EMPLOYMENT
Posting No.: 55-08

POSITION AVAILABLE

TITLE: Staff Assistant II, International Programs

REPORTING TO: Vice President, International Programs

SALARY: Begins at mid $40s

LOCATION: One Dag Hammarskjold Plaza, New York, NY

ASSIGNMENT LENGTH: Two years, renewable by mutual consent and availability of funding

JOB DESCRIPTION

Provide high-level administrative and secretarial support to the vice president, International Programs (IP), and his management team. Work directly with the vice president on the full range of activities involved in the day-to-day management of IP, including liaising with regional and country offices and assisting with donor proposals. This position provides diverse and challenging assignments that require initiative, judgment, and discretion.

RESPONSIBILITIES

1. General administrative and secretarial office responsibilities, including word processing, proofreading, sending faxes, photocopying, developing and maintaining filing system, ensuring the efficient flow of incoming and outgoing correspondence, preparing expense reports, and handling international telephone calls.
2. Maintain schedule of internal and external meetings the vice president must attend or organize. Prepare background materials and make logistical arrangements for meetings (e.g., inform attendees, develop agendas, secure meeting space, order food if necessary).
3. Respond to internal and external requests for information, including drafting routine correspondence and certain reports.
4. With the assistance of a travel agency, initiate travel arrangements for the vice president, including airline and hotel reservations. Maintain close follow-up of reservations.
5. Creatively prepare graphics and tables for publications and presentations using Word and/or PowerPoint. Prepare spreadsheets and databases as necessary.
6. Assist with basic library and Internet research, including reference searches.
7. Organize monthly IP coordination group meeting, develop agenda, maintain action lists, and follow up on completion of items.
8. Collaborate with other offices of the Council to facilitate the management and administration of IP, including Office Services, Human Resources, Information Technology, Publications, and Public Information.
9. Supervise administrative aide and provide backup coverage for his/her responsibilities, including distributing mail for the 10th floor, managing correspondence with international offices by receiving paperwork in the weekly pouches and distributing it to the appropriate staff, and sending out weekly pouches to the international offices.
10. Liaise with Information Technology and Corporate Affairs Division staff on IP-related intranet and Internet content.
11. Make travel and other logistical arrangements for visiting Council staff (e.g., regional directors and other staff) and consultants.
12. Coordinate temporary office space arrangements for visitors and guests of IP.
13. Support key staff in the vice president’s core management and administrative team in the execution of projects. Coordinate, prepare, and maintain information needed for preparing Council’s bids in response to Request for Applications and other proposal solicitations. Work closely with the management team in preparation of these bids.
14. Conduct research on funding opportunities.
15. Other duties as assigned.

QUALIFICATIONS

1. Minimum of five years’ administrative/executive secretarial experience. Experience working with senior staff preferred.
2. Superior administrative and organizational skills; initiative, attention to detail and follow-through, ability to prioritize, and ability to work independently and efficiently.
3. Strong computer literacy, including knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Access. Willingness and ability to upgrade computer skills and learn new software.
4. Strong communication skills, including excellence in English language, spoken and written, and in proofreading. Ability to draft correspondence.
5. Supervisory experience preferred.
6. Self-confidence, problem-solving skills, and maturity to deal with the challenges of fast pace, multiple tasks, and team efforts.
7. Judgment and discretion in dealing with confidential and high-level matters.
8. Pleasant, courteous, poised manner in all interactions; people orientation.
9. Exposure to the developing world and knowledge of foreign languages an asset.

APPLICATIONS

The Population Council is an international, nonprofit, nongovernmental organization that seeks to improve the well-being and reproductive health of current and future generations around the world and to help achieve a humane, equitable, and sustainable balance between people and resources. The Council conducts biomedical, social science, and public health research and helps build research capacities in developing countries. Established in 1952, the Council is governed by an international board of trustees. Its New York headquarters supports a global network of regional and country offices. We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter referencing Job #55-08 to the attention of:

Benjamin Bilbao
Recruitment Manager
Population Council
One Dag Hammarskjold Plaza
New York, NY  10017

Fax: +1 646 277 8243
E-mail: jobs@popcouncil.org

The Population Council provides equal opportunity; it does not discriminate against any person with regard to age, color, creed, national origin, disability, political belief, veteran status, religion, marital status, gender, gender identity, or sexual orientation. Decisions on employment are based on an individual’s qualifications as related to the position for which s/he is being considered. The Council has an affirmative action program and especially encourages applications from qualified women and members of minority groups. The Population Council is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.

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