Program Associate, CRVS

Vital Strategies is a global public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently work in more than 80 countries, supporting data-driven decision-making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include noncommunicable disease prevention, tobacco control, road safety, food policy, overdose prevention, environmental health, and data for health. Our programs are primarily concentrated in low- and middle-income countries in Africa, Latin America, Asia and the Pacific; the Overdose Prevention Program is our first initiative in the U.S. Please visit our website at www.vitalstrategies.org to find out more about our work.

Vital Strategies believes our programs are strengthened when they are developed and supported by individuals with diverse life experiences, whose understanding of social and cultural issues can help make our work and workforce more inclusive. We welcome applications from people of all backgrounds and do not discriminate on the basis of race, color, religion or creed, gender, national origin, ancestry, actual or perceived age, physical or mental disability, veteran or military status, marital status, sexual orientation or any other basis protected by local, state, or federal laws.

About the Program/Job Purpose:

The CRVS Improvement Program involves interventions designed to improve the registration of births and deaths; improve the availability and quality of cause of death information for both facility- and home-based events and improve the timeliness of available vital statistics information and reports.

This position supports the Bloomberg Philanthropies Data for Health Initiative, which aims to enhance public health data collection and use in low- and middle-income countries. The goal of the initiative is to ensure that a billion more people live in countries where data are used to steer public policy and program decisions. Under the Initiative, Vital Strategies, in partnership with other global public health organizations, is implementing a multi-year program to improve civil registration and vital statistics (CRVS) in numerous countries and municipalities in Africa, Latin America, Asia, and the Pacific. Vital Strategies has full responsibility for provision of technical assistance to several of these.

The Program Associate for Civil Registration and Vital Statistics (CRVS) main responsibilities will be providing support to our global administrative processes and providing support to focus country programs across Africa. In collaboration with other CRVS team members, the main responsibilities will include communications, programmatic and logistical support for planning and implementation of CRVS work plans, The Program Associate will work within the cross-cutting CRVS program management team comprised of the CRVS Managing Director, CRVS Program Managers, CRVS Program Officers, and CRVS Program Associates from across the global team. The role will be under the supervision of the Regional Deputy Director for Anglophone Africa.

This is a full-time, New York City-based role, where candidates are expected to adhere to a hybrid (2-days per week in office) schedule. Vital Strategies offers highly competitive compensation and comprehensive benefits. The salary range for this position is $58,000 to $63,000 USD. The candidate must have authorization to work legally in the US at the time of hire.

Duties and Responsibilities:

General Programmatic Support -

• Provide administrative support to the program team, including: the organization of in-country, regional and global meetings, (e.g., assisting with event budget management, gathering vendor quotes, processing agreements, preparing agendas, and confirming participant attendance);
• With support from the relevant Program Manager and Regional Deputy Director, manage the , generation, storage, and tracking of payments against consultant contracts, fiscal agent agreements, memoranda of understanding, and other vendor agreements
• Devise and maintain organizational systems for the program including accurate material filing systems through a variety of platforms and software (Box, AirTable, Monday, Microsoft Teams, etc.);
• Coordinate document translation services and interpretation services for meetings, events and webinars;
• With support from Program Manager, review, and submit finance reports to the Grants team,
• Submit invoices for consultants and liaise between consultants and Grants/Finance for any questions or concerns about payments
• Support the Program Manager in tracking the budget

Travel and Event Coordination Support -

• In collaboration with other team members, assist with event planning (small/large, in-person/virtual), including coordinating invitations, RSVPs, air travel, and event logistics for staff and consultants.
• Assist in coordinating logistics for staff and consultants, including air travel, subsistence allowances, and accommodations, while providing information and support to invitees as needed.
• Update and maintain standard organizational procedures and checklists to systematize event production.
• Quickly execute and resolve any cancellations or changes to travel itineraries as needed and address any booking and logistics issues that may arise during program staff travel.
• Prepare and submit timely requests for subsistence allowances for consultants.
• Submit expense reimbursement requests to the Grants Manager on behalf of independent contractors.
• Coordinate with the Program Management Team to maintain and enhance the Travel and Event Process.

Other -

• Provide other administrative support and backstop other Program Associates in the CRVS Improvement Program as needed, for example: Take and distribute meeting notes; prepare briefing notes, letters, PowerPoint presentations, and other communication materials as needed.
• Perform any other duties as assigned by the supervisor.

Qualifications:

Education and Degree -

• Bachelor’s degree in a relevant field.

Skills and Abilities -

• Excellent organizational and time management skills, strong attention to detail, ability to multitask and follow standard operating procedures;
• Proven ability to manage multiple ongoing tasks;
• Strong written communication skills with ability to write concisely in professional business English; as well as strong listening skills;
• Patient and adaptable to fast-paced and rapidly changing environments;
• Strong interpersonal skills with the ability to work with remote members of the team;
• Ability to prioritize tasks and work efficiently;
• Determination and drive to see tasks through to the end;
• Demonstrated sensitivity in handling confidential information;
• Ability to work with other administrative/operations colleagues across the organization;
• Excellent computer skills; proficient user of Microsoft Office suite (Word, Excel, Outlook, PowerPoint);
• Ability to perform data entry using word processing, spreadsheet or database commands, and format materials;
• Willingness and ability to work across different time zones;
• A global outlook with a keen interest of current global affairs;
• Ability to work with a diverse range of cultural, generational, ethnic, racial, educational, and social backgrounds
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Experience:

Required -

• Minimum three years of professional and/or work experience in public health, public policy and/or international development.
• Experience in invoice tracking, processing and managing including- invoice processing, tracking payments, and managing purchase orders.

Preferred -

• At least one year of working experience in public health with an international non-profit;
• Experience working collaboratively and remotely with internal and external team members to provide administrative support in a timely manner;
• Recent experience using platforms such as Monday, Microsoft Teams, Airtable or Smartsheet a plus;
• Possesses a genuine interest in the mission and vision of Vital Strategies;
• Proficiency in Spanish or French languages is also an advantage;
• Ability to assist with budget planning and procurement coordination for program activities.

Working Conditions and Physical Requirements:

• The position may be required to travel internationally up to 5% of the time to attend meetings;
• The candidate must be willing and able to work across different time zones