REPORTS TO: Program Officer ; Team Lead
Meridian International Center is a non-profit organization that promotes international understanding through the exchange of people, ideas, and the arts. Established in 1960 and headquartered in Washington, DC, Meridian offers a wide array of outreach, exchange, and arts programs. We promote dialogue among people of all ages about global issues, connect professionals from different countries and enrich the cultural perspectives of audiences across the United States and abroad.
The GlobalConnect division was established in 2001 to pursue new business opportunities for the organization. The majority of our projects have involved the development and implementation of exchange programs for professionals and university and high-school students, sponsored by U.S. embassies around the world, USG agencies and private-sector firms. Our programs cover a wide array of issuessome recent topics include US foreign policy, youth leadership, empowering women entrepreneurs, human rights, journalism training, women as political leaders, interfaith issues and the US election process. In addition, we continually develop grant proposals (solicited and unsolicited) for government agencies and foundations for projects in the coming year.
The Program Associate (PA), under the supervision of a Program Officer, is responsible for all administrative and logistical arrangements for international visitors sponsored by the Department of State, other USG agencies, and public and private-sector clients from the U.S. and overseas. The PA assists the Program Officer in planning and handling all administrative, logistical and financial aspects related to the implementation of programs, including making travel, hotel and ground transportation arrangements; preparing program books and other materials relevant to the visit; interacting and coordinating with all individuals and organizations involved in the program in DC and other cities; and coordinating with visitors. The PA also autonomously implements all logistical and administrative aspects of journalist tours sponsored by the Office of Broadcast Services and the Foreign Press Center. In addition to program implementation, Program Associates assist with the development of proposals responses for grants and contracts. PAs are responsible for response research, development of budget narratives and appendix support.
Specific Duties and Responsibilities
I. Project Implementation
- Communicate with sponsor agency and/or program participants to relay program developments and carry out the following duties:
- Arrange international and domestic travel, hotel accommodations, ground transportation, and other logistical aspects of each program
- Prepare security documents for entrance into USG buildings
- Prepare DS2019 documents for J-1 visa applications, as required
- Arrange accident and health insurance
- Draft biographical information documents
- Coordinate program logistics with local partners for programs outside of Washington, DC;
- Arrange all program logistics including, but not limited to, international and domestic flights, ground transportation, hotel accommodations, room rentals, luncheons and receptions;
- Plan and manage luncheons, receptions, business briefings or special events;
- Prepare detailed program books for the projects under implementation, welcome packets, briefing books and any other necessary program-related documents;
- Arrange for translation of program documents and translation equipment;
- Assist Program Officer with program openings by briefing incoming visitors, English Language Officers and interpreters on per diem disbursements, insurance, and hotel and travel arrangements;
- Act independently to solve any logistical or administrative problems that arise.
II. Financial Management and Accounting
- Manage and disburse funds authorized in the budget and related contract: per diem, cultural allowance, return travel allowance and travel advances for participants, interpreters and English Language Officers
- Manage all program expenses and invoices within the proposed budget including travel expense reimbursements for visitors, interpreters and English Language Officers
- Reconcile final accounting and prepare final budget for invoicing to the satisfaction of the Meridian Finance Department and as stipulated in the grant from the sponsor agency
- Maintain key documents within the permanent file, and prepare the file for storage
- Reconcile monthly American Express and Visa credit card statements to the satisfaction of Meridian's Finance Department
III. Business Development
- At the direction of the proposal manager, compile all research necessary related to the proposal response
- Attend meetings related to proposal development, including with partners and vendors
- Develop draft budget notes for the review and approval of the Director of Operations
- Assemble appendices as directed by proposal manager
- Undergraduate degree in International Relations, Political Science, Business, or related field;
- Capacity to handle multiple projects simultaneously;
- Administrative experience;
- Effective oral and written communication skills, tact and sensitivity to foreign cultures;
- Ability to work independently, accurately and under pressure;
- Knowledge of foreign language; Mandarin Chinese, Arabic or Spanish, preferred;
- Excellent computer skills (Microsoft Office Suite)
o Advanced spreadsheet expertise using MS Excel DESIRABLE.
How to apply
Interested candidates should send a resume, cover letter and writing sample to firstname.lastname@example.org noting GlobalConnect - PA Position in the subject line. No phone calls, please.
1630 Crescent Place NW, Washington, DC, 20009, US