Communications Program Analyst
Posting Number: #240-21
Position Title: Communications Program Analyst
Closing Date: Until Filled
Location: Washington, DC
A. Position Identification
Position Title: Communications Program Analyst
Division: Strategic Coordination and Communication Division (SCC)
Department: Office of HIV/AIDS(OHA)/Strategic Coordination and Communication Division (SCC)/Communications Branch
Work Location: Washington, DC
Supervisor’s Title: GHTP Deputy Director
Work Status: Full-time
Classification: GS 11 Equivalent
Funding Source: OHA
B. Summary Statement
The Office of HIV/AIDS (GH/OHA) has overarching responsibility for the full range of USAID’s HIV and AIDS programs and serves as the Agency’s lead office for implementing the interagency President’s Emergency Plan for AIDS Relief (PEPFAR). GH/OHA’s primary functions are to provide strategic direction, technical leadership, and support to field programs, and to effectively manage headquarters programs devoted to ending the global HIV and AIDS epidemic. As a lead partner in the PEPFAR interagency process, GH/OHA makes decisions concerning the strategic allocation of financial and human resources in the sector and provides leadership in designing, implementing, monitoring, and evaluating HIV and AIDS programs. This entails ensuring the technical integrity of USAID’s headquarters and mission strategies and programs; providing global technical leadership on the full range of interventions related to HIV and AIDS prevention, care, and treatment; leading HIV and AIDS research programs; supporting USAID missions in working with partners and other government agencies; and monitoring, evaluating and reporting on the impact of the Agency’s HIV and AIDS programs in support of PEPFAR goals. GH/OHA is composed of eight Divisions and 25 Branches.
The Strategic Coordination and Communication Division (GH/OHA/SCC) serves as the primary liaison between OHA and key global HIV and AIDS implementers and stakeholders. The Division serves as the principal point of contact between USAID headquarters and missions in supporting the planning and implementation of effective HIV and AIDS programs; supports the communication needs of OHA; and nurtures external partnerships with multilateral entities such as UNAIDS, the Global Fund to Fight AIDS, Tuberculosis and Malaria and other international organizations and partners. GH/OHA/SCC is composed of three branches including the Multilateral Branch, the Regional Advisors Branch, and the Communications Branch.
The Communications Branch (GH/OHA/SCC/COM) promotes consistent and effective messaging on USAID’s role in PEPFAR programs and in controlling the HIV and AIDS epidemic. The Branch is OHA’s focal point for public affairs and communications support, working across USAID, USG agencies, and implementing partners. The Branch provides assistance for OHA events and announcements, manages the OHA web and social media platforms, and coordinates with the USAID’s Legislative and Public Affairs Bureau and Development Outreach Coordinators in USAID missions.
C. Job Requirements
The Communications Program Analyst (PA) will be an essential member of Strategic Coordination and Communication Division (SCC) and will work very closely on a day-to-day basis with the SCC Division Chief. The PA provides support to the team, performing a variety of both complex and routine administrative and technical duties.
The PA provides support to technical or managerial staff, performing routine administrative and analytical duties. These duties range from tasks such as scheduling briefings and meetings and maintaining program files to more complex analytical tasks such as collecting, compiling and analyzing data for various program documents and designing and maintaining spreadsheets in support of financial tracking systems. The PA works closely with the assigned team and provides input on related technical issues.
The PA also works with other members of the team (and potentially across other parts of the Office or the Bureau) to assist in areas within the purview of the Division; assignments may include country backstopping, overall administrative support and other duties as assigned. The PA ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual is expected to become familiar with technical issues and policies pertaining to the public health focus area(s) of the SCC Division, and must develop a working knowledge of applicable USAID policies and guidelines, as well as corporate practices and procedures. 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.
At the GS-11 equivalent level, PA time will be split between programmatic or technical tasks (approximately 60-70%) and administrative tasks (approximately 30-40%), and may require moderate guidance and input from USAID points of contact.
D. Essential Duties and Responsibilities:
- Assist in development of technical and program documents, such as annual reports, interagency documents, action memos, talking points, Congressional Notifications, and technical PowerPoint presentations.
- Assist technical staff in supporting field as necessary; travel to USAID missions as necessary; track, oversee, coordinate, and report on field support (may include technical responses to emails and phone calls).
- Coordinate, organize, and liaise with members of working groups, missions, and other USG agencies in support of program implementation, and attend working groups to advance USAID program objectives; and assist in development, review, and analysis of program technical updates.
- Develop office processes (Clearances, office engagement, website redesign, etc.).
- Liaise with team in a variety of circumstances including in Bureau meetings, interoffice meetings, etc. including supporting branding adherence within the bureau and visual design.
- Support a portfolio to include several high profile subjects spanning both scientific and social programming including: Key Populations, Orphans and Vulnerable Children, Local Partner Initiative, Pediatric Care, Prevention of Mother to Child Transmission among others.
- Coordinate with implementing partners to write blogs, source images and write talking points.
- Independently clear written items on behalf of OHA’s communications team.
- Design updated website and webpage layout, manage OHA internal webpage.
- Regularly write and track success stories for externally facing blogs, notes and other channels.
Program support and Financial Monitoring
- Support Technical Advisors and Agreement/Contracting Officer’s Representatives (AORs/CORs) to coordinate and manage project(s), including participation on the project management team.
- Review, discuss, and consult with Technical Advisors and AOR/CORs regarding the approval of work plans, budgets, and activities.
- Support Technical Advisors and AOR/CORs in providing recommendations and technical input regarding project management and implementation.
- Coordinate oversight, management, and maintenance of the program and project files. Assist AOR/COR and Technical Advisors in compiling appropriate financial documentation to ensure timely award and sub-award approvals, budget obligations, and agreement/contract modifications.
- Assist 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.
- Liaise with the communications team on the analytic standards group to align the office on a standard presentation.
- Compile and analyze programmatic, technical, and budgetary data for the team’s project(s) and activities, and organize data for use in briefings, publications, reports, and decision making.
- Coordinate communications and meetings among technical staff and with partners, including note taking; and
- Support the formulation and implementation of program budgets, including Office and Agency budgeting exercises.
Quantitative Data & Analytics
- Perform routine and ad hoc data collection exercises and analysis of data as needed, with tight turnaround times.
- Use data to independently write talking points, briefers and clear with technical staff.
- Identify discrepancies in data collection and assist with resolving any contradictory data.
- Assist with the development of team presentations including synthesized analysis products using Excel, Google sheets, Panorama and/or other statistical software.
- Research, plan, analyze, and organize technical and/or statistical information, and develop data for use in briefings, publications, and reports.
- Draft clear and succinct written summaries and/or Google or PowerPoint slide decks to help visualize data.
- Edit and make recommendations on data visualization for external audiences.
- Use data to write briefers for mission directors and develop talking points for office use.
Communications/ Knowledge Management
- Source, write and clear communications to the field on behalf of office leadership, divisions, and branches, including development and distribution of monthly newsletter and other relevant guidance.
- Support office newsletter development for communications (three Notes: Note to Implementing Partners, Note to Missions and Weekly Digest) and clear/make recommendations for support staff on their newsletters (RES, LP, PMB).
- Assist in development of technical updates and other technical/policy communication to the field including documents, presentations tools, report templates, trackers, and best practice documents, as needed.
- Source information from the office and conduct outreach to acquire necessary technical documents for external audiences.
- Collect the above listed materials for the entire office and share information with the field as appropriate using judgement on which items are relevant for each audience.
- Develop talking points, information briefs (e.g., one-pagers), and presentation materials as needed.
- Develop talking point procedures for office use.
- Schedule and manage relevant webinars with the Field to disseminate updates.
- Coordinate division and/or branch documents within Google drive, internal website, and listservs.
- Coordinate office information on externally facing website.
- Response to Mission requests and help coordinate field requests for TA and provide support, as appropriate. Follow up to ensure completion of requests.
- Participate in cross-agency and interagency forums related to the work of the assigned division and/or branch.
- Create visuals based on office requests for infographics, maps, and flowcharts.
- Schedule team meetings and events; Support team with general logistics/support; maintain team calendar, call lines, meeting setup and logistics.
- Provide administrative support for hiring actions, onboarding of new staff, meetings logistics, Front Office taskers, and memos, as needed.
- Document minutes/notes of regular division and/or branch meetings, or other partner meetings, as required.
- Coordinate with FOIA officers on ad hoc requests.
- Participate in professional continuing education, skills training and professional meetings to enhance relevant technical skills and career development.
- Complete and execute an Individual Learning and Training Plan and Annual Work Plan.
Performs other duties as assigned.
E. Minimum Qualification Requirements
- Bachelor’s degree and 5 years relevant experience or Master’s degree and 3 years or more of relevant experience in international health, strategic communications or public affairs or international development and other related fields.
- At least 3 years of professional experience with one or more public health disciplines (such as Health Communications, HIV/AIDS, Infectious Disease, etc); job duties and responsibilities generally related to the PD.
- A demonstrated general interest in international development and global health is desirable.
- Strong organizational skills.
- Experience in project administration and management procedures preferred.
- Some knowledge of USAID rules, regulations and capacity building concepts is a plus.
- Strong oral, written communication and comprehension skills.
- Ability to handle multi-tasking well.
- Excellent interpersonal skills.
- Ability to effectively present information and respond to questions from team members, managers, and others.
- Strong quantitative and analysis skills.
- Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint).
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- International travel, ranging from 5-15%.
- US Citizen or US Permanent residence with the ability to obtain and maintain facility access clearance is required.
F. Clearance Required
- Facility Access
Credence Management Solutions, LLC and Public Health Institute are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or disability.
This position described in this announcement falls under a contract with USAID, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions. Specifically, TPs placed in USAID positions will not perform inherently governmental functions, nor supervise any employees other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government.
Please note: The Public Health Institute (PHI) and its partner, Credence Management Solutions, are both employers for the Global Health Technical Professionals (GHTP) project which provides expertise in support of USAID global health programs. The hiring of this position will be through the PHI and as such the selected person will become a PHI employee. Your applicant data will be shared with both organizations.
The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.
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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.