Social Solutions

  • Program Assistant-PRH

    Job Locations US-VA-Crystal City
    Posted Date 2 weeks ago(2 weeks ago)
    ID
    2018-1260
    # of Openings
    1
    Category
    Public Health
  • Overview

    Social Solutions International, Inc. is a woman and minority-owned company. Social Solutions emphasizes quality research and evaluation, training and technical assistance, and institutional support services. We are a mission-driven organization that believes that superior science can improve the world. Social Solutions is dedicated to the creation of social and health solutions to improve the welfare of underserved populations worldwide. 

     

    The United States Agency for International Development (USAID) has contracted through Social Solutions International to recruit and hire qualified individuals for the following position:

                     

    Title: 

    Program Assistant-PRH

    United States Agency for International Development, Bureau for Global Health, Office of Population and Reproductive Health (USAID/GH/PRH)

     

    Application Deadline:   Open Until Filled

     

    GENERAL DESCRIPTION:

    This position is located in the Office of Population and Reproductive Health’s (PRH) Front Office (FO) of the Bureau for Global Health (GH).  The Program Assistant (PA) performs a wide range of cross-cutting and complex duties and works directly with Bureau and Agency personnel at all levels in the performance of duties and responsibilities.  S/he works closely with two Deputy Directors and reports to the Office Director. 

    The PA performs a variety of both analytical and administrative duties.  These duties range from administrative tasks such as scheduling briefings and meetings and maintaining 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 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 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.  To perform this job successfully, the PA is expected to become familiar with Office/division technical issues, policies, 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.

    Responsibilities

    Specific duties to support PRH and the GH Bureau include, but may not be limited to: 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.
    • Manages information gathering for Agency travel approval process; prepares memos for approval of conference attendance and assists staff with ECTAS entries.
    • Maintains or provides assistance with administrative tracking systems (e.g., Human Resources, Financial, Reporting, etc.) and assists in the design and maintenance of spreadsheets and databases to support division and Office-level analyses.
    • Researches, plans, analyzes, and organizes technical information and develops data for use in briefings, publications, and reports. Recommends 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.
    • Liaises with PRH Senior Budget Analyst to respond to information requests from the Office of Policy, Programs, and Planning related to GH strategic planning, budgeting, programming, and procurement functions.

    Administrative Support

    • 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.

    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.
    • Assists in developing technical updates and other technical/policy communication to the field.
    • 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.

    Qualifications

    The requirements listed below are representative of the knowledge, skill, and/or ability required.

    The position requires a High School diploma and 4 years of relevant professional experience, or equivalent combination of education and experience.  Requires strong quantitative and qualitative analytical skills.  Requires 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.  Candidate must have strong attention to detail and organizational skills.  Candidate must be able to juggle competing assignments and prioritize multiple work streams effectively.  Applicants selected will be subject to a government security investigation and must be able to obtain and maintain, at a minimum, a Secret security clearance.

     

    LANGUAGE SKILLS:

    The incumbent must have excellent oral and written communications skills in English.  The position also requires the ability to read, analyze, and interpret technical documents for purposes related to management and office support.  The incumbent must be able to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. 

     

     

    MATHEMATICAL SKILLS:

    The incumbent must have a strong ability to work with mathematical and economic concepts such as fractions, percentages, ratios, and proportions for reports and financial tracking systems.  Must be proficient with basic financial management and budgeting concepts.  Must have excellent Excel skills. 

     

    REASONING ABILITY:

    The incumbent must have excellent analytic skills and reasoning ability.  The incumbent should be able to work under moderate supervision and bring a problem-solving approach to carrying out duties.  The successful candidate will demonstrate initiative and an eagerness to learn technical and program management. 

     

    CERTIFICATES, LICENSES, REGISTRATIONS:

    None are required.

     

    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.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

     

    Social Solutions International offer competitive salaries and comprehensive benefits. Please submit your resume online at www.social solutions.biz

     

    Social Solutions is an 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, sexual orientation, gender identity or any other characteristic protected by law.

                                                                          

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