JOB SUMMARY: 
As a member of the ORBIS Flying Eye Hospital team, the Administrative Coordinator is responsible for the smooth administrative implementation of FEH programs through the coordination of a broad spectrum of logistical, communications, administrative, and financial aspects involved in conducting FEH programs.  Additionally, the Administrative Coordinator provides direct administrative and logistical support to the FEH Director.  This position requires up to 45 weeks of worldwide travel per year, mostly to developing countries.

REPORTING & WORKING RELATIONSHIPS:
The Administrative Coordinator reports to the Director of the Flying Eye Hospital and liaises closely with the FEH team, ORBIS country offices, local hosts, and relevant departments in New York (especially the International Program Department and the Logistics and Travel Unit in the Operations Department).

ESSENTIAL JOB FUNCTIONS:

LOGISTICS

• Collaborate with country office representatives in both the planning and implementation phases when FEH programs take place in their countries.
  
  
• Work closely with the Logistics and Travel Unit in New York during the planning for FEH programs to negotiate donated or reduced hotel rates.  
  
  
• Follow up on hotel room confirmation for all guests and mitigate all related practical issues and problems.
  
  
• Work closely with the Logistics and Travel Unit to arrange accommodations during other non-FEH program times (e.g., public relations tours, planning visits, etc.)
  
  
• Negotiate and coordinate ground transportation, support equipment, and services preferably donated or at discounted prices.
  
  
• Work in close collaboration with Aircraft Logistics and Administration staff in the Operations Department to finalize airport clearances and waivers.
  
  
• Organize the necessary arrangements for the FEH relating to security arrangements, accommodations and logistical support at host airports.  
  
  
• Coordinate arrivals and departures for the FEH team, Volunteer Faculty and Visitors to the Field with airport authorities, meet the FEH team members upon their arrival and arrange for airport pick-ups for other arrivals.
  
  
• Prepare the FEH staff members’ clearance through Customs, Immigration and Quarantine and obtain clearance at the Ministry level, if needed.
  
  
• During FEH programs, manage staff, volunteer, and visitor accommodation needs by preparing the hotel room, meeting room and meals lists.
  
  
• Secure physical space for a peripheral classroom and wet lab at the airport when required.
  
  
• Recruit a translation team in countries where English is not the primary language of communication, preferably on a voluntary basis.
  
  
• Collect essential data and past programmatic reports to assist the Program Manager and FEH team prepare for pre-program assessment visits and collect all program trip reports for submission to the FEH team and New York.

COMMUNICATION AND ADMINISTRATION:

• Facilitate ongoing communication among the FEH team and between the FEH team and ORBIS offices worldwide regarding logistical and administrative matters related to program planning and implementation.
  
  
• Actively liaise with the FEH Program Coordinator in New York to ensure continuous communication and collaboration between NY and the FEH.
  
  
• Serve as the FEH-based administrative contact with the Human Resources Department in New York.
  
  
• While on FEH programs, oversee the team communication systems (telephone/fax/e-mail connections) at the specific program site.  As part of the Patient Medical Emergency Policy, ensure a line of communication is established with local Emergency Medical Services.
  
  
• Collate, distribute and store all FEH program related information: planning reports, post program reports, statistics, evaluations and medical records for submission to the New York office.
  
  
• Maintain FEH administrative office and inventory of supplies. Compile shipment order for administration supplies

FINANCE:

• Handle day-to-day cash needs and monitor and record expenses including payment of invoices, bills, and distribution of per diems and advances when required. 
  
  
• Work closely with the Operations and Finance Manager to ensure proper financial controls are in place.

GENERAL:

• Actively participate in fund raising events and public relations tours on and off the FEH and represent ORBIS at social functions.
  
  
• Assist in the daily cleaning, set-up and packing of the aircraft.
  
  
• Participate in special administrative projects.

QUALIFICATIONS & EXPERIENCE:

• Bachelor's or equivalent degree in a subject related to the position’s responsibilities; Master’s degree preferred.
  
  
• Minimum 5 years administrative work experience.
  
  
• Previous project and/or program management experience.
  
  
• Prior international work experience highly desirable.

SKILLS & ABILITIES:

• Excellent interpersonal, communication, and diplomacy skills; the ability to interact effectively in person and in writing with people of diverse cultural backgrounds.
  
  
• Solid analytical and problem solving skills; the ability to assess situations quickly and resolve them efficiently and effectively.
  
  
• Strong organizational skills and attention to detail.
  
  
• Team oriented work style, with a pro-active, open-minded, and flexible approach.
  
• High level of professional integrity and discretion.  
  
  
• Exceptional tolerance to stress: ability to function effectively in a demanding, fast-paced, and constantly changing work environment.
  
  
• Proven multi-cultural awareness and sensitivity.
  
  
• High degree of computer literacy (Windows XP, Word, Outlook, PowerPoint, Excel and the Internet).
  
  
• Oral and written fluency in English – working knowledge of a second language is a plus.   
  
  
• Ability to travel to developing countries up to 80% of the time. This includes having no significant disqualifying factors that would preclude approval of entry visas in the countries on the FEH travel schedule.

To apply for this position, please forward your resume and cover letter to HR@orbis.org.