Project Assistant

SUMMARY: The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options.

Promoting Just, Engaged, Civic-minded and Transparent Governance in the Pacific (or PROJECT Governance) is a five-year, US $20 million partnership among USAID, the East-West Center, the Pacific Community (SPC), CARE, and the International Foundation for Electoral Systems (IFES) focused on strengthening democratic institutions and promoting sound, just, and responsive governance in the Pacific Islands region.

Our team is seeking an on-site Project Assistant for a limited, 22-month appointment (with possibility of extension, should funding be available). This position supports the logistical planning, administration, coordination, implementation, and evaluation duties for its programs and activities. The position also maintains compliance with both EWC administrative and participant-related policies and procedures and serves as point of contact for the ProGov graduate degree fellows, in coordination with the Scholarships Specialist of the Education Program.

MAJOR DUTIES:

• Performs internal administrative responsibilities needed to ensure the smooth functioning of the project, especially preparation and processing of internal administration and external contract payments and reimbursements, and follows up on work in progress to ensure timely reply or action.
• Arranges all project staff travel, prepares transportation and hotel reservations, notifies organizations and office to be visited, and keeps in touch with those traveling and prepares travel documents in accordance with current policies, working in coordination with the Fiscal Officers and the Disbursing Officers.
• Assists with logistical arrangements for conferences, workshops, and other meetings as necessary. Assists with preparing necessary workshop materials, requests for payments, and other financial or programmatic documentation. Assists participants during their stay at the Center. Arranges coffee service, receptions, and lunches as directed by project leads.
• In coordination with the Scholarships Specialist in the Education Program, assists ProGov Graduate student fellows on all inquiries related to procedural, administrative, health, and personal matters. Receives and organizes supplemental documents from ProGov student applicants. Arranges student travel and accommodations to and from their home countries as well as for the capstone Washington, DC visit. Processes all student health insurance enrollments and collects required documents for award provisions. Processes student payments for monthly stipends and covered provisions and reimbursements, including internships, meal plans, bus passes, book allowances, and other costs. Processes and coordinates payments for student tuition and fees to UH timely and organizes account documents from students for EWC audit.
• Knows, interprets, applies, and ensures compliance with Center administrative, travel-related, and participant-related policies and procedures. In coordination with the Program Office, composes event participant awards and award change notifications, and all related documents in consultation with fellows and other appropriate staff. Informs participants of EWC policies and procedures relevant to their category of participation. Monitors awards for fulfillment of conditions and compliance with the EWC, U.S. government and other country policies and procedures.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION: This position works under the general supervision of the Senior Project Manager. Work is assigned in terms of objectives, priorities, and deadlines. The incumbent independently plans and carries out assignments and uses initiative to accomplish work in accordance with accepted practices. Unusual situations may require the assistance of the supervisor or the Director.

REQUIRED QUALIFICATIONS: Education & Experience – A high school diploma and at least five (5) years of relevant work experience with progressively increasing responsibilities that demonstrate the ability to perform the duties of the position; or a combination of post-high school education and directly related experience which totals five (5) years. Experience should reflect a professional capacity to process contracts and complex fiscal paperwork, plan travel (both domestic and international) for groups of people and coordinate a broad range of events and activities.

Communication – Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability – To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to commit to diversity, equity, and inclusion; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment;  to appropriately handle confidential information; to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge - Of office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines, equipment and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, Acrobat Pro, or equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

Physical Requirements – Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

Position requires a valid driver’s license or ability to obtain one within two months of assuming position for travel purposes.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER: You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

• Competitive Salary and Benefits

The annual salary for this position starts at $55,658.79 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

• Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

• Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References (with appropriate contact info) in your Application

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.