Posting Number: #079-22
Position Title: Program Analyst
Closing Date: Until Filled
Location: Washington, DC
A. Position Identification
|Position Working Title:||Program Analyst (GHTASC-P1-003)|
|Work Location:||500 D St SW, Washington, DC 20547|
|Project Supervisor Name:||TBD|
|Work Status:||X Full-time ☐ Part-time hours per week|
|Labor Category:||Mid-level Analyst|
|PHI Title:||Analysis Professional II|
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 Bureau for Global Health (GH) serves as USAID’s primary source of technical expertise, leadership, and donor coordination for the health sector, including HIV/AIDS, infectious diseases, child and maternal health and nutrition, family planning and reproductive health, and health systems strengthening and reform.
Within GH, the Office of Population and Reproductive Health (PRH) works to advance and support voluntary family planning and reproductive health programs worldwide to reduce unintended pregnancy and foster improved reproductive health behaviors.
Within PRH, the Service Delivery Improvement Division (SDI) develops and applies innovative strategies that improve the performance of individuals, organizations and systems for the sustainable delivery of quality family planning and reproductive health (FP/RH) services. The Division manages global project mechanisms, including Frontier Health Markets, that require technical guidance and support from the private sector team members, including the senior private sector advisor.
C. Position Summary:
The Program Analyst will primarily support the Office of Population and Reproductive Health (PRH), Service Delivery Improvement (SDI) Division as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will provide support to technical staff, performing a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling meetings and presentations, recording and distributing notes, and maintaining program files; to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program and financial documents; reviewing technical and financial reports from implementing partners; and designing and maintaining spreadsheets in support of program and financial tracking systems. The Program Analyst will work closely with the division’s leadership and project management teams and provide input on related management, financial, and technical issues.
The Program Analyst 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, corporate practices and procedures, and the technical areas they support.
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.
D. Essential Duties and Responsibilities:
The required duties and responsibilities of the Program Analyst include:
- Drafts and circulates internal and external communications, including but not limited to emails.
- Designs and updates spreadsheets, briefers, and other documents.
- Schedules regular and ad hoc management and technical meetings for the division and project management teams, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment, and assembling background and informational materials.
- Records, files, and distributes notes from various division and project management team meetings.
- Arranges pre-clearance for, receives, and announces visitors.
- Other administrative duties as assigned.
- Supports the coordination of the Division’s Integrated Services Team (ISD) in the preparation of teams materials for the annual results review, financial review, core country tracking spreadsheet, and budget request for submission to the PRH Front Office (FO).
- Supports the coordination of ISD in tracking and prioritizing team procurement actions and updating the PRH Procurement Action Priority List for submission to the PRH FO and Office of Acquisition and Assistance (OAA).
- Supports the coordination of SDI Program Assistant and Administrative Assistant workloads to respond to routine requests for information from the GH FO, GH Office of Policy, Programs, and Planning (P3), PRH FO, and others.
- Contributes to the completion of the division work plan, travel plan, SDI travel/leave matrix and other division management documents.
- Assists in planning retreats, in-house technical meetings, and other functions.
- Keeps abreast of new developments and emerging issues by attending meetings and workshops. Formulates recommendations for USAID in response to these developments and shares with colleagues.
- Works with USAID staff on general multiple management-related activities. Provides input on related financial and technical issues.
- Assists with backstopping for other members of multiple project management teams during TDY, leave, or other absence.
- Participates in multiple regular management and technical meetings with multiple project management teams and implementing partners.
- Establishes, maintains, and retires multiple project files according to regulatory guidelines.
- Collects and makes arrangements for distribution of materials to the USAID missions, USAID/Washington offices, host country institutions, cooperating agencies, and others.
- Assists with the organization of multiple annual Project Management Reviews by drafting questions, scheduling the meeting, and drafting the follow-up memo.
- Collects and compiles data for use in regular and ad hoc reporting on the status of projects from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensures that schedules and deadlines are met.
- Assists in monitoring project compliance with legislative and policy requirements including periodic site visits to field offices.
- Researches, plans, analyzes and organizes technical and/or statistical information and develops data for use in briefings, publications, and reports. Recommends statistical formats for reports, ensuring consistency with USAID standards.
- Prepares and/or reviews request packages for procurement-related documents, such as subawards, no-cost extensions, restricted commodity requests, and agreement modifications, to ensure that all documentation is complete and in compliance with USAID rules, regulations, and standards. Provides guidance to implementing partners, with AOR approval, on required documentation for procurement actions and provides feedback on how to improve their submissions.
- Tracks procurement actions and facilitates approval process, liaising with project management teams, P3, and OAA.
- Takes the lead in assessing the gaps in current management organization systems, and designs new processes, in accordance with the AOR, that improve speed and efficiency of document reviews, procurement-action reviews, etc.
- Serves as the financial liaison , supporting multiple project management teams in overseeing and facilitating the day-to-day financial management of the projects and serving as the financial point of contact with implementing partners and other operating units.
- Reviews and analyzes financial reports prepared by multiple projects (e.g., Quarterly Federal Financial Report and Quarterly Baseline Report) to produce quarterly accrual reports and annual burn rate and trend graphs. Ensures that reporting adheres to USAID rules, regulations, and requirements.
- Designs and maintains financial tracking systems to ensure that activities are progressing and that spending concerns are addressed and discussed with the project management team.
- Coordinates and ensures all core and field support funds are planned for in FS-AID Database, authorized by respective bureaus/offices, committed to PRH for obligations to the projects, and executed by P3 as a Request for Modification (REQM) and by OAA as award modifications. Informs project management teams of updates.
- Updates and tracks project ceiling data against field support and core obligations.
- Ensures timely submission of all reporting (workplans, annual reports, and other requirements) and supports the project management team in the technical review and approval processes of these reports. Ensures that revised documents incorporate USAID comments.
- Assist in the coordination efforts with colleagues in Maternal and Child Health and Nutrition Office to support the implementation of jointly managed integrated core and field activities within the MOMENTUM Suite of Awards and any follow-on activities.
- Liaise with colleagues in other USAID operating units (Maternal and Child Health and Nutrition Office, Office of HIV/AIDS, Office of Health Systems, Center for Democracy, Human Rights, and Governance) to support the implementation of core and field activities.
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 and a minimum of 2 year of relevant experience, Master’s degree and a minimum of 4 year of relevant experience, bachelor’s degree with 6 years of relevant experience, Associate’s degree and 8 years relevant experience, OR High School graduate and 10 years of relevant experience.
- Requires proficiency in the use of Microsoft Office, Internet and e-mail applications.
- Experience in the use of database applications is recommended.
- 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.
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.
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