Programs Administration Intern

Role Overview

The Programs Administration intern role will provide support to the Programs Department while gaining practical
experience and administrative, organization, and advocacy skills. The position may at times also help support other
units within the Programs Department for specific projects. This role reports to the Programs Support Team. The
intern position is ideal for an applicant interested in the social mission of Doctors Without Borders / Médecins Sans
Frontières (MSF), and who is also seeking meaningful experience at an International Non-Governmental
Organization.

Department Accountabilities

Support for MSF Medical and Humanitarian Programs 

The Programs Department supports the medical humanitarian programs of the MSF Movement in different ways. Each unit contributes to one or more of these responsibilities: 

• Advocacy and Representation in support of Operations – develop strategies to influence public policy debates as well as private bilateral engagements on behalf of MSF.
• Research, Analysis, and Data Management in support of Operations – direct, perform, or facilitate research to address questions posed by Operations. Track and analyze specific policies and practices of governments, multilateral organizations, and others as requested by Operations. 
• Grant making in support of MSF medical humanitarian programs and movement initiatives.
• Monitoring of the Regulatory Environment - engages with regulatory issues affecting Programs specifically to ensure compliance in grant making and to inform Operations and the International Legal Department.
• Monitoring of the Policy Environment - engages with Policy issues to ensure information sharing and action based on medical and operational needs of the movement.  
• Stakeholder Engagement - identify, analyze, plan, and implement actions designed to engage with external and internal stakeholders to support medical humanitarian programming.
• Contribution to Medical Operational Humanitarian Projects - contributes to the management and implementation of specific medical operational humanitarian discreet projects that are managed by MSF USA.
• S. representation, engagement, and collaboration – is the representative to domestic social mission external relationships on behalf of the medical operational entities of the movement in order to create, maintain and expand stakeholder engagement. 

Roles Specific Outcomes

1. Business Meetings/Events Arrangement

Schedule appointments (internal to MSF USA), make arrangements for workshops (catering, printing, and set -up)
and organize travel plans following instructions to ensure more senior colleagues or a senior executive make best
use of their time

2. Correspondence

Prepare letters, emails, minutes of meetings and reports for approval by more senior colleagues

3. Departmental Purchase and Payment Workflow

Initiate service/product requisitioning in NetSuite, liaise with accounts payable team for tracking vendor payments

4. Collection of Lobbying Data

Collect on a quarterly and bi-annual basis lobbying data prior to reporting deadlines.

Complexity and Problem-Solving Skills

• Creativity, curiosity, and willingness to delve into new topic areas to build and share knowledge
• Excellent attention to detail, strong writing and proofreading ability
• Initiative and confidence to work independently and ask questions in a fast-paced work environment

Behavioral Competencies

THOUGHT: How MSF USA staff understand the organization, manage complexity and contribute by creating new and different.

People Focus
Build strong relationships and deliver solutions geared to aiding others. Solicit feedback and data; convey a clear understanding of the team's service level; act when the team does not meet standards; align processes with organizational needs.

Manages Complexity
Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Consistently looks at complex issues from many angles; obtains a rich and deep understanding; swiftly cuts to the core issue; skillfully separates root causes from symptoms.

experience and administrative, organization, and advocacy skills. The position may at times also help support other
units within the Programs Department for specific projects. This role reports to the Programs Support Team. The
intern position is ideal for an applicant interested in the social mission of Doctors Without Borders / Médecins Sans
Frontières (MSF), and who is also seeking meaningful experience at an International Non-Governmental
Organization.

Department Accountabilities

Support for MSF Medical and Humanitarian Programs 

The Programs Department supports the medical humanitarian programs of the MSF Movement in different ways. Each unit contributes to one or more of these responsibilities: 

• Advocacy and Representation in support of Operations – develop strategies to influence public policy debates as well as private bilateral engagements on behalf of MSF.
• Research, Analysis, and Data Management in support of Operations – direct, perform, or facilitate research to address questions posed by Operations. Track and analyze specific policies and practices of governments, multilateral organizations, and others as requested by Operations. 
• Grant making in support of MSF medical humanitarian programs and movement initiatives.
• Monitoring of the Regulatory Environment - engages with regulatory issues affecting Programs specifically to ensure compliance in grant making and to inform Operations and the International Legal Department.
• Monitoring of the Policy Environment - engages with Policy issues to ensure information sharing and action based on medical and operational needs of the movement.  
• Stakeholder Engagement - identify, analyze, plan, and implement actions designed to engage with external and internal stakeholders to support medical humanitarian programming.
• Contribution to Medical Operational Humanitarian Projects - contributes to the management and implementation of specific medical operational humanitarian discreet projects that are managed by MSF USA.
• S. representation, engagement, and collaboration – is the representative to domestic social mission external relationships on behalf of the medical operational entities of the movement in order to create, maintain and expand stakeholder engagement. 

Roles Specific Outcomes

1. Business Meetings/Events Arrangement

Schedule appointments (internal to MSF USA), make arrangements for workshops (catering, printing, and set -up)
and organize travel plans following instructions to ensure more senior colleagues or a senior executive make best
use of their time.

2. Correspondence

Prepare letters, emails, minutes of meetings and reports for approval by more senior colleagues.

3. Departmental Purchase and Payment Workflow

Initiate service/product requisitioning in NetSuite, liaise with accounts payable team for tracking vendor payments

4. Collection of Lobbying Data

Collect on a quarterly and bi-annual basis lobbying data prior to reporting deadlines.

Complexity and Problem-Solving Skills

• Creativity, curiosity, and willingness to delve into new topic areas to build and share knowledge
• Excellent attention to detail, strong writing and proofreading ability
• Initiative and confidence to work independently and ask questions in a fast-paced work environment

Behavioral Competencies

THOUGHT: How MSF USA staff understand the organization, manage complexity and contribute by creating new and different.

People Focus
Build strong relationships and deliver solutions geared to aiding others. Solicit feedback and data; convey a clear understanding of the team's service level; act when the team does not meet standards; align processes with organizational needs.

Manages Complexity
Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Consistently looks at complex issues from many angles; obtains a rich and deep understanding; swiftly cuts to the core issue; skillfully separates root causes from symptoms.

Global Perspective
Takes a broad view when approaching issues using a global lens. Shows global thinking at work; adjusts organizational practices to meet different regions or countries' unique needs. Use a broad perspective when addressing issues and challenges.

Cultivate Innovation
Creates new and better ways for the organization to be successful. Approaches professional work in unique or innovative ways. Offers original ideas. Appreciates others' creative ideas and solutions and provides helpful input to enhance them.

Strategic Mindset
Sees ahead to future possibilities and translates them into breakthrough strategies.

RESULTS: MSF USA staff achieve results by cultivating a forward-thinking environment that produces solutions for changing stakeholder needs.

Drives Results
Consistently achieves results, even under challenging circumstances. Regularly pushes self to attain outstanding outcomes; consistently establishes bold goals for own performance; is enthusiastic about excellent results and significant contributions. Shows great tenacity to complete goals/initiatives in a timely way.

Ensures Accountability
Holds self and others accountable to meet commitments.

PEOPLE: MSF USA staff understand their impact on others through collaboration and inclusion of different perspectives to achieve common goals.

Collaborates
Build partnerships and work collaboratively with others to meet shared objectives. Readily involves others to accomplish goals; stays in touch and shares information; discourages "us versus them" thinking; shows appreciation for others' ideas and input.

Communicates Effectively
Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information concisely and professionally when speaking or writing.

Values Differences
Recognizes the value that different perspectives and cultures bring to an organization. Confronts stereotyping and offensive comments promptly. Consistently behaves with great sensitivity toward differences in cultural norms, expectations, and communication methods.

Builds Effective Teams
Build strong identity teams applying diverse skills and perspectives to achieve common goals.

Manage Conflicts
Manage conflict situations effectively, with a minimum of noise.

Build Networks
Effectively builds formal and informal relationship networks inside and outside the organization.

Drives Vision and Purpose
Paints a compelling picture of the vision and strategy that motivates others to action.

SELF: MSF USA staff demonstrate self-awareness by having an open mindset and continuously seeking opportunities to gain experience, grow, and improve. 

Instills Trust
Gains the confidence and trust of others through honesty, integrity, and authenticity. Models honesty and authenticity and encourage others to be upfront with one another. Demonstrates reliability and places a strong emphasis on the team meeting its commitments. Fairly represents others' positions.

Manages Ambiguity
Operate effectively, even when things are unclear, or the way forward is unclear. Responds effectively to ambiguous situations, seeks to resolve ambiguity, and makes progress. Seeks guidance on how to adapt to changes and responds with appropriate composure and effectiveness.

Situational Adaptability
Adapts approach and demeanor in real time to match the shifting demands of different situations. Serves as an example of adaptability and provides guidance and support to help others adapt to new situations. Considering the needs of clients, constituents, and the organization shifts priorities appropriately.

Being Resilient
Rebounds from setbacks and adversity when facing demanding situations.

Technical Competencies

Plans and Aligns

Planning and prioritizing work to meet commitments aligned with MSF-USA goals.

Financial Acumen

Interprets and applies understanding of key financial indicators to make better business decisions.

Tech Savvy

Anticipating and adopting innovations in organizational digital and technology applications.

Data Collection and Analysis

The ability and skill to determine and analyze trends from data that is collected to assist in compiling reports that will help in decision-making.

Project Management Skills

The ability and skill to plan and manage small project work assignments within desired cost, time and quality parameters.

Presentation and Written Communication Skills

Adapts approach and demeanor in real time to match the shifting demands of different situations. Serves as an example of adaptability and provides guidance and support to help others adapt to new situations. Considers the needs of clients, constituents, and the organization; shifts priorities appropriately.

Organizational Insight

Applying knowledge of MSF-USA and the industry to advance the organization’s goals.

Supervisory Responsibility

This position will not have any supervisory responsibility.

DESIRED QUALIFICATIONS & EXPERIENCE

• A bachelor’s degree or equivalent combination of education and experience.
• Ability to work independently and with multiple tasks
• A working knowledge of Microsoft Office Suite
• Creativity, curiosity, and willingness to delve into new topic areas to build and share knowledge
• Excellent attention to detail, strong writing and proofreading ability
• Initiative and confidence to work independently and ask questions in a fast-paced work environment
• Experience using a CRM tool is an asset but not required
• English mandatory, French and/or Spanish language skills strongly preferred

TRAVEL REQUIREMENTS 

No travel required for this position

COMPENSATION

$18 per hour is the hourly rate, max 20 hours per week

Please note that neither relocation assistance nor visa sponsorship will be offered for this position

Location

Location: Washington DC, or NYC (On-site or Hybrid) 

This role is based in either our New York or Washington, DC office, where most of the team and operational infrastructure are located. Due to current staffing and budget constraints, we’re unable to support this position in our California office.

We do not accept phone calls or emails during the recruitment process. Only shortlisted candidates will be contacted