Project Associate, CODA

Vital Strategies

Job Brief

Vital Strategies, headquartered in New York City, is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We work in more than 70 countries, supporting data-driven decision-making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, tobacco control, road safety, food policy, environmental health, civil registration and vital statistics, and overdose prevention. Our programs are concentrated in low- and middle-income countries and cities in Africa, Latin America, Asia, and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work

We believe our programs are strengthened when they are developed and supported by people with diverse life experiences whose understanding of social and cultural issues can help make our work and workforce more inclusive. We welcome applications from people of all backgrounds and do not discriminate on the basis of race, color, religion or creed, gender, national origin, ancestry, actual or perceived age, physical or mental disability, veteran or military status, marital status, sexual orientation or any other basis protected by local, state, or federal laws. As such, our commitment is to promote equal employment opportunities (EEO) for those seeking employment.

About the Cause of Death Assistant project (CODA):

The Cause of Death Assistant (CODA) is a four-year initiative to design, test, and release an AI-powered tool for cause of death assignment in low- and middle-income countries (LMICs). CODA will address critical data gaps by improving the accuracy and timeliness of mortality data at both facility and community levels. The initiative is implemented by a consortium of global partners, with Vital Strategies serving as a CODA Consortium and Research Agenda Lead. Other consortium partners include an Algorithm Development Lead and an IT and Software Development Lead. Governance will be provided by a Governing Board and technical rigor overseen by a Scientific Advisory Committee (SAC). The SAC will convene Technical Working Groups (TWGs) to respond to specific technical demands encountered in the development of CODA and will be heavily involved in building research agendas. The project will be implemented in three phases: 1. Prototyping, 2. Experimentation, and 3. Piloting and Product Release. It is anticipated that by the end of the project, CODA will be positioned for adoption by countries, supported by regional Centers of Excellence (CoEs) in Africa and South Asia.

Job Purpose

The position of Project Associate, CODA, is a new position for Vital Strategies. Based out of Johannesburg, South Africa, the Program Associate will support the CODA Initiative on administrative and operational tasks, including procuring and contracting goods and services, scheduling meetings and maintaining calendars, coordinating travel and logistics, and planning events hosted by CODA among other duties.

This is a full-time role based in Johannesburg, South Africa, with employment facilitated locally through an Employer of Record. We offer highly competitive compensation and comprehensive benefits. The annual salary range for this position is ZAR 600,000 to ZAR 705,000.

Duties and Responsibilities

Administrative Support -

Support CODA staff with administrative tasks, including scheduling meetings and maintaining calendars, taking and distributing meeting notes, and other tasks as needed;
Help arrange or maintain organizational systems for CODA, including accurate filing systems, file sharing systems, shared calendar and email accounts, and other tools for team collaboration;
Assist in preparing presentations and with creating and distributing documents, including assisting in the editing and formatting of project reports and related materials.

Operational Support -

Support CODA staff with procurement of goods and services by preparing necessary documents (terms of reference, request for quotes/proposals, requisition forms), receiving and answering questions from bidders, ensuring compliance to internal policies, etc.
Administer contracts as per Vital’s procurement policy and Data for Health’s procedures, and address any questions or issues related to vendor compliance checks and purchase order creation;
Process invoices for project consultants and vendors in close coordination with the Finance and Operation teams, track invoice submissions and liaise with Finance and Accounting to manage payments and address any questions or issues with payments;
Assist with managing and tracking expense reports for the CODA project;
Provide support to Operations in travel arrangements, cancellations, or changes to travel. Track travel expenses and manage reimbursements for CODA staff, consultants, or other guests hosted for travel by the program;
Assist in managing the travel budget and reconciling reports;

Event Planning Support -

Organize CODA meetings, workshops, webinars, etc., by assisting with planning (e.g. budgets, agendas, finalizing venue and other logistics as relevant, coordinating participant invitations, and managing attendance lists),
Prepare meeting materials, communicate with relevant stakeholders, facilitate printing of materials and coordinate logistics for participants, including air travel, per diem, and accommodation.

Qualifications

Skills And Abilities -

Strong organizational and administrative skills, with the ability to manage multiple tasks and priorities simultaneously.
Strong attention to detail and ability to maintain accurate records, files, and documentation.
Strong written and verbal communication skills, including the ability to prepare professional correspondence, meeting notes, and presentations.
Ability to coordinate effectively with cross-functional teams, vendors, consultants, and external stakeholders.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as SharePoint, Teams, Zoom, or Google Workspace.
Ability to manage logistics and operational processes in a fast-paced environment.
Problem-solving skills and ability to proactively identify and resolve administrative or operational issues.
Ability to handle sensitive or confidential information with professionalism and discretion.
Strong time management skills and ability to work independently with minimal supervision.
Ability to support event coordination and manage multiple logistics simultaneously.
Flexibility and adaptability in responding to changing priorities and operational needs.
Demonstrated customer service orientation and ability to build positive working relationships across diverse teams and stakeholders.
Ability to work collaboratively across multiple time zones and support global teams as needed.

Experience

Required -

Minimum three years of professional work experience in public health, public policy, and/or international development.
Experience providing administrative support to programs such as procurement, invoice processing, expense tracking, and contract administration processes.

Preferred -

Experience working collaboratively and remotely with internal and external team members to provide administrative support in a timely manner;
Experience using platforms such as Monday, Microsoft Teams or Airtable a plus;

Working Conditions and Physical Requirements

Travel will be required internationally up to 10% of the time.
The candidate must be willing to work and be flexible with colleagues across different time zones.