Social Solutions

Program Assistant

Job Locations US-DC-GHSI
ID
2021-1738
# of Openings
1
Category
GHSI - Public Health

Overview

Social Solutions International, Inc. (Social Solutions) is a Hispanic and woman-owned business emphasizing 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.

Overview of the Position

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

 

Title: Program Assistant 

Location: 500 D Street SW, Washington, DC 200024

Application Deadline: Open until filled

Salary Range: GS-8 equivalent

 

The Program Assistant provides 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 briefings and meetings 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 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

Project/Program Tracking, Data Analysis & Documentation:

  • Prepare and compile research to identify, analyze as well as update program and technical information.
  • Organizes technical information to support input for use in briefings, publications, and reports. Provides support for formatting and reviewing partner progress and other reports, ensuring consistency with USAID standards.
  • Assist budget analyst for preparation and tracking budget and Mission field support levels for each GH project.
  • Assists in determining quarterly accruals as requested.
  • Collaborate with technical office staff in supporting field as necessary, travel to USAID missions as necessary, track, oversee, coordinate, and report on field support.
  • Serves as the point person for travel, responsible for:
    • Processing and tracking status of travel requests for ETD staff through collaboration with the Missions
    • Helping the implementing partners attain travel clearance by preparing, transmitting, and tracking all travel cables.
    • Keeping an office TDY/leave calendar, and maintaining files of key travel documents for staff and contractors on travel duty (including clearance cables, travel plans, and emergency contact information).
    • Supports ETD AORs in project management and tracking ongoing activities as needed.
  • Provides backstopping when necessary.
  • Assists USAID missions and GHS field staff as needed.
  • Maintain filing system, including records retirement for GH offices, both paper and electronically.
  • Maintains subject files of correspondence and reports. Prepares files for storage or destruction, as appropriate.
  • Assist in development and preparation of program documents, such as waivers, authorization documents, action memos, congressional notifications, and powerpoint presentations.
  • Assists technical staff in ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
  • Drafts program communications such as cables, memoranda, and letters that seek approval or request information relative to program matters.
  • Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.
  • Organize and participate in program, portfolio, and strategic objective reviews.
  • Supports the maintenance of databases and spreadsheets for program and budget tracking.
  • Maintains/or provides assistance with administrative and financial tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.
  • Review, update, and retire Bureau and office files, both paper and electronically.
  • Within assigned office/division, schedule/track technical meetings and special events.
  • Support collection 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. 
  • Schedules meetings ,books rooms, and drafts and distributes minutes of key technical meetings, noting any key actions for follow up.
  • Plan and coordinate logistical support for conferences and events.
  • Organizes or provides operational assistance for events/ conferences/ meetings hosted by ETD. 

Serves as the point of contact for all ETD administrative and operational matters.

Other duties as assigned.

Qualifications

  • Associate’s degree in related field and 4+ years’ relevant experience or equivalent combination of education and experience.
  • Employee demonstrates compliance with safety regulations, rules of conduct, other applicable laws and regulations and company policies.
  • Employee takes initiative to propose new ideas/approaches, and demonstrates ability to find new and better ways to accomplish work.
  • 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.
  • Employee is willing to seek out new assignments and undertake additional duties on his/her own, when appropriate.
  • Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients and other outside contacts.
  • Employee has demonstrated levels of theoretical and/or technical and /or practical knowledge appropriate to his/her current position.  Demonstrates understanding of elements of job and provides practical solutions to work problems.
  • Employee demonstrates ability to exercise good judgment and make appropriate decisions as situations arise.
  • Employee demonstrates ability to produce significant amounts of work efficiently and within the time-periods specified.
  • Employee demonstrates ability to arrive to work on time, observe prescribed break/meal periods, and maintain an acceptable attendance record.
  • Ability to produce work that is accurate, thorough and neat. Pays attention to detail. Demonstrates organizational & planning skills.  Work product is meticulous and complete.
  • Employee demonstrates ability to complete assigned tasks and conduct necessary follow up independently.

In order to fully evaluate your eligibility, your resume must include relevant paid and non-paid experience showing dates held with month, year and hours worked per week for each position.

Equal Employer

Social Solutions offers competitive salaries and comprehensive benefits. Please submit your resume online at www.socialsolutions.biz.


Social Solutions is an Equal Opportunity/Affirmative Action Employer. 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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