Program Assistant PEC/PRH

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

Overview

 CAMRIS 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:

 

 Title:  Program Assistant 

 

Location: Washington DC

 

GS: 8 Equivalency

 

Application Deadline:   Open until Filled

 

INTRODUCTION

The Program Assistant provides support to technical staff in the Policy, Evaluation, and Communication (PEC) Division in the Office of Population and Reproductive Health (PRH), performing a variety of both complex and routine administrative and analytical 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 will work as a member of the PEC Division management teams, such as the Demographic and Health Surveys (DHS) Program, U.S. Census Bureau, and MEASURE Evaluation IV management teams. The program assistant ranks tasks in order of importance and impending deadlines, handles several tasks simultaneously, works in multiple teams, and seeks guidance when needed. The individual must develop a working knowledge of USAID policies and guidelines, as well as corporate practices and procedures. The individual is expected to become familiar with PRH/PEC technical issues and policies.

Responsibilities

  • Coordinate and assist in researching, identifying, analyzing and updating program and technical information.
  • Tracks, compiles, and analyzes technical and/or statistical information and develops data for use in briefings, publications, and reports.
  • Uses financial, budgetary, and programmatic knowledge to provide strategic and informed input to the projects and teams she supports as they grapple with various questions and challenges.
  • Coordinate and assist in budget preparation and tracking Mission field support levels for each GH project management team that the program assistant supports.
  • Assists project Agreement/Contract Officer Representatives (A/CORs) with budget analysis and in determining quarterly accruals.
  • Prepares budgets on appropriate forms based on input from program managers.
  • Assists USAID missions and bureaus on financial issues relating to PEC contracts, cooperative agreements, and interagency agreements (IAAs.
  • Provides guidance to technical staff and recipient organizations to ensure that financial and technical reports are prepared and submitted as required.
  • Tracks and reports on Field Support funding actions to help ensure, among other things, timely obligations and no loss of expiring funds.
  • Manages (with guidance from the COR) oral and written communications to myriad USAID audiences regarding contract and agreement close-out, helping to set expectations with Mission colleagues and to ensure that complex deobligation actions are timely and appropriate.
  • Coordinate and assist technical office staff in supporting the field, including, as necessary, travel to USAID missions, participation in country team(s), and monitoring of field activities.
  • Manages the onboarding new Program and Administrative Assistants, offering suggestions on training priorities and structure while recognizing how such decisions will impact the ability of the new hires to quickly, meaningfully contribute to the work unit.
  • Coordinate and assist technical office staff in supporting the field, including, as necessary, travel to USAID missions, participation in country team(s), and monitoring of field activities.
  • Manages the onboarding new Program and Administrative Assistants, offering suggestions on training priorities and structure while recognizing how such decisions will impact the ability of the new hires to quickly, meaningfully contribute to the work unit.
  • Maintain paper and electronic filing system, including records retirement for PRH/PEC.
  • Coordinate the development of program documents, such as waivers, authorization documents, action memos, congressional notifications, and power point presentations.
  • Collects and compiles 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.  Ensures that schedules and deadlines are met.
  • Manages the Census Bureau Inter-Agency Agreement (IAA) amendment approval process with guidance from the COR, which requires following multiple funding streams for obligation into the IAA, bundling these funding obligation requests, describing each, and shepherding the documentation through multiple review points on its way for Congressional Notification, and ultimately, new funding obligation. 
  • Assists technical staff in the preparation of various program documents and correspondence such as project authorization documents, action memos, and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
  • Prepares oral communications for presentation related to the results of core projects at the request of project management teams, Division, and/or Office leadership.
  • Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.
  • Schedules and helps to organize PRH-related program, portfolio and strategic objective meetings and reviews at the request of project management teams, Division, and/or Office leadership.
  • Maintain databases and spreadsheets for program and budget tracking.
  • Maintains and/or provides assistance with administrative and financial tracking systems, including spreadsheets and databases to manage finances of contracts and interagency agreements.
  • Monitor, update, and retire Bureau and office files, both paper and electronically.
  • Monitors timely submission of all programmatic documents, including workplans, results reports, budget requests, and project deliverables.
  • Maintains program files, both electronically and in hard copy.
  • Leads the transition to ASSIST for project filing, which requires learning a new USAID system, conveying key information to project management teams, including the AOR/COR, training others in how to use the new system, and troubleshooting issues as they arise.
  • Within assigned office/division schedule/track technical meetings and special events.
  • Participates in relevant project/program meetings for the purpose of assisting in management duties, including financial monitoring and annual reporting processes.
  • Schedules meetings, books rooms, and compiles documents for meetings, including organizing project knowledge sharing events like brownbag presentations.
  • Other duties as assigned.

Qualifications

  • Bachelor’s degree and a minimum of 2 years of professional experience
  • A demonstrated general interest in international development and global health, and in particular demonstrated interest to the health focus area(s) of Policy, Evaluation, and Communication (PEC) Division in the Office of Population and Reproductive Health (PRH), is desirable
  • Strong oral, written communication and comprehension skills
  • Ability to handle multi-tasking well
  • Excellent interpersonal skills
  • Candidate must have strong attention to detail and organizational skills applications and presentation software desirable. 
  • Ability to effectively present information and respond to questions from team members, managers, and others
  • Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint ) and Internet, and Gmail, along with all Google applications
  • Applicants selected will be subject to a background investigation and must obtain and maintain a favorable adjudication as applicable to their position/duties

 ****In order to fully evaluate your eligibility, your resume must include relevant paid and non-paid experience showing dates held with month, year and hours worked per week for each position.*****

 

 

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.

 

 

 

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