Program Associate

Organization: Vital Strategies, Apply By: 01 Aug 2022, Location: New Delhi(Delhi)

About the Organization

Vital Strategies India Services Private Limited, is a private limited company focused on strengthening and revitalizing public health systems through design and supporting scalable solutions to leading causes of death, disease, and injury. Vital Strategies provides technical assistance, consultation, as well as project management, design and evaluation to a wide range of private and public sector clients, in order to further its mission to improve and save lives, including through non-communicable disease prevention, environmental health and urban health, with specific areas of focus in tobacco control, data for health, road safety and air quality.

Job Description

Vital Strategies India Services Private Limited, is a private limited company focused on strengthening and revitalizing public health systems through design and supporting scalable solutions to leading causes of death, disease, and injury. Vital Strategies provides technical assistance, consultation, as well as project management, design and evaluation to a wide range of private and public sector clients, in order to further its mission to improve and save lives, including through non-communicable disease prevention, environmental health and urban health, with specific areas of focus in tobacco control, data for health, road safety and air quality .

This position will work with the Data for Health and Environmental Health programs staff on administrative and operational tasks, including procuring and contracting goods and services, scheduling meetings and maintaining calendars, coordinating travel and logistics, planning events hosted by the programs, among other duties.

The position will have a dual report to the Principal Technical Advisor for Data Impact Program and to the Technical Advisor of Environmental Health Surveillance, and a dotted line to the Operations Manager. This position will be based out of New Delhi.

Job Responsibilities:

Administrative support

• Support the programs staff with administrative tasks, including scheduling meetings and maintaining calendars, taking and distributing meeting notes, and other tasks as needed
• Help arrange for or maintain organizational systems for the programs, including accurate filing systems, file sharing systems, shared calendar and email accounts, and other tools for team collaboration
• Assist in preparing presentations and with creating and distributing documents, including assisting in the editing and formatting of project reports and related materials

Operational support

• Support programs staff with procurement of goods and services by preparing necessary documents (terms of reference, request for quotes/proposals, requisition forms), receiving and analysing proposals, answering questions from bidders, ensuring compliance to internal policies, etc.
• Support contract managers by collecting, organizing, and managing e-signature process for contract documents, tracking invoice submissions, and liaising with finance and accounting to manage vendor payments and address any questions or issues with payments, vendor compliance checks, purchase order creation, expense reports, or other administrative matters
• Book travel arrangements as needed for programs staff, including ensuring travel authorization, booking tickets, reserving lodging, filing requests for per diem compensation and expense reimbursement. Track travel expenses and manage reimbursements for program staff, consultants or other guests hosted for travel by the programs. Assist in managing travel budget and reconciling reports.
• Rapidly execute any cancellations or changes to travel itineraries when needed and resolve any booking and logistics issues that may arise during programs staff’s travel
• Track program expenses through the India office
• Liaise between internal Vital Strategies’ departments including Operations, Finance, IT and HR to problem-solve as needed

Event planning support

• Organize programs meetings, workshops, webinars, etc., by assisting with planning (e.g. budgets, agendas, finalising venue and other logistics as relevant, coordinating participant invitations and managing attendance lists), preparing meeting materials, communicating with relevant stakeholders, facilitating printing of program materials and coordinating logistics for participants, including air travel, per diem, and accommodation
• Develop standard organizational procedures/checklists to systematize event production in India and follow-up/evaluation

Education Qualification/Required Skills & Experience

• Minimum of 2-3 years of working experience in a similar capacity

Skills & abilities

• Demonstrated project management skills
• Written and spoken English language fluency
• Demonstrated computer skills, proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint)
• Excellent organizational and time management skills
• Ability to juggle and prioritize competing demands
• Analytical mindset with strong attention to detail
• Ability to research, manage, collate, and disseminate data and information.
•   Ability to take notes at meetings, synthesize information and create clear summaries
• Self-starter who enjoys proposing innovative solutions to identified challenges or gaps
• Exceptional organizational skills and ability to take initiative, prioritize, and follow through on tasks
• Good time management, prioritization, and multitasking abilities
• Team player with strong interpersonal communication and relationship building skills
• Ability to work with a variety of internal and external stakeholders
• Flexible, collaborative work style yet capable of working independently

How to Apply:

For more information please check the Link