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Program Management Assistant

2 months ago

Washington, Washington, D.C., United States International City County Management Full time
Job Overview

About Us

Established over a century ago, ICMA stands as the leading professional association for local government officials, managers, and stakeholders, serving a global membership exceeding 13,000. As a membership-driven organization, we offer research and knowledge resources, professional development opportunities, peer engagement, and technical support. We are also a key partner in implementing numerous grant and contract-funded initiatives addressing emerging and ongoing challenges to foster stronger communities.

At ICMA, we are committed to advancing local government leadership, management, and innovation into the future. Our mission is to empower communities to deliver innovative services, enhance resident engagement, stimulate economic growth, strengthen leadership, uphold ethical standards, and promote forward-thinking management practices.

We prioritize a diverse and inclusive workplace, welcoming individuals from various backgrounds, experiences, abilities, and perspectives, and learning from one another both individually and collectively.

An Exciting Opportunity

Do you possess experience in project management within international programs? Are you passionate about mission-driven work that positively impacts others? If so, we have a remarkable opportunity for you.

We are looking for a proactive, detail-oriented Assistant Program Manager (APM) to become a vital part of our Global Program Management (GPM) Team. This role will provide essential administrative, programmatic, and operational support for managing projects within the country/region/technical portfolio. The position involves project-support responsibilities in program management, business development, and proposal preparation. The APM will dedicate part of their time to the Young Southeast Asian Leadership Institute (YSEALI) program, which invites young, emerging leaders from Southeast Asia, aged 25-35, to the U.S. for a four-week fellowship with local governments, non-profit organizations, or private enterprises.

The salary for the Assistant Program Manager is commensurate with experience, ranging from $51,873 to $64,841.

The APM will report to the Program Manager and/or Senior Program Manager and will not have supervisory responsibilities.

This position is contingent upon grant funding, and continued employment for the selected candidate will depend on ongoing funding availability.

Key Responsibilities

General Project Management

  • Oversee administrative, contractual, and financial elements of the project, ensuring timely and budget-compliant deliverables.
  • Assist in the recruitment, hiring, and orientation of consultants/Short-Term Technical Assistance (STTA).
  • Facilitate logistics for YSEALI Fellows, including housing, transportation, and travel arrangements; review Fellow applications.

Financial Management and Compliance

  • Monitor and analyze project finances: obligations, forecasts, and expenditures.
  • Support project staff in budget preparation.
  • Review and process monthly field reports (if applicable) and generate monthly program updates and quarterly financial summaries.
  • Examine and reconcile expense reports and travel claims for consultants/staff, preparing purchase orders and reimbursement requests, consulting agreements, scopes of work, and other contract documents.
  • Coordinate with staff on administrative matters (travel, payments, reports, staffing, shipping, event planning, etc.).

Communications and Representation

  • May oversee project communications, including creating blog posts, newsletters, and other content.
  • May represent ICMA at domestic or international workshops and conferences, as well as in the Field Office when appropriate.

Business Development and Proposal Efforts

  • Engage in business development and proposal activities, which include conducting research, recruiting staff, gathering cost information, developing cost proposals, editing resumes, and drafting necessary proposal sections.

Qualifications for Success

  • Bachelor's Degree in International Development, International Relations/Affairs, Public Administration, Business, Economics, or a related field.
  • One (1) to three (3) years of relevant experience (including internships and/or volunteer work).

Knowledge, Skills, and Abilities (KSAs)

  • Proficient knowledge and skills in budgeting, financial management, and office administration.
  • Expertise in creating and managing Excel spreadsheets.
  • Ability to work independently on multiple tasks and deadlines while proposing solutions to challenges.
  • Exceptional organizational, follow-through, and time management abilities.
  • Strong attention to detail.
  • Effective oral and written communication skills.
  • Capability to manage multiple tasks and priorities.
  • Interest and knowledge in the relevant technical area/region.
  • Proficient in Microsoft Office Suite, Adobe Acrobat, and virtual communication platforms.
  • Fluency in a second language is advantageous.

Work Environment and Physical Requirements

The work environment and physical demands described here are representative of those encountered while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • Work is typically conducted in an office environment free from hazards or unpleasant conditions.
  • Position may require domestic or international travel.

What We Offer

  • Remote work flexibility.
  • A collaborative work environment where teamwork and individual contributions are valued.
  • A competitive salary.
  • A comprehensive benefits package including employer-sponsored health, dental, life, disability, and employee assistance benefits.
  • Paid time off including vacation, sick leave, holidays, and floating days.
  • Generous retirement plan.
  • Opportunities for ongoing professional development.

This position is based out of ICMA's headquarters. Currently, all ICMA staff are working remotely, and the selected individual must be able to work core business hours. Our office remains operational and accessible for staff on a voluntary basis.

A high-speed Internet connection is required, and personnel will cover the cost of this service. The connection must be sufficient to perform regular job functions efficiently.

The selected candidate must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

EEO Statement

At ICMA, we are dedicated to fostering a culture of diversity, inclusion, and belonging every day. ICMA is an equal opportunity and affirmative action employer. We do not discriminate in recruitment, hiring, or promotion, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, religion, sex/gender, sexual orientation, gender identity or expression, age, disability, protected veteran status, or any other characteristic prohibited by applicable law. We actively encourage individuals with military experience (active, veterans, reservists, and National Guard) as well as military spouses to apply for ICMA job opportunities.