Assistant Program Officer, Gender and Youth Associate Award (GAYA) - Mercy Corps
Washington, DC
About the Job
About Mercy Corps
Program / Department Summary
General Position Summary
Essential Job Responsibilities
- Support the Gender Advisor in planning selected fellowship events and activities, participate in key sessions, contribute to the development of selected tools and products to support the fellowship.
- Support the Gender Advisor to update, track progress against, and maintain the fellowship workplan.
- Maintain internal and external document management, tracking, and learning systems, including maintaining the curriculum index, fellowship learning document, and production trackers. Create and maintain folders for fellows.
- Support the set-up and maintenance of cohort-specific Google sites.
- Attend internal and external meetings, keeping minutes of selected meetings or sharing screen.
- Manage the fellowship-specific email inbox.
- Support the drafting of fellowship updates, including for the donor.
- Contribute to fellowship recruitment cycles, including updating related documents, preparing recruitment communications, entering/tracking application information, and scheduling related calls and meetings.
- Manage documentation and tracking of fellow-related information including registration, travel for the in-person workshop, and session attendance.
- Proactively lead logistical and production support for fellowship virtual sessions. Provide production support during virtual events.
- Lead on communication with the cohort and individual fellows as related to logistics, travel, session updates, and general inquiries; set up and manage WhatsApp group for the cohort.
- Coordinate material revision and review, including tracking progress and coordinating with GAYA team members.
- In partnership with the Gender Advisor, lead logistics planning for in-person workshops, including venue identification, event planning, vendor coordination, ordering supplies, coordinating with other team members on payments, and preparing documentation for fellows. This includes close collaboration with Mercy Corps country teams.
- When necessary, provide translation of materials in a second language (French/Spansih).
- Provide the above support to related activities/sub-activities such as the Cultivate Fellowship Alumni Network and fellowship-related Monitoring, Evaluation, and Learning (MEL) efforts.
- Support with content and resource development at the direction of the Gender Advisor.
- Lead coordination on key events and activities, participate in workshops
- Lead on tracking program expenditures and coordinating and drafting reports as required
- Support the award staff with administrative tasks such as maintaining required documentation per award filing structures
- Ensure compliance with USAID and Mercy Corps’ logistical, procurement and financial procedures.
- Maintain systems for the efficient procurement of equipment and services, payment processing and financial tracking
- Support the GAYA Program Officer to ensure all GAYA financial transactions are processed, documented and filed
- Support with content development and technical assistance at the direction of the GAYA Director
- Provide logistical support for technical and knowledge sharing meetings and events (online, in-person including international)
- Take minutes at team and other relevant meetings and ensure they are circulated and filed accordingly
- When necessary, provide written translation of materials in a second language
- Support GAYA team members with ad hoc administrative tasks and calendar coordination as needed and at the direction of the Program Director.
- Provide administrative support to other GAYA activities or priorities at the direction of the Program Director.
- Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
- Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
- Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options
Supervisory Responsibility
Accountability
- Reports Directly To: Gender Advisor, with a dotted line to the Program Director on overall GAYA support
- Works Directly With: GAYA’s Youth Advisor; Technical Advisor for Research & Learning, Advisor for Knowledge, Communications, and Learning; Small Grants Team; Program Officer; IDEAL Team; TRaQ team members including members of the Gender Equality and Social Inclusion (GESI) Team and other IDEAL AAs (PWS, REAL, HAEC, PCS, IMPEL, and CALA); BHA Implementing Partners, and Mercy Corps HQ teams as appropriate including Resource Development, Finance, Leadership, and Organizational Effectiveness, Legal, Policy, and Advocacy; Mercy Corps Counterparts at HQ offices in Europe; and Mercy Corps’ donors and partners.
Accountability to Participants and Stakeholders
Minimum Qualifications & Transferable Skills
- BA/S in International Development or related field highly preferred.
- 3 years of demonstrated experience in administration or program support is required.
- Strong written and verbal communication skills along with demonstrated ability to communicate effectively with colleagues from various backgrounds and cultures.
- Knowledge or previous exposure to relevant technical sectors (gender equality, social inclusion, youth, protection) is a plus.
- Proficiency with MS Office software required (Outlook, Word, Excel, PowerPoint) and organization/managing meetings using online platforms (e.g. Teams, Zoom) preferred.
- Language proficiency in French or Spanish strongly preferred.
- Experience working with USAID/BHA programs is a plus.
Success Factors
Living Conditions / Environmental Conditions
Ongoing Learning
Diversity, Equity & Inclusion
Equal Employment Opportunity
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.