Company Profile

About Futures Group
Futures Group, the global consulting firm, helps to protect and promote people’s well-being around the world. For 40 years, Futures Group has created lasting solutions to some of the most pressing public health challenges facing nations. We predict future health and development trends, uncover barriers to well-being, and forge on-the-ground partnerships to ensure lasting change.

About GRM International
GRM International is a leading international development management company specializing in the provision of project design, management expertise and technical assistance to development projects for bilateral and multilateral funding agencies, governments and corporations. For more than 45 years, GRM has been bringing expertise in managing large-scale projects, and sourcing and managing high quality experts covering all disciplinary skills required to implement development projects.

About our Group of Companies
GRM International, Futures Group, and the Effective Development Group are a group of companies with a joint focus on reaching people in need and creating better futures for our clients, communities and colleagues around the world. With more than 90 current projects operating in more than 85 countries, and $225 million in revenue, our combined group has a multisectoral focus, diverse technical offerings and a wide geographic reach. For more information, please visit www.futuresgroup.com, www.grminternational.com, and www.edgroup.com.au.

Global Project Summary: Health Policy Project
Futures Group is the lead partner on the Health Policy Project (HPP), a five-year cooperative agreement funded by the U.S. Agency for International Development (USAID). The project’s HIV activities are supported by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR). To implement HPP, Futures Group collaborates globally with CEDPA (part of Plan International USA), Futures Institute, Partners in Population and Development, Africa Regional Office (PPD ARO), Population Reference Bureau (PRB), RTI International, and the White Ribbon Alliance for Safe Motherhood (WRA). In Haiti, the HPP partnership is Futures Group and RTI.

Globally, HPP contributes to improved health outcomes through strengthening the efficiency, effectiveness, and equity of health systems in a multi-sectoral context. HPP focuses on the policy aspects of health and other social sectors, often in a multi-sectoral context. We also assist countries to improve health outcomes by addressing barriers due to gender inequalities, socioeconomic status, stigma and discrimination, operational issues, and other factors that prevent people from seeking the health and related social services they need. Throughout our work, we are committed to encouraging in-country capacity for policy, advocacy, governance, and finance. For additional information on HPP see www.healthpolicyproject.com.

In Haiti, HPP has been asked to implement the USAID-funded for the Aksyon Kolektif pou Sekirite kont Eksplwatasyon (AKSE) Program which supports a multi-sectoral approach to strengthen the Haitian environment for human rights in general and for vulnerable populations, in particular, children, women, and sexual minorities. AKSE was previously implemented by CARE International. HPP will build on the work of the previous project from March 2014 through at least September 2015, with potential for extension.

Overall Support Services Officer Duties

Administration
• Responsible for the smooth operation of support activities for the project and coordinate all security, logistics and administrative activities;
• Support office administration including, but not limited to, maintaining office equipment, A/V, IT, and interfacing with the landlord and service providers;
• Maintain and order offices supplies;
• Maintain the day-to-day operations of the office including, but not limited to, answering phones, processing mail, greeting visitors, assisting with connectivity, networks, printing and conference room usage;
• Assemble meeting and event materials;
• Manage travel arrangements for all HPP AKSE employees, contractors and consultants including travel advance request and travel expense report;
• Work in collaboration with other HPP AKSE operation staff, with technical and Program Operation staff based in Washington D.C. to provide support services so as to ensure efficient and effective execution of program activities;
• Ensure that all reports, documentation and other administrative information are prepared in a timely and appropriate manner as required;
• Enforce good housekeeping practices and preventive maintenance of property by ensuring familiarity of all subordinate staff and contract personal with relevant work policies, procedures and safety guidelines;
• Manage equipment acquisition, use repairs and disposal;
• Establish and maintain high-level and productive working environment in the office;
• Drafting and circulating meeting notes for HPP AKSE;
• Ensure proper filing and maintenance of project files.
• Other duties are specified by the supervisor

Scheduling/Events
• Coordinate events and senior leadership/coalition meetings including, but not limited to, scheduling, securing venues, managing invite lists, designing invites, securing speakers, developing the event schedule
• Manage use of conference rooms
• Provide AV/IT support for in-person and Skype meetings with domestic and international participants
• Manage HPP AKSE monthly calendar


Human Resources and Payroll
• Coordinate technology needs of HPP AKSE new hires and departing employees, including full-time, part-time and interns such as support related to group email, employee and vendor ID, badge, business cards, necessary equipment and materials to perform their duties;
• Provide new employees orientation for all administrative regulations
• Manage employee leaves;

Billing
• Submit purchase requisitions and check requests
• Process vendor invoices
• Ensure contractors are paid accurately and on time
• Maintain relationships with vendors, HPP Grants and Procurement Unit and HPP AKSE Finance Unit
• Ensure that all administration related payment requests and invoices are verified and that payments are timeline and paid accordingly to financial procedures and contractual agreement;

Contracts
• Prepare contracts in coordination with contract for travel, lodging, and utilities purposes ;
• Coordinate payment schedules and terms for travel, lodging, and utilities;
• Recommend contract amendments where relevant to maximize savings or efficiencies;

Reimbursements
• Submit expense reports for HPP AKSE staff as appropriate;
• Monitor accuracy of submissions from HPP AKSE staff;

• Associates or Bachelor’s degree in business administration or related field;
• Minimum of 2 years administrative experience;
• Knowledge of Microsoft Office, Excel, Adobe Writer required;
• Possess a high level of independent judgment within established procedures;
• Scheduling experience preferred;
• The ability to strategically prioritize tasks and projects;
• Strong attention to detail;
• Excellent verbal and written communication skills;
• Ability to work autonomously and manage assignments simultaneously.
• Willingness and eagerness to research and learn and determine best resources for a project

Regularly required to stand or sit, and move about the facility

Usual office working conditions free of disagreeable elements.

CV, certificates and cover letter.

Futures Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.