Description

DEPARTMENT SUMMARY: 

The International Programs (IP) department has overall strategic and operational responsibility for all international program areas and provides support to Holt’s adoption services team. The IP department operationalizes the mission, vision, and program components of the strategic plan of the organization, including strengthening and preserving families who are at risk of separation; providing critical care and support to orphaned and vulnerable children by leading the global community in providing support and resources for children and families to thrive. The department strives to standardize and raise program quality through intelligent business metrics and accountability, adherence to standards of good stewardship and program effectiveness.

POSITION SUMMARY: 

The International Programs Specialist supports high quality, multi-faceted programs that address the unique needs of the children and families Holt serves. The Program and Administrative Specialist plays a key role in supporting monitoring, evaluation, and reporting for the International Programs team by coordinating, processing, and analyzing country and regional program data. The role also provides administrative support to the Senior Executive for International Programs by coordinating inter and intra-department communication, coordinating travel logistics, and assisting with assigned projects as needed. This role also provides support to International Program team members, the Vice President of International Programs, and completes other departmental tasks as needed. 

This role is based at Holt International’s office in Eugene, Oregon. 

ESSENTIAL JOB FUNCTIONS: 

Supports Agency Monitoring, Evaluation, and Learning (60%) 

• Works with the Director of Monitoring and Evaluation (M&E) and programs and services departments to ensure the consistency of monthly, quarterly, and annual global reports. This includes collecting, compiling, and cleaning organizational data for monthly, quarterly, and annual global reports.
• Assists in the development of the Theories of Change, M&E frameworks, and M&E digital platform for Holt’s global core competencies and country programs. This includes supporting the development of internal M&E systems, baseline assessments, data tracking tools, key performance indicators, and impact analyses. This role will support and lead M&E workshops for Holt country programs and partners to develop Holt's global M&E Framework.
• Oversees planning and logistics for M&E efforts, including data quality calls with overseas country and program partners, M&E Theory of Change workshops, M&E strategy execution, and coordination of M&E database development and data visualizations.
• Compiles and ensures accurate and easily accessible information by collecting, consolidating, and compiling statistical data collected for inclusion in Regional Program reports, assisting with composition and editing of quarterly and Board Reports, Strategic Plan Reports and other reports as needed.
• Directs and manages graduate student interns completing an M&E internship with Holt’s IP team. Oversees internship project assignments, manages intern hiring and communication efforts, and ensures career development and learning opportunities at Holt for each intern.
• Contributes to the integrity of Holt’s database statistics and overall data collection. Ensures M&E objectives are met, and tasks completed in a timely manner. 
• Contributes to the maintenance and updating of the International Programs team Intranet sub-site, including data visualizations. 

Supports Cross-Departmental Communication and Efforts (20%) 

• Provides administrative support for adoptive families’ independent trips to visit foster families or care institutions. Coordinates with overseas staff and Holt’s Post Adoption Services Department to obtain travel permission, arrange schedules and logistics, communicate with adoptive families, and oversee security information for family visits to country programs. 
• Ensures Holt International publications and any other public information outlets have ample country information by collaborating with Holt’s Philanthropy and Communications Department to plan requests and workflows. Coordinates with International Programs program directors and managers, overseas programs, and Holt’s adoption staff to collect and maintain a library of updates, articles, photographs, and other relevant information from overseas staff.
• Maintains institutional donor landscape and engagement mapping to ensure that up-to-date information of key child welfare stakeholders, donors, and projects is available and regularly analyzed to support identification of funding opportunities. Research funding opportunities as identified for mission alignment and funding probability. 

Supports Administration of International Program Team (20%) 

• Conserves and maximizes the Sr. Executive International Programs’ time by acting as primary liaison on administrative issues and overseas communication as required. This includes assisting in the editing of documents and communications, providing basic technical assistance, developing and maintaining digital materials and presentations, and preparing logistics for domestic and overseas travel. 
• Provides timely and effective information and communication flow between overseas and domestic operations by assisting with coordination of Holt’s reporting systems, drafting general correspondence and documents, and preparing other materials for country or assigned projects. 
• Supports domestic and international travel for regional and international staff.
• Efficiently develops and monitors systems and procedures for the International Programs Department. 
• Contributes to team efforts by collaborating and communicating with the team on program needs and priorities. Contributes ideas for improving the efficient workflow of the team. Exhibits cooperative and effective work relationships by responding positively to challenges, assignments, inter and intra departmental requests, and seeing beyond own tasks to help fulfill the organizational goals 

SUCCESS FACTORS:  

The successful Program and Administrative Specialist is self-directed, detail-oriented, and adaptable, and able to meet the evolving needs of a multi-country region. They possess strong administrative skills, prioritize effectively, and utilize technology for efficiency. They grasp concepts quickly, learn new information rapidly, and can develop and execute plans efficiently. With a flexible communication style, they can build relationships with the regional and inter-department staff, overseas partners, and Holt constituents who support International Programs regional objectives. They take ownership of projects, keeping colleagues informed, and ensuring accuracy of statistical data for program planning and monitoring. They work independently, prioritize tasks effectively, and take initiative in their duties. 

Requirements

Job Requirements

QUALIFICATIONS AND JOB EVALUATION DOCUMENTATION: 

KNOWLEDGE (MINIMUM REQUIREMENTS):  

• Master’s degree preferred; preferably in international development, social services OR Bachelor’s degree in related field and a minimum of 3 years of program coordination experience; OR an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the job as those listed above may be qualifying. 
• Demonstrable cross-cultural communication skills required. Must be fluent in written and spoken English and have strong written communication skills in a variety of styles such as donor reporting, child stories, research, and grants.
• Demonstrated ability to work effectively with multiple forms of technology, including databases, web-based survey platforms, and Microsoft Office (Word, Excel, PowerPoint, PowerBI). 
• Must have strong organizational skills and be detail oriented. Experience providing excellent customer service is essential. Ability to learn about adoption policies and procedures.
• Experience in writing project/grant proposals and working with international programs is preferred.

INFORMATION PROCESSING:  

• Ability to construct correspondence and reports, set priorities, organize and create tracking systems, monitor reporting systems, and provide timely and adequate feedback. Ability to research and analyze information and create appropriate reporting systems.

SCOPE OF RESPONSIBILITY:  

• Ability to work independently and take initiative in assigned duties selecting among various existing options or recommending new ways to complete department tasks. In the absence of the Senior Executive International Programs, demonstrates the ability to ensure effective coordination of program requirements.

INTERPERSONAL COMMUNICATION:  

• Ability to manage difficult situations and families in a sensitive manner. Ability to work well with other employees. Ability to exercise courtesy and tact in contacts with the general public. Ability to coordinate communication and lead processes with a wide range of staff. Full understanding and practice of confidentiality in management of information shared by Sr. Executive International Programs, Vice President International Programs, Sr. Executive Adoption Services, overseas partners, families, and constituents. 
• Ability to contribute to a positive, productive work environment by meeting attendance/punctuality guidelines and pre-arranging time off with appropriate notice. Practices treating all people with dignity and respect and exhibiting good listening and comprehension skills, including giving and welcoming feedback. 

SUPERVISORY RESPONSIBILITY: Monitoring and Evaluation Interns 

REPORTS DIRECTLY TO: Senior Executive International Programs 

WORKS DIRECTLY WITH: M&E Director, International Programs team, Senior Executives, Vice President International Programs, International Programs regional team, overseas partners, and Holt’s Philanthropy and Communications, Post Adoption Services, and Finance Departments.