Program Associate

Center for International Private Enterprise; Wien; Hybrid; EUR 42.000 - 52.000; Vollzeit

Zusammenfassung

The Center for International Private Enterprise is seeking a Program Associate based in Vienna to support the Europe and Eurasia region. You will assist in tracking financial, strategic, administrative, and legal tasks related to programmatic work.

Responsibilities include coordinating travel, maintaining files, supporting events, writing announcements, and ensuring adherence to donor policies, with opportunities to translate materials and assist in recruitment and onboarding tasks.

Qualifikationen

• Bachelor's degree or equivalent experience in International Relations, Economics, Political Science, Public Policy.
• 1–2 years administrative office experience is beneficial but not required.
• Professional proficiency in written and spoken English.
• Fluency or advanced competency in Russian, Ukrainian, or German preferred.

Aufgaben

• Coordinate travel arrangements and logistics.
• Develop and maintain program files and documentation.
• Support planning and execution of events with regional leadership.
• Draft announcements, invitations, and social media posts; provide tech support during run of show.

Kenntnisse

English proficiency

Communications

Interpersonal skills

MS Office

Budget monitoring

Time management

Research & analysis

Cross-cultural collaboration

Ausbildung

Bachelor's degree in International Relations / Economics / Political Science

Bachelor's degree in Public Policy

Tools

MS Word

Excel

PowerPoint

Outlook

Jobbeschreibung

The Center for International Private Enterprise strengthens democracy around the world through private enterprise and market-oriented reform. CIPE is one of the four core institutes of the National Endowment for Democracy and is affiliated with the U.S. Chamber of Commerce. Since 1983, CIPE has partnered with business leaders, policymakers and civil society to build institutions essential to democratic governance and economic opportunity. CIPE’s program areas include enterprise ecosystems, democratic governance, business advocacy, integrity and compliance and trade.

Position: Program Associate

Reports to: Regional Hub Director

Location: Vienna, Austria (Europe and Eurasia Regional Hub)

Scope: CIPE is seeking a full-time, non-exempt position based in Vienna, Austria for a Program Associate for the Europe and Eurasia (E&E) region (Eastern Europe, Western Balkans, South Caucasus, Central Asia). This position is responsible for supporting the regional leadership team in tracking the financial, strategic, administrative, and legal tasks involved in completing programmatic work.

Key Responsibilities:

Administrative

• Coordinate domestic and international travel arrangements and logistics.
• Develop and maintain programmatic, financial, correspondence, and contract files.
• Organize department’s Microsoft SharePoint site, following document retention policies.
• Prepare agendas and any supporting materials for weekly department meetings. Take and distribute notes for department meetings.
• In coordination with regional leadership, support planning and executing internal and external events, including writing announcements and invitations, coordinating guests, publicizing on social media, and acting as primary tech support during run of show.
• Schedule departmental meetings, job candidate interviews, and events.
• As needed, translate partner documents or other programmatic or administrative materials.
• Adhere to appropriate CIPE and donor policies and procedures.
• Track department administrative spending and complete expense reports for regional leadership.
• Monitor and track payment requests, burn rates, accounting documents, field office liquidations, travel expense reports, and documents for signature in close coordination with Grants and Finance teams.

Programmatic Responsibilities

• Coordinate department-wide initiatives and projects. Collaborate with multiple CIPE departments to achieve programmatic goals, including Global Technical Network, field staff across the Europe and Eurasia region, Communications, Grants and Finance, and other regional teams.
• As needed, provide support to Program Managers and other regional staff to coordinate project management deliverables and activities for the portfolio, which typically includes:
• Support data collection and documentation practices.
• Assist active project partners to ensure high quality deliverables, including financial and narrative reports.
• Monitor grantee, contractors, and consultants’ performance to ensure quality control in full compliance with procurement policies, financial reporting requirements, and evaluation plans.
• Coordinate regular staff meetings, including facilitating discussions, drafting agendas, and tracking action items for domestic and international staff.
• In coordination with supervisor or relevant Program Manager, oversee contract fulfilment internationally which includes maintaining regular communication with contractors, updating narrative and financial reports, vetting final products, and corresponding with contractors to submit the final paperwork.
• As directed, draft, review, and edit periodic reports, proposals, and other documents for submission to donor agencies.
• In coordination with the regional team leadership, support the recruitment, onboarding, and training of new staff members.

Other duties may include:

• Perform legal and subject matter-specific research as needed.
• Manage or contribute to public outreach and communications, which may include managing social media accounts, writing blogs, and drafting promotional materials, in collaboration with the Communications department when appropriate.
• In coordination with regional team leadership, support new business development opportunities.
• In coordination with supervisor, provide administrative support to field offices as applicable
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree or years of equivalent experience required in one of the following or equivalent fields: International Relations, International Business, Economic Development, Political Science, or Public Policy
• A minimum 1-2 years of administrative office experience is beneficial, but not required
• Professional proficiency in written and spoken in English.
• Fluency or advanced competency in Russian, Ukrainian, and/or German is preferred.
• Excellent interpersonal, coordination, and communication skills.
• Superb writing, research, and analytical abilities.
• Ability to take initiative, prioritize and manage multiple, detail-oriented tasks simultaneously with limited supervision.
• Strong computer skills, proficiency in MS-Office, specifically Word, Excel, and Outlook
• Demonstrated strong critical thinking and analytical skills
• Strong financial acumen and ability to develop and monitor project budgets.
• Ability to work in a diverse team environment, across time zones and hybrid setting.
• Flexibility to collaborate with a diverse team or work independently and deliver consistent, reliable results.
• High degree of culture competence.
• Contribute to an organization-wide culture of innovation, integrity, inclusion, and respect.
• Strong conceptual, verbal, and written communication skills.
• Ability to take initiative, organize tasks, and prioritize effectively in a fast-paced, time-sensitive environment, ensuring deadlines are met with attention to detail.
• Skilled in building strong, trusting relationships to gain support and achieve desired outcomes.
• Capable of managing multiple competing priorities simultaneously.
• Comfortable working in an environment with international objectives.
• Flexible and able to engage with individuals at all levels with strong interpersonal skills
• Proficiency with MS Word, Excel, PowerPoint, and Outlook required.