Program Coordinator, Latin America & Caribbean

As a member of the Global Programs Team, the Program Coordinator supports the processes that are vital to the Orbis Latin America & Caribbean Program.

Program Coordinator, Latin America & Caribbean

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JOB SUMMARY:

As a member of the Global Programs Team, the Program Coordinator supports the processes that are vital to the Orbis Latin America & Caribbean Program. They carry out administrative and organizational support functions which include developing, maintaining, and organizing the digital files for the team, conducting research, processing invoices, monitoring expenses, managing travel arrangements, and responding to general questions on behalf of the team. Additionally, they play a key role in the preparation and execution of meetings and presentations. The Program Coordinator also drafts emails and reports to and from partners.

The Program Coordinator also assists with communicating program information to regional and country-based program staff, the LAC team, and the other Orbis teams throughout the global organization. The position is based in Orbis International Headquarters in New York.

REPORTING & WORKING RELATIONSHIPS:

The Program Coordinator reports to the Senior Program Manager, Latin America & the Caribbean, and collaborates closely with Orbis colleagues in the Program department. They also collaborate with colleagues in the Marketing & Communications, Development, Travel, Supplies, HR, Legal, and Finance departments.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY:

Support to Latin America & Caribbean Team:

  • Provide support to the Latin America & Caribbean Program Team in:
    • General administration and accounting: process invoices, prepare check requests and wire transfer payments, purchasing, credit card reconciliations for processing, supply chain management, preparation of official documents, and budget preparation.
    • Prepare and oversee processing of contracts and consultant invoices. Prepare check requests and wire transfer payments for consultants.
    • Schedule and prepare online and in person meetings and recording and distributing meeting minutes.
    • Preparation of presentations, discussion papers and briefing documents for internal and external level meetings.
    • Support travel requests and logistics as needed.
    • Maintain the Latin America & Caribbean section of the Intranet.
    • Liaise with the Communications team to keep LAC information updated on the Orbis internet page.
    • Update the program department’s informational resources on the Intranet, OneDrive, SharePoint.
    • Support Global Program orientation for all on boarded staff upon request.
  • Develop LAC program resources such as research, briefs, terms of references, and presentations.
  • Conduct desk research and literature reviews as requested.
  • Draft program content for donor reports & support the development, design, and writing of proposals and concept notes.
  • Support Monitoring & Evaluation and Update project progress in Indicata (M&E System).
  • Translate documents from Spanish to English, and vice-versa.

QUALIFICATIONS & EXPERIENCE:

  • Bachelor's or an equivalent degree
  • Proven administrative experience within an office setting desired

SKILLS & ABILITIES:

  • Oral and written fluency in English and Spanish
  • The ability to interact effectively in person and in writing with people of diverse cultural backgrounds.
  • Solid organizational and administrative skills.
  • Strong digital skills; experience with digital file management and online research preferred
  • Ability to work independently and as part of a team.
  • Proven multi-cultural awareness and sensitivity.
  • High degree of computer literacy (Windows XP, Word, Outlook, PowerPoint, Excel and the Internet).

Orbis is an Equal Opportunity Employer. As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.

To all recruitment agencies: Orbis International and its affiliates do not accept unsolicited headhunter and agency resumes. Please do not submit resumes/CVs through this website, or send resumes to Orbis employees or any other organization location. Orbis is not responsible for any fees related to unsolicited resumes. Orbis International and its affiliates will not pay fees to any third-party agency or company that does not have a signed agreement with Orbis International and its affiliates.

Program Coordinator, Latin America & Caribbean

Apply Here