Program Associate - Asia/General

The Program Associate (PA) plays a critical administrative and project management role in coordinating the Initiative's grantmaking activities. The associate will provide support for key operational areas of the team, including project management/tracking, communications, and knowledge sharing, coordination of meetings, contribution to project reports, research, budgeting, and grant process management. This position will also assist the team with general administration functions including the coordination of convenings, site visits and scheduling.

Reporting to the Senior Program Officer, the Program Associate will participate in project and department-wide activities, meetings, conferences, etc. They will participate in programming discussions and will be familiar with the Foundation's approaches. They will possess significant writing skills and an excellent ability to multitask.

This role will serve to advance the Foundation's mission of impacting those experiencing disadvantage, specifically by strengthening Catholic sister's education, formation, and elderly care in Asia and supporting their advocacy and human development services to improve the lives of children, youth and families living in disadvantaged situations. The Initiative supports sisters and communities to thrive and achieve self-sufficiency through collaboration and strengthening partnerships with a range of stakeholders, including sisters' conferences, Church, key networks, and other entities in our focus geographies (India, Philippines, Vietnam, Korea) and ensure sisters have the tools and platforms needed to make a lasting impact in the lives of the communities they serve.

Partnership is a key tenet of the Initiative program strategy; consequently, this person should be adept at interacting with a range of diverse stakeholders in a professional, collaborative, and diplomatic way.

Grantmaking Support

·Provide support to Senior Program Officer (SPO) and Program Officer (PO) on new proposals and current grants

·Work with SPO, PO, grantees and grants management to ensure that technical aspects of pre-grant inquiry, concept note, grant modifications, etc. are completed effectively

·Work with grants management to ensure compliance with internal audit and grant tracking procedures, grantmaking processes (such as grant reporting, payment and reporting schedules)

·Communicate with applicants to address administrative questions regarding their application, budget and project measurement table

·Regularly update program officers on the status of grant application documents and funded projects.

·Monitor grant workflows and calendars to ensure timely approvals and payments.

·Keep database grant files up-to-date through uploading various materials, mapping reports, etc.

·Coordinate and schedule SPO and PO meetings with grantees and other stakeholders

Program Liaison

·Maintain collaborative relationships with internal and external stakeholders regarding grant making and reporting processes, as well as organizing external events.

·Provide support for key operational and administrative areas of the team, including: project tracking, coordination of meetings, vendor/consultant contract agreements, and contribution to project reports, grant oversight, and planning.

·Monitor and update grantee contact lists for convenings, newsletters, etc.

·Stay up-to-date with internal procedures and processes (for example, Blissbook and Program Dept directives/processes)

·Collaborate with the communications team to distribute communication materials to the appropriate audiences.

·Participate in workgroups within the department and across the organization, and document site accomplishments and site-specific reports.

Program Operational Support

·Provide support to the team with convenings and site-visits by taking the lead on preparing and coordinating lists, invitations, RSVPs, materials, booklets, correspondence, information management and travel arrangements.

·Support SPO by taking the lead on organizing meeting logistics, which includes securing the meeting site, arranging materials and technical needs, and catering orders. Also, provide logistics support to the meeting facilitator/coordinator as required, and take part in team discussions about speakers, agenda items, and themes.

·Conduct program-related research and special projects as needed to identify field trends and best practices, as well as to store and communicate information.

·Maintain team contacts and email.

Catholic Sisters Initiative General Project Support

·Coordinate Newsletter production

·Support crafting Webinar issue areas, such as a webinar for partners working on youth empowerment

·Support creating materials for leadership and board site visits and other projects

·Support other teams during seasons of high workload, e.g., convening and grantmaking

·Maintain email lists and contacts across teams

Requirements

·Bachelor’s Degree in related field, or 5 years of related experience in lieu of degree.

·Minimum 4 years of relevant work experience in the non-profit sector or a private entity with a social mission. Candidates with lived experience related to Initiative area are encouraged to apply.

·Ability to adhere to the mandatory hybrid work schedule of 3 days per week at our headquarters office: Monday, Tuesday, and Wednesday, effective from February 26, 2024.

·Skilled writer with the ability to produce communication products for a variety of audiences.

·Comfortable working with complex budgets and work plans and have a good understanding of non-profit finances and budgets. They are highly attentive to detail.

·Possess solid organizational skills and are able to effectively manage and prioritize workflow to meet deadlines.

·Work well independently and collaboratively within a team and demonstrate a high degree of initiative, resourcefulness, and flexibility to meet the needs of the role.

Preferred:

·An understanding of grantmaking processes.

·Knowledge of the nonprofit and philanthropic sector.

·Possess bilingual capacities.

Physical Requirements:

·Ability to work on-site at least three days each week (Monday, Tuesday and Wednesday) according to the hybrid schedule policy.

·Prolonged periods sitting at a desk and working on a computer.

·Must be able to lift up to 15 pounds at times.

Additional information

Founded by international hotelier Conrad N. Hilton in 1944, the Foundation invests in organizations tackling some of the world’s toughest challenges, helping people living in poverty and experiencing disadvantage. We think big about solutions, working in partnership with local communities to improve lives, strengthen systems, and bring meaningful change. The Foundation partners with organizations worldwide, with a special focus on Africa, South America, and the United States, including our home in Los Angeles. Additionally, the Foundation awards the world’s largest annual humanitarian prize for nonprofits — the Conrad N. Hilton Humanitarian Prize. For 30 years, the Prize has recognized nonprofit organizations setting a global benchmark for excellence and advancing the collective progress of humanity. The Foundation is one of the world’s largest and has awarded grants to date totaling more than $4 billion, with nearly $353 million in 2025. Please visit www.hiltonfoundation.org for more information.