Program Associate, Tobacco Control

Duties and Responsibilities

• Support the organization and planning of meetings and events; at times attending, taking notes, helping to synthesize key action items and follow-up and tracking progress towards completion;
• Schedule and attend calls and meetings for projects and country programs and keep a record of minutes;
• Cook and update documents as needed;
• Provide editorial support for reports and proposals developed at the Tobacco Control Division;
• Interact with internal and external stakeholders on the SVP and other senior leaders’ behalf, regarding program content, communication needs and meeting preparations;
• Aid in monthly, quarterly, and annual narrative reporting to Bloomberg Philanthropies;
• Support the communications of the Division, including social media, website management, webinars, and output development.

Operations Support

• Form and maintain productive working relationships with the Finance and Administration Division and Global Enterprise Division staff including finance, human resources, procurement, facilities, I.T. and legal support staff to facilitate coordination of functions for the Tobacco Control Division;
• Cook and coordinate the day-to-day operations of the New York team, including procurement, facilities, and finance support;
• Support the program’s contracting and contract amendment process through the creation, proofing and submission of contracting documents for e-signature through the Contract Lifecycle Management system (Docusign);
• Aid in recruiting new staff to the Division. Maintain an onboarding procedure for new Tobacco Control staff and coordinate the induction sessions for new staff;
• Aid in registration and coordination of international conferences that Division staff attend.

Finance/Grants Support

• Support the Director of Grants and Contracts and collaborate with technical teams for day-to-day budget and grants management;
• Maintain up-to-date program budgets, monitor expenses, and forecast availability of funds;
• Track payments submitted for projects to help facilitate expense analysis;
• Provide program with overview of budgets, projections, and savings allocations, giving status updates as requested;
• Review invoices, per diem requests, reimbursements for accuracy;
• Communicate with staff and vendors to solve invoice and payment request inquiries;
• Aid in preparation of quarterly financial reports as required.