Deadline for submission: Friday, December 22, 2023, at 5:00pm Liberia Time

About PREVAIL:

PREVAIL, or the Partnership for Research on Vaccines and Infectious Diseases in Liberia, is a clinical research partnership between the U.S. Department of Health and Human Services and the Liberian Ministry of Health.

Summary of Position:

The Program Coordinator will be responsible to serve as the portfolio manager for the PREVAIL Operations Planning and Reporting; the PREVAIL Indicators; and the Executive Committee activities. He/she will also provide direct support to the PREVAIL Director. He/she will work closely with the Assistant Director for External Partnerships in the planning and implementation of all activities as mentioned.

Description of Responsibilities:

OPERATIONAL PLAN

Plan annual review and update process

• Assist with preparing the Operational Plan status report and update template for the quarter and load it into Box for reporting and updating
• Notify Working Group Leads and Operation Plan Coordinators about reporting and updating period
• Develop the annual update process schedule and materials
• Review the process schedule and materials with Working Group Leads and Ops Plan Representatives

Conduct strategy review

• Assist in generating ideas on accomplishments, changes in environment, and possible changes to strategy
• Administer survey to WG Leads, Ops Plan Reps, and PSSPC for input on process, accomplishments, changes in environment, and possible changes to strategy
• Prepare summary of accomplishments, changes in environment, and possible changes to strategy for EC

Revise objectives and activities

• Assist in reviewing EC direction and prepare draft revised objectives yearly
• Engage Working Group Leads and Ops Plan Representatives in reviewing objectives and identifying activities yearly
• Assist in preparing yearly draft Operational Plan

Finalize annual Ops Plan

• Distribute draft Operational Plan yearly to Principal Investigators to review and refine activities on their studies
• Review and refine the draft Operational Plan and recommend final to the Director for approval
• Distribute Operational Plan to OMT, WG Leads, Ops Plan Reps, PIs, PSSPC

EXECUTIVE COMMITTEE (EC) OPERATION

Agenda development & distribution

• Assist in facilitating the agenda development for EC quarterly meetings
• Assist in developing and maintaining list of agenda topics
• Assist in coordinating input to and feedback on agenda from PSSPC and OMT
• Coordinate input to and feedback on agenda from EC Chair and Vice Chair
• Collect feedback on agenda from EC members

Pre-meeting and meeting materials coordination and preparation

• Assist in developing and maintaining list of materials to send in advance of meeting and to hand out at meeting
• Assist in preparing quarterly reports of progress against indicators
• Collate pre-meeting materials and meeting handouts
• Distribute pre-meeting materials and meeting handouts to EC members

Participant coordination

• Send calendar invitation for meeting and track responses
• Prepare list of invitees and later participants to attach to agenda
• Ensure that decisions and actions are implemented, monitored, and reported to the EC
• Review final agenda and meeting handouts with EC Chair and Vice Chair
• Identify and arrange meeting room, including audio-visual equipment

CORE INDICATORS

• Maintain the core indicators, research collaboration and contribution trackers
• Assist with gathering updates on all core indicators quarterly
• Communicate and coordinate with focus persons responsible for updating the core indicators
• Prepare the quarterly report to the EC

SUPPORT TO THE PREVAIL DIRECTOR

• Provide clerical support and keep custody of calendar

Skills:

• Good communication and excellent organizational skills
• Ability to maintain a scheduling of all activities in the use of calendar
• Critical Thinking and Problem solving
• Ability to analyze and evaluate problems and challenges to get the tasks done
• Task Management in tracking status of activities
• Technology skills in the use of Microsoft Office, Microsoft Outlook, Box and cloud sharing, etc.
• Project management software skills
• Organization and tracking information
• Excellent writing ability

Qualifications:

• Education: Degree in Business Administration/Management, Project Management, Development Studies, Social Sciences, Public Policy, or other related fields.
• Preferred Job-related Experience: At least four (4) years of relevant experience of development in a governmental, corporate, multilateral or civil society organization in a multi-cultural setting.
• Additional Eligibility Qualifications: Minimum of two (2) years’ experience in managing staff in multiple levels of an organization, both management and individual contributor level staff.

Application Instructions:

Click the apply button below to download the application instructions.