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Junior Program Assistant

Posting Number: #073-22

Position Title: Junior Program Assistant

Closing Date: Until Filled

Location: Washington, DC

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A. Position Identification

Position Working Title: Junior Program Assistant
Program: GHTASC
Division: PRH
Department: Front Office
Work Location: 500 D St SW, Washington, DC 20547
Project Supervisor Name: TBD
Work Status:  X Full-time         ☐ Part-time      hours per week
FLSA: Non-Exempt
Labor Category: Junior-level Administrative
PHI Title: Administrative Professional I

 

 

B. Summary Statement

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

We are hiring for positions under the Global Health Training, Advisory, Support Contract (GHTASC) in support of the U.S. Agency for International Development (USAID) Bureau for Global Health (GH). These roles deliver institutional support services in a wide range of technical areas at the junior, mid-, senior, and expert levels.

The Office of Population and Reproductive Health provides strategic direction and technical leadership for the development of USAID population, voluntary family planning (FP), and related reproductive health (RH) strategies and for programs and projects to implement these strategies; plays a technical leadership role with other donors on health, population, voluntary family planning, and reproductive health; and ensures compliance with congressional and Administration priorities, directives, and requirements; and provides information on USAID’s population, family planning and reproductive health programs.

 

 

C. Position Summary:

The Junior Program Assistant will primarily support the Office of Population and Reproductive Health’s (PRH) Front Office (FO) of the Bureau for Global Health (GH) as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will perform a wide range of cross-cutting and complex duties and work directly with Bureau and Agency personnel at all levels in the performance of duties and responsibilities.  They closely with the Office Director, two Deputy Directors, and the Senior Partnership Advisor.

The Junior PA performs a variety of both administrative and analytical duties.  These duties range from administrative tasks such as scheduling briefings and meetings, maintaining and monitoring Front Office 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 office tracking systems.  The Junior PA works closely with the Front Office team on technical and management issues.  S/he also works with other members of PRH’s Senior Staff and other PAs and Administrative Assistants (AAs) to facilitate Office-wide planning and reporting events, overall administrative support and other duties as needed.

The Junior PA ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously.  S/he must develop a working knowledge of Agency, Bureau, and Office policies, guidelines, practices, and procedures as well those of our partners.  To perform this job successfully, the Junior PA is expected to become familiar with Office/division technical issues, policies, partnerships and workforce.  The individual must be able to perform each essential duty below satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

D. Essential Duties and Responsibilities:

Information Collection, Analysis and Use

  • Gathers information and documents for program activity planning, implementation, monitoring and evaluation from within PRH and from other USAID offices and Missions, State Department, and external partners.
  • Maintains or provides assistance with administrative tracking systems (e.g., Human Resources, Financial, Reporting, Research Management etc.) and assists in the design and maintenance of spreadsheets and databases to support division and Office-level analyses. Enters data, generates codes as instructed, undertakes simple analysis and generates reports.
  • Researches, plans, analyzes, and organizes technical information and pulls data for use in briefings, publications, analyses and reports. Assists with preparing presentation slides, and implements correct formats for reports and presentations, ensuring consistency with USAID standards.
  • 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.
  • Collaborates with technical staff in the preparation of various program documents and correspondence, ensuring that all documentation is complete and in compliance with USAID regulations.
  • Supports PRH’s role in partnerships including Family Planning 2030 (FP2030) and the Ouagadougou Partnership (OP) by tracking, assembling and sharing information with stakeholders, coordinating review of documents and attendance at partnership meetings. Also supports the participation of the Senior Partnerships advisor in internal working groups focusing on FP/RH and integration into other health/non health sectors.

Administrative Support

  • Acts as a timekeeper for PRH direct hires through the WebTA system.
  • Has working familiarity with schedules of PRH FO staff in order to serve as POC for internal and external meeting requests.
  • Coordinates and provides travel support as needed, including maintaining the Office travel matrix, facilitating travel approval meetings and organizing travel for the Director and Deputy Directors.
  • Supports PRH Front Office leaders in revising/editing presentations, documents and strategies as necessary.
  • Schedules and organizes meetings for a variety of stakeholders and ensures necessary follow-up is carried out. This may include designing and executing PRH retreats and planning meetings, PRH partners’ meetings, PRH program portfolio or budget reviews, and contributing to Bureau-wide committees.
  • Prepares and distributes minutes/notes from Office-level meetings and other meetings as requested.
  • Coordinates PRH participation at global level conferences and meetings including International Conference for Family Planning, FP2030 Regional workshops, Ouagadougou Partnership Annual Meetings and other relevant platforms.
  • Supports the Senior Partnership Advisor in monitoring budgetary and programmatic progress of any partnership related awards.

Office Logistics and Systems Support

  • Liaises with PDMS on logistical and systems support, including space planning and assignments; network, remote and telephone access; equipment and supplies; security clearances and badges; and maintenance of Vital Records, Emergency Contact Information, Continuity of Operations Planning (COOP) and Emergency Procedures.
  • Works with other Front Office teams as necessary, including Communications, Budget and Compliance Teams.
  • Analyzes available technologies and encourages 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.
  • Proactively identifies logistical and management obstacles and solutions to ensure smooth Front Office program decisions.

Communications

  • Assists Front Office staff in the preparation of documents and correspondence, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards, developing agendas for meetings, drafting meeting notes to disseminate; identifying new and innovative ways to facilitate communication across the Office and Agency.
  • Manages the Front Office Google drives related to Office communication and administration, personnel/staffing and research/strategic budgeting.
  • With FO guidance, drafts program communications such as notes, guidance, memoranda, emails, and letters that seek approval or request information relative to program matters.
  • Formats communications documents for internal and external audiences as needed.

 

E. Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications

  • PhD/Master’s/Bachelor’s degree and a minimum of 1 year of relevant experience, Associate’s degree and 3 years of relevant experience, OR High School graduate and 5 years of relevant experience.

Other Qualifications

  • Strong quantitative and qualitative analytical skills.
  • Proficiency in the use of Google applications such as Sheets, Microsoft Office with an emphasis on Excel spreadsheet skills, PowerPoint, internet and e-mail applications.
  • Must have strong attention to detail and organizational skills.
  • Must be able to juggle competing assignments and prioritize multiple work streams effectively.
  • US citizenship or US permanent residency with the ability to obtain and maintain Facility Access required.

 

F. Competencies

  • Creativity: Employee takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
  • Customer Service: Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
  • Interpersonal Relationship: Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients and other outside contacts.
  • Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met. Pursues efficiency and effectiveness and adheres to Organization policies and procedures.
  • Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the Organization.

 

G. Application Information:

Prior to submitting your application, please ensure that all relevant experience and education is documented on your resume. There is no limitation to resume length; updates to resumes will not be accepted during the interview and selection process.

 

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

 

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

 

EEO STATEMENT

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.

 

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

 

ADA STATEMENT

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

This position described in this announcement falls under a contract with the Federal Government, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions.  Specifically, employees placed in agency positions will not perform inherently governmental functions, nor supervise any personnel other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government

 

TTH volunteers, United Against COVID

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