and easily accessible according to HAI's O: drive filing system for public awards; Ensure audit timelines are known to the Finance team, Chief Operations Officer, Senior Program Officer, and Regional Director; Collect and organize files for audits
  • Policies and Systems Support: Coordinate with relevant departments to provide accurate information to field regarding policies and regulations; contribute to the development of systems that facilitate improved award administration and management in HQ and by the country programs; and provide compliance guidance to country programs proactively, particularly in anticipation of potential liabilities; support their management of awards to minimize/mitigate risks.
  • Recruitment: Assist with recruitment processes in coordination with HR, including completing Requisition Opening Templates, screening applications, and scheduling interviews.
  • Contractor Agreements:Responsible for completing independent contractor agreements for all grants and any other regional contracts; coordinate the review process for contractor agreements following all detailed steps; ensure contractor files are up-to-date and final copies are sent to countries; archive when contract is completed
  • Onboarding: Assist with onboarding new regional staff (expats, third country nationals, Country Directors, and other senior field staff); including coordinating with countries on email addresses, laptops, business cards, etc.
  • Intranet: Responsible for managing and coordinating shared content for regional and country team sites for effective communication and file management needs
  • eTime: Support eTime approvals for Senior Program Officer and Regional Director
  • Concur: Responsible for Regional Director credit card reports
  • Office Supplies: Support country-specific order requests and purchases
  • Travel: Arrange any travel related to the regional team (e.g. RD travel to DC/field, TA travel to field office, CD travel to Chicago, etc.); book flights, prepare visas, support with hotel bookings; keep HAI Travel Calendar updated for all country and regional travel; potentially travel to field offices to monitor program implementation and provide technical assistance, as needed
  • Serve as a friendly and helpful headquarters point of contact for field and HQ staff; provide support with ad-hoc administrative and program-related tasks;
  • Perform other job-related duties as assigned.

Program Development

  • Support proposal development process in coordination with PD team:including timeline development/coordination and deadline reminders, budget narratives, technical research, best-practices research, content analysis and interpretation, technical writing, preparation of annexes and supporting documentation, editing and proposal submission;
  • Research and analyze funding opportunities: including USAID, State Department, Foundations, and individual donors – to identify and prioritize program development priorities in coordination with PD team
  • Identify and map strategic local partners in key geographic areas;
  • Represent HAI at meetings, conferences and workshops as needed; and
  • Other duties, as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Bachelor's degree in International Affairs/Development, Human Rights/Social Justice, Multicultural Communication, Anthropology, Social Work, Psychology, Law, Public Health, or related field; and 1-2 years of related international experience.
  • Preferred Skills and Qualifications: An ideal applicant also has prior experience supporting overseas programming; developing, reviewing and tracking budgets and burn rates; facilitating program design/proposal development; experience working with and living among diverse cultures and socio-economic conditions; and demonstrated understanding of USAID and/or State Department funding. Knowledge of and/or experience in the SSA region a plus; Experience undertaking program design field assessments a plus; Experience with health, mental health and/or legal programs a plus; Experience managing large scale grants and/or contracts a plus;
  • Language Skills: English and French fluency (spoken and written) required; Superb oral and written communications skills; ability to read and interpret documents, and communicate with others as necessary to perform job duties effectively; Demonstrated competency in public speaking
  • Computer Skills: Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.
  • Mathematical Skills: Ability to validate formulaic or elementary mathematics when using Excel or other tools for computations. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Other Requirements: Must be able to work full-time (M-F, 8:30-5:00) as well as extended hours when needed (early mornings, nights, weekends); Must be able and willing to travel internationally – often to insecure and resource-limited settings – for up to four weeks at a time; Must be able to travel independently to carry out field assessments, to identify potential project partner organizations, to determine beneficiary need and to develop program proposals and budgets for funding.

Competencies: To perform the job successfully, an individual must demonstrate the following competencies:

  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Effectively communicate utilizing a variety of technologies such as phone or video phone (i.e. Skype). Effectively communicate with non-native English speakers; Effectively communicate with non-English speakers
  • Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet target audience needs; Presents numerical data effectively; Able to read and interpret written information. Effectively communicates and manages electronic communication such as email, Blackberry (or other PDA), Able to use publisher or other tools to format materials persuasively.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Project Management – Manages project team activities. Develops project plans; Participate in project planning; Follows developed project plans; Coordinates projects; Creates project budgets; Communicates changes and progress; Completes projects on time and budget; Develops realistic action plans.
  • Time Management – Ability to prioritize tasks, Manage time and complete projects in a fast-paced environment, Manage time and complete projects in changing environment; Manage time and complete projects with minimal supervision.
  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Demonstrates strong problem solving skills when project plans require significant revision; Effectively communicates changes to relevant stakeholders.
  • Cultural Humility – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community. Ability to relate with people from a range of economic, cultural, ethnic and social groups
  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
  • Leadership – Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
  • Listening/Problem Solving – Ability to give full attention to what others are saying, asking appropriate questions to clarify as necessary. Ability to identify specific problems and develop appropriate solutions, interventions and/or treatments that positively impact results.
  • Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
  • Business Acumen – Understands business implications of decisions; Develops and implements cost saving measures; Conserves organizational resources; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
  • Business Acumen: ability to maintain confidentiality.
  • Confidentiality – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
  • Inter-Personal Relations: Comfortable and effective in managing inter-personal relationships with diverse stakeholders including: board members, volunteers, management, colleagues, sponsors, donors, foundations, public opinion leaders, community residents, service vendors, and others; demonstrates emotional maturity and sensitivity in dealings with others. Focuses on solving conflict, not blaming; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
  • Quality– Monitors own work to ensure quality. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
  • Technical Competency – Demonstrates proficient technical skills and capacity to develop. Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms.
  • While performing the duties of this job, the employee is occasionally required to stand and walk.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Must be able to travel internationally.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise in the work environment is moderate.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.


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