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Junior Program Assistant

Posting Number: #053-22

Position Title: Junior Program Assistant

Closing Date: Until Filled

Location: Washington, DC

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A. Position Identification

Position Title: Junior Program Assistant
Division: USAID/GH
Department: PRH
Work Location: 500 D Street, SW, Washington, DC 20547
GHTASC’s Supervisor Name: TBD
Work Status:  Full-time          Part-time:        hours per week
FLSA: non-Exempt
Classification/Labor Category: Junior Administrative
PHI Title: Administrative Professional I

 

B. Summary Statement

The Office of PRH provides strategic direction, technical leadership, and support to programs in population, voluntary family planning, and related reproductive health. It manages programs that advance and apply state-of-the-art technologies, expand access to quality services, promote healthy behaviors, broaden contraceptive availability and choices, and strengthen policies and systems to address family planning/reproductive health (FP/RH) needs. USAID is the largest global bilateral donor in the health sector, and the Office plays a technical leadership role for the Agency at international conferences and high-level consultations with other donors on health, population, voluntary family planning, and reproductive health. The Office: 1) provides input to decisions concerning the strategic allocation of financial and human resources in the sector and assists in designing, implementing, monitoring, and evaluating programs; 2) provides a broad range of technical assistance to USAID Missions; 3) ensures compliance with congressional and Administration priorities, directives, and restrictions; and 4) provides information on USAID’s population, family planning and reproductive health programs. PRH is committed to advancing and supporting a more inclusive, diverse, equitable, accessible, anti-racist and learning community and to integrating these values into Office operations, functions, and programming. PRH believes a diverse workforce benefits and enriches the development of all staff and our work.

The PEC Division creates the enabling environment for voluntary family planning in low- and middle-income countries. The Division (with Bureau-wide responsibilities) works across the entire portfolio of Global Health activities to improve the collection, analysis, and use of data in policy making and program planning; and promotes policies, behavior change and community norms that result in improved reproductive and health outcomes.

C. Job Requirements

The Junior Program Assistant will serve in the PEC Division USAID’s PRH Office in the GH Bureau. They will work with and provide support to technical staff in PRH, performing a variety of both complex and routine analytical and administrative duties. Analytical tasks include collecting, compiling, and synthesizing data for various program documents; reviewing and providing feedback on project work plans and products; and designing and maintaining spreadsheets in support of financial tracking systems. Administrative tasks involve scheduling briefings and meetings, maintaining program files, and providing support for sub-awards and vehicle waivers.

The junior program assistant will support various project management teams and provide input on related work. The program assistant will also work with other staff in PEC, PRH and GH to assist in areas such as onboarding new program assistants and analysts and providing overall administrative support. 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, guidelines, practices and procedures.  The individual is expected to become familiar with PRH/PEC technical issues, policies and programs.

D. Essential Duties and Responsibilities:

Project/Program Tracking Data Analysis and Documentation:  Research, identify, analyze, and update program information

  • Provides analytical and research support and drafts various program documents and correspondence such as memos, waivers, and project design documents, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.

Award Administration, Budget and Financial Tracking:

  • Tracks budgets and funding tranches for health policy, evaluation- and/or communication-themed projects. Provides program related administrative and financial support to systems, databases, and file maintenance.
  • Coordinates and provides support to other USAID offices, missions, and bureaus on financial issues relating to PEC cooperative agreements and contracts.
  • Tracks, organizes, and reports on field support actions to help expedite Agency financial processes (for example, ensuring timely obligations and no loss of expiring funds).
  • Reconciles budgets on appropriate forms to support all operating units that buy into central projects. Has ability to manage and work with complex Excel spreadsheets.
  • Provides support to Agreement and Contract Officer Representatives (A/CORs) for budget analysis and recommendations.
  • Maintains administrative and financial tracking systems, including spreadsheets and databases to support the division’s financial management of cooperative agreements and contracts, and develops quarterly accruals reports.
  • Supports the preparation of journal voucher requests for PEC’s policy, evaluation and/or communication projects, facilitating reconciliation of the Phoenix accounting system with partner reports.
  • Provides first-line review of sub-awards to ensure they are complete and adhere to federal regulations and Agency policy, providing feedback to recipient organizations and A/CORs when information is inconsistent or incomplete.
  • Provides first-line review of travel requests and branding requests to ensure they are complete and adhere to federal regulations and agency policy, providing feedback to recipient organizations and A/CORs when information is inconsistent or incomplete.
  • Supports the annual project results and financial review process for reporting to PRH.

Program Document Preparation and Presentations: Drafts program documents, such as action memos, talking points, and presentations using Microsoft Office and Google Docs.

  • Gathers and compiles data and prepares visual communication materials for regular and ad hoc reporting and presentations related to budget requests, financial reviews, and results of projects, at the request of project management teams and division or office leadership.
  • In conjunction with colleagues and division leadership, organizes and ensures smooth implementation of division-level meetings with partner organizations.

Program and Technical Support: Participates in division, office, and bureau-level activities and meetings.  Travels to USAID missions to provide program support, as necessary, if/when opportunities arise.

  • Provides first-line review of all reporting and liaises with technical staff and recipient organizations to ensure that budget requests, financial and technical reports and subawards are prepared and submitted as required.
  • Reviews selected program deliverables and shares feedback with relevant technical and management teams.
  • Participates in all relevant technical and managerial meetings to support the A/COR in project monitoring and work-planning.
  • Participates in all relevant division, office, and bureau meetings for the purpose of understanding and incorporating Agency policy and procedures in daily work and project management.
  • Liaises with colleagues in other GH and USAID operating units to support implementation of core and field activities.
  • In conjunction with other team members, contributes to design and facilitation of management and technical meetings, strategic planning sessions, partner meetings, co-creation exercises, and other events.
  • Supports design, drafting and review of documents to procure mechanisms from concept and design through award. Provides logistical support for procurement selection committees.
  • Other duties as assigned.

E. Qualification Requirements

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

  • Preference for background and interest in health policy, data for decision making, monitoring, evaluation and learning, and/or health communication.
  • Candidates with an interest in international health programming are preferred.
  • US citizen or US permanent resident with the ability to obtain and maintain a Facility Access required.

F. Competencies/Performance Criterion

  • 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. Clearance Required

Facility Access Clearance

 

 

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.

 

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.

TTH volunteers, United Against COVID

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