Junior Program Assistant
Posting Number: #074-22
Position Title: Junior Program Assistant
Closing Date: Until Filled
Location: Washington, DC
A. Position Identification
|Position Working Title:||Junior Program Assistant|
|Work Location:||500 D Street SW Washington, DC|
|Project Supervisor Name:||TBD|
|Work Status:||X Full-time ☐ Part-time hours per week|
|Labor Category:||Junior 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.
USAID’s global health priorities include to prevent child and maternal deaths and control the HIV/AIDS epidemic, and contribute to the global Family Planning 2020 goal of enabling an additional 120 million women and girls in the world’s 69 lowest-income countries to access modern contraception. These advances call for a focus on the availability of affordable and high-quality family planning/reproductive health (FP/RH) commodities to clients. The CSL Division thus works to ensure the long-term availability of a wide range of high-quality contraceptives and FP/RH commodities through public and private services. This requires that CSL provide technical leadership and coordinate within GH, with USAID field missions, as well as with other U.S. Government agencies and multi- and bi-lateral donors, foundations, manufacturers, and other private sector partners, all of which the Junior PA will support. The Junior PA’s support will be primarily to CSL’s Supply System Strengthening Advisers (S3A) Team. S3A is composed of ten professional staff that provide management and technical leadership for a technical assistance portfolio valued at approximately $40 million, largely funded by USAID field Missions. The work of S3A focuses on the CSL strategic focus areas to provide technical assistance to support public and private entities to transform their national and subnational supply chain structures to be self-reliant, resilient, and responsive to local contexts and needs, with an eye to the future; and serve as a thought leader and trusted resource in the global public health supply chain community, with the ability to move and inspire others to action.
C. Position Summary:
The Junior Program Assistant (PA) will primarily support the Commodity Security and Logistics Division (CSL) and the Division’s Supply Systems Strengthening Advisors Team (S3A), in the Office of Population and Reproductive Health (PRH), Bureau for Global Health (GH) as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will perform 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 assisting with more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program and projects, and designing and maintaining spreadsheets in support of project monitoring and program tracking systems. The Junior PA plays a key role in facilitating communication on key areas of work within the S3A Team, the CSL Division, and outside of the Division. The Junior PA will work closely with the S3A team and provide input on technical and management areas relevant to the team. The Junior PA will also assist in areas such as country backstopping, overall administrative support, and other duties as required for the Division. With moderate supervision, the Junior 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 policies and guidelines as well as corporate practices and procedures. The individual is expected to become familiar with Agency, PRH, and CSL technical issues and priorities. To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
D. Essential Duties and Responsibilities:
- Provides administrative and technical support for the management of CSL projects, including the $500 million Global Health Supply Chain – Technical Assistance project and its task orders, the $1.1 billion Global Health Supply Chain – Procurement and Supply Management Task Order 3 project, and future projects for supply chain technical assistance under the Next Generation Global Health Supply Chain Suite of Programs.
- Attends project management meetings and provides necessary follow-up on action items at the direction of the project management team and technical advisors. Provides assistance to ensure implementing partners produce financial and technical reports and other deliverables in a timely/consistent manner and as required by project agreements.
- Provides support to project management teams for project results reviews, budget requests, and other routine requests for information, and assists with the evaluation and final presentation of project work plans. Tracks and provides follow-up for Office of Acquisition and Assistance (OAA) actions in support of CSL projects, coordinating as appropriate for questions and next steps.
- Assists to collect and analyze data and draft responses to ad hoc requests from stakeholders in and outside the Agency (Congress, other donors, GH Front Office, PRH Front Office, etc.) regarding the work of S3A and CSL.
- Responds to requests for financial data and supports CSL’s Financial Analyst in financial management and reporting responsibilities. This includes tracking project expenditures and pipelines, and liaising with Missions and the PRH Front Office to ensure adequate and available funding to support the CSL portfolio.
- Keeps abreast of new developments and emerging issues related to commodity security by attending meetings and workshops. Assists to formulate recommendations and actions for S3A and CSL in response to these developments and share with colleagues.
- Assists technical staff in the preparation of program documents and correspondence, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
- Assists in the collecting, organizing and analysis of technical and statistical information for use in briefings, publications, and reports. Recommends formats for reports, ensuring consistency with USAID standards, and prepares relevant graphics and presentations.
- Plans, schedules, and participates in meetings of USAID staff, project staff, and other partner staff. Prepares agendas, takes notes, and reports on decisions and next steps.
- Serves as CSL country back stop as assigned, providing headquarters customer support to USAID Missions for their commodity and technical assistance portfolios.
- Participates in GH Country Team activities as requested.
- Maintains or provides assistance with administrative tracking systems (including updating contract files, contract modifications, and project records reconciliation), and assists in the design and maintenance of spreadsheets and databases to support these systems.
- Organizes and maintains office files including hard and soft files.
- Collects and makes arrangements for distribution of material to the USAID Missions, USAID/W offices, host country institutions, and cooperating agencies.
- Maintains division travel calendar and travel requests. Updates and maintains other relevant division materials, contact lists, reference sheets etc.
- Provides short term backstopping support as requested for technical staff.
- Performs other duties as assigned.
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.
- PhD/Master’s/Bachelor’s degree and a minimum of 1 year of relevant experience, Associate’s degree and 3 years relevant experience, OR High School graduate and 5 years of relevant experience.
- Strong quantitative and qualitative analytical skills.
- Strong attention to detail and organizational skills.
- Proficiency in the use of Google applications (Google Docs, Sheets, Slides, internet and email applications) and the Microsoft Office Suite (including Word, PowerPoint, Excel).
- Ability to manage multiple assignments and prioritize work streams effectively.
- Strong oral and written communications skills, with the ability to effectively assist in gathering, organizing and presenting information for diverse customers (managers, co-workers, general public, etc.) in a collaborative manner with an eagerness to assist in the objectives of the Division.
- Proficiency with basic financial management and budgeting concepts.
- Ability to work proactively under moderate supervision and bring a common-sense understanding and problem-solving approach to carrying out duties.
- Ability to take initiative and have an eagerness to learn technical and program management.
- US citizenship or US permanent residency with the ability to obtain and maintain Facility Access required.
- 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.
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.
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
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