Program Assistant- PRH-SDI

Overview:
Opportunity in Arlington, VA
CAMRIS International is an international development and research firm that realizes innovative solutions to health and development challenges through high-quality, cost-effective program and research management services. With experience working in more than 80 countries, we combine our proven systems with todays most effective, evidence-based best practices to improve the lives of people around the world.
The United States Agency for International Development (USAID) has contracted through CAMRIS
International partnered with IAP World Services Inc. (IAPWS), to recruit and hire qualified individuals for the following position:
Title:
Program Assistant
United States Agency for International Development/ Bureau for Global Health/ Office of Population & Reproductive Health/ Division of Service Delivery Improvement (GH/PRH/SDI)
Application Deadline: n/a
GENERAL DESCRIPTION
The program/project assistant provides support to a diverse group of 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 and maintaining program files, to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program documents and designing and maintaining spreadsheets in support of financial tracking systems. The project/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.
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.
Responsibilities:
ROLES AND RESPONSIBILITIES:
The required duties and responsibilities of the Program Assistant include:
Administrative:
Makes photocopies, sends faxes and emails, and performs other routine office duties on an ad hoc basis.
Backstops the Administrative Assistant (AA) to maintain address, telephone and visitors lists.
Designs and updates spreadsheets, flyers 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.
Division Management:
Assists in the preparation of divisions materials for annual results review, financial review and budget request.
Responds to routine requests for information from the Global Health Bureau (GH), Office of Population and Reproductive Health (PRH), Office of Policy, Program and Planning (P3), Office of Acquisitions and Assistance (OAA), and others.
Assists in the preparation of various program documents and correspondence such as activity authorization documents, action memos and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations and standards.
Backstops the AA to maintain and update 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. Assists in long term division strategizing and goal setting.
Assists team members with various tasks and meetings related to their technical specialties.
Project Management:
Works with USAID staff on general management-related activities.
Assists with backstopping for other members of the project management teams during TDY, leave or other absence, including vacancies.
Participates in regular management and technical meetings with project management teams and implementing partners.
Establishes, maintains and initiates the retirement of project files according to regulatory guidelines.
Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, cooperating agencies and others.
Assists with the organization of annual Project Management Reviews by scheduling the meeting and drafting the follow-up memo.
Drafts and circulates program communications such as cables, memoranda, and letters that seek approval or request information relative to project matters.
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.
Stays up to date with government and agency rules and regulations in areas that affect project management, such as changes in procurement processes.
Maintains and provides assistance with administrative and financial tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.
Maintains program database, tracking and entering all project modifications and informing project management teams of updates.
Monitors field support database and informs project management teams of updates.
Updates and tracks project ceiling data against field support and core obligations.
Produces quarterly accrual reports for projects.
Participates in the presentation of project financial information during annual PRH financial review and budget request.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Qualifications:
QUALIFICATIONS, EDUCATION and/or EXPERIENCE
The requirements listed below are representative of the knowledge, skill, and/or ability required.
The position requires a college degree and 1-2 years of professional office experience or high school diploma and 4-6 years of professional office experience. Requires proficiency in the use of Microsoft Office, Internet and e-mail applications including Google documents. Experience in the use of data base applications is recommended. U.S. citizenship and the ability to obtain a SECRET security clearance is required. Flexibility and excellent interpersonal skills are required.
LANGUAGE SKILLS
Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
CERTIFICATES, LICENSES, REGISTRATIONS
None.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.
CAMRIS International and IAP World Services Inc. offer competitive salaries and comprehensive benefits. Please submit your resume online at https://careers-camris.icims.com.
CAMRIS and IAP are Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.
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