Program Coordinator

Position Title: Program Coordinator
Location: Washington, D.C.
Reports To: Program Officer, GlobalConnect

Purpose and Description

Under the supervision of a Program Officer, the Program Coordinator (PC) is responsible for all administrative and logistical arrangements for programs for international visitors sponsored by the US Department of State. With guidance and oversight from the Program Officer, the PC is responsible for planning and handling administrative, logistical and financial aspects related to the implementation of long-term projects. Responsibilities include making travel, hotel and ground transportation arrangements; preparing program books and other materials relevant to the visit; interacting and coordinating with all individuals and organizations involved in the program in Washington, DC, and other cities, in addition to the program sponsor; and coordinating with visitors. In coordination with the Program Officer, the PC can also assist with identifying appropriate English-language officers (ELOs) and interpreters, speakers, professional meetings and cultural activities. The PC also autonomously implements all logistical and administrative aspects of assigned projects. The PC works closely with Finance Office staff to follow procurement procedures, track program expenditures, and manage the American Express and/or Visa card reconciliation process each month. In addition to program implementation, the PC may assist with the development of proposal responses for notice of funding opportunities, including response research, development of budget narratives and appendix support, and assistance with drafting and editing proposal narratives.

The Program Coordinator will work on the State Department-funded Central Asian Media Exchange Program, with activities in both the U.S. and Central Asia to support the professional development of Central Asian journalists. Working-level Russian language skills (spoken and written) are required, and the ideal candidate will have experience working with Central Asia and/or journalism programs.

Essential Functions

Project Implementation
  • Work closely as part of a team with Program Officer to carry out the following duties:
    • Arrange international and domestic travel, hotel accommodations, ground transportation, room rentals, luncheons, receptions, and other logistical aspects of each program;
    • Conduct vendor searches in compliance with Meridian procurement policies;
    • Prepare security documents for entrance into USG buildings;
    • Prepare DS-2019 documents for J-1 visa applications, as required;
    • Arrange accident and health insurance;
    • Draft biographical information documents;
    • Coordinate program logistics with local partners for programs outside of Washington, DC;
    • Plan and manage luncheons, receptions, business briefings or special events;
    • Prepare detailed program books, welcome packets, briefing books, evaluation forms, and any other necessary program-related documents in English and/or Russian;
    • Arrange for translation of program documents if required;
    • Assist Program Officer with program openings by briefing incoming visitors, ELOs and interpreters on per diem disbursements, insurance, and hotel and travel arrangements;
    • Work closely with ELOs, interpreters and implementing partners to relay changes in program itinerary, tend to participant needs as they arise, and answer questions about Meridian policies and procedures;
    • Travel as required to provide additional on-site support to visiting delegations and program activities;
    • Act independently to solve any logistical or administrative problems that arise;
    • Contribute to drafting final financial and narrative reports;
    • Communicate regularly with funding agency and participants on program logistics, financial matters, and other details as needed.
  • Help train new staff, including interns, on aspects of project implementation
Financial Management and Accounting
  • Manage all program expenses within the proposed budget including securing vendors; reviewing contracts and invoices; submitting check requests; organizing pre-paid cards; and disbursing funds for per diem, cultural allowance, return travel allowance and travel advances for participants and interpreters or ELOs
  • Reconcile final accounting and prepare final budget for invoicing to the satisfaction of the Meridian Finance Department and funders
  • Reconcile monthly American Express and Visa credit card statements to the satisfaction of Meridian’s Finance Department
  • Maintain key documents within the permanent file
Proposal Development
  • Participate in proposal development process through the ideation stage, researching past performance and core competencies, budget formulation, drafting narratives, and final compilation of materials for submission
  • Participate in any number of divisional working groups, including technology, communications, proposal development, M&E, journalism, and entrepreneurship

Other duties and special projects as assigned.

Minimum Qualifications

Experience/Education
  • Undergraduate degree in International Relations, Political Science, Russian/Eurasian Studies, Media/Communications/Journalism or related fields
  • 2-3 years of related work experience, preferably involving exchange programs, coordinating travel, and events planning
  • Any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position
  • Advanced knowledge of English (at least 3/3) and working-level knowledge of Russian (at least 2/2) required
  • Any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position
Knowledge, Skills, and Abilities
  • Capacity to handle multiple projects simultaneously
  • Project management experience
  • Effective oral and written communication skills, tact and sensitivity to foreign cultures
  • Ability to work independently, accurately and under pressure
  • Ability to work flexible hours, both early morning and late evening, and weekends as needed
  • Willingness to take on a diverse portfolio of project assignments with a wide range of international participants and exchange program areas of study
  • Program experience with Central Asia and/or journalism programs
  • Excellent computer skills (Microsoft Office Suite, especially advanced spreadsheet expertise using MS Excel)
Physical Effort and Dexterity

Not applicable

Visual Acuity, Hearing, and Speaking
  • Excellent verbal and written command of the English language
  • Working-level Russian language skills (spoken and written) are required
Environment and Scheduling
  • Interest in working with an international not-for-profit professional exchange organization
  • Interest in working within a diverse work environment

This position is classified FLSA exempt.

Employer’s Statement and Rights

This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. Meridian is an Equal Opportunity Employer.

How to Apply

Qualified candidates should apply by e-mail only to HR@meridian.org. Subject line should read “GC Program Coordinator-Russian” only and a cover letter, with salary expectations, and resume should be attached. Only candidates being considered for this position will be contacted. Submissions which do not follow the above instructions will not be considered as applicants. NO PHONE CALLS in reference to this position will be accepted.