CAMRIS International

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Program Assistant (OHA)

Program Assistant (OHA)

# of Openings 
1
Job Locations 
US-VA-Arlington
Category 
GHSI-III - Global Health Support Initiative III
Type 
Regular Full-Time

More information about this job

Overview

CAMRIS International is an international development and research firm that realizes innovative solutions to health and development challenges through high-quality, cost-effective program and research management services. With experience working in more than 80 countries, we combine our proven systems with today’s most effective, evidence-based best practices to improve the lives of people around the world.

                             

The United States Agency for International Development (USAID) has contracted through Social Solutions International partnered with CAMRIS International, to recruit and hire qualified individuals for the following position:

 

Office of HIV/AIDS (OHA)/ United States Agency for International Development (USAID)

 

Title: Program Assistant (OHA)

Application Deadline:   Open until Filled

 INTRODUCTION

The Program Assistant provides support to Office of HIV and AIDS’s (OHA) Front Office (FO) leaders, performing a variety of both analytical and administrative duties.  These duties range from administrative-type tasks such as scheduling briefings and meetings and maintaining program files, to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program documents, and designing and maintaining spreadsheets in support of financial tracking systems.  The Program Assistant works closely with the Front Office team and support leaders on technical and FO management issues.  The Program Assistant also works with other members of OHA’s Senior Management Team (SMT) and Program and Administrative Assistants across the entire Office to assist in areas such as reorganization, portfolio review, overall administrative support and other duties. 

 

The Program Assistant ranks tasks in order of importance and impending deadlines, and handles several tasks simultaneously.  The individual must develop a working knowledge of USAID and PEPFAR policies and guidelines, as well as corporate practices and procedures.  The individual is expected to become familiar with Office/division technical issues, policies, and workforce. 

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

Specific duties to support OHA and the GH Bureau include:

  • Gather information and documents for program activity planning, implementation, monitoring and evaluation from within OHA and from other USAID offices and Missions, State Department, and external partners.
  • Draft program communications such as notes, cables, guidance, memoranda, emails, and letters that seek approval or request information relative to program matters.
  • Provide and compile technical feedback on draft documents and strategies while staying up-to-date on the latest PEPFAR and USAID strategies and policy documents.
  • Create communications documents for internal and external audiences as needed.
  • Liaise between USAID/OHA and OGAC, as requested and guided by FO leaders.
  • Collaborate with technical staff in the preparation of various program documents and correspondence, ensuring that all documentation is complete and in compliance with USAID regulations.
  • Oversee new staff orientation for all hiring mechanisms across all divisions. Engage representatives from each division to ensure full understanding and participation with program.
  • Analyze available technologies and encourage innovative use of technology to create efficient workflow by leading training sessions for Google applications and other emerging technologies at appropriate levels for various audiences.
  • Coordinate large-scale meetings for a variety of stakeholders, including OHA, USAID, USG partners and implementing partners, and ensure necessary follow-up is carried out. This may include designing and executing OHA retreats and planning meetings, OHA partners’ meetings, OHA program portfolio or budget reviews, and contributing to the interagency PEPFAR meeting.
  • Serve as POC and logistics lead during COP/ROP/HOP reviews and Portfolio Reviews by interpreting and outlining deliverables requested by OGAC and designing and facilitating OHA’s FO review process with Budget and Operations Division and OHA technical leads.
  • In coordination with the Budget and Operations Division, identify operational and budget integration issues and liaise with Senior Leadership and the Office Professional Development and Management Support to implement solutions. Maintain and analyze data on all operational and administrative workstreams.
  • Work across the Office/Bureau to serve as a convening force for OHA and GH AAs/PAs to discuss issues such as space assignments, professional development and other challenges.
  • Collect, compile, and analyze data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensure that schedules and deadlines are met.
  • Proactively identify logistical and management solutions to ensure smooth Front Office program decisions.
  • Collaborate with POWER team to research and draft new Standard Operating Procedures. Track all POWER team SOP development and monitor implementation of approved SOPs, following up as needed.
  • Support Senior Leadership in developing strategic priorities and processes. Lead cross-division coordination and management of OHA office-wide technical priorities.
  • Support Deputy Director in role as PEPFAR Deputy Principal, staying current on country program data/issues, coordinating with technical staff/RAs, and providing analysis as needed for POART, COP, and other requested reviews. Liaise between technical staff and DPs to prepare notes and materials for weekly DP meeting.
  • Track and maintain TDY trip report data, compiling quarterly compliance reports and sharing data and analysis with RAs, SCAs, and DPs as needed.

 

Specific administrative duties to support the OHA Front Office and the GH Bureau include:

 

  • Support OHA Front Office leaders in organizing meetings; consolidating/writing/editing presentations, documents and strategies in response to stakeholders; and other duties as assigned.
  • Oversee the preparation and distribution of minutes/notes from bi-weekly OHA staff meeting as completed on a rotating schedule by the OHA administrative assistants.
  • Serve as backup to OHA’s Front Office Administrative Assistant to support all Front Office administrative requirements as assigned.

 

Qualifications

  • Associates degree in related field and 3+ years relevant experience or equivalent combination of education and experience. BA preferred.
  • Proficiency in the use of Google and the Microsoft Office Suite is necessary; experience in the use of database applications is recommended.
  • Candidates must have a strong interest in organizational management.
  • Candidates must be willing to work full-time.
  • Ability to travel internationally.
  • The incumbent must have excellent writing skills in English. Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  • The incumbent must have strong ability to work with mathematical and economic concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems. Must be proficient with basic financial management and budgeting concepts.  Must have excellent Excel skills.
  • The incumbent must have excellent analytic skills and reasoning ability. The incumbent should be able to work under moderate supervision and bring a problem-solving approach to carrying out duties.  The successful candidate will demonstrate initiative and an eagerness to learn technical skills and program management.
  • US citizenship required as a secret security clearance is required and must be obtained and maintained.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand and walk.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

  

 

This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.

 

Social Solutions International and CAMRIS International offer competitive salaries and comprehensive benefits. Please submit your resume online at www.camris.com

 

Social Solutions and CAMRIS are Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.