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Program Assistant

at USAID in Washington, DC

About the Job

Background:
This position is detailed from the U.S. Global Development Lab’s (Lab) Center for Transformational Partnerships (CTP) Office to the Agency’s Private Sector Engagement (PSE) Team in the Bureau for Economic Growth, Education and the Environment (E3). The Lab is an organization established to harness the power of Science, Technology, Innovation and Partnership (STIP) to significantly accelerate the achievement of foreign policy and development goals. The Lab’s two part mission is: 1) produce breakthrough development innovations; and 2) accelerate the transformation of the U.S. development enterprise.

Duties and Responsibilities:
The incumbent provides general support to the PSE Team, to include maintaining time and attendance records, administrative tasks, preparing program documents and correspondence, researching and ensuring compliance with rules and regulations, and providing customer service to diverse stakeholders. The Program Assistant may serve as an Activity Manager on one or more Center awards or workstreams, helping to manage complex relationships and coordinate activities across one or more teams.

  • Manages various components of the planning and delivery of the PSE Team’s Private Sector Engagement Trainings in Washington and at international locations in collaboration with USAID Missions, including:
  • Coordinating procurement-related activities associated with PSE Team-sponsored training.
  • Managing training registration via USAID University and corresponding with training participants prior to, during, and following training courses.
  • Managing training logistics, including room reservations, securing and distributing supplies, and providing on-site support during selected trainings.
  • Coordinating and facilitating travel for PSE Team training faculty.
  • Backstops PSE Team technical staff on various private sector engagement activities and programs
  • Participates in relevant meetings and contributes to the planning and coordination of field-based PSE support to USAID Missions.
  • Working closely with the PSE Deputy Director and the PSE Team ObjectiveLeads, supporting elements of the development and procurement of private sector partnership activities.
  • Participates in and is the notetaker at staff meetings, and other relevant meetings as requested.
  • Assists in drafting, tracking, and finalizing correspondence, official briefing documents and other types of documents related to project and team management or operation, including executive and/or congressional correspondence, and coordination of regular email correspondence and updates to USAID staff, partners, and other contacts from USAID databases.
  • Maintains calendars and schedules appointments for the PSE management team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
  • Reserves conference rooms or other appropriate facilities, prepares agendas, notifies participants, sets up needed equipment and assembles relevant background and informational materials.
  • Receives and directs inquiries (through email, phone, in-person, and other channels) to appropriate staff members.
  • Routes communications, including clearance of official correspondence, with Bureaus and other operating units and responds to routine requests for information.
  • Coordinates clearance process for documents requiring clearance by management.
    Supports and maintains shared team email in-boxes and team list-serves.
  • Maintains subject and/or project files (electronic and hard copies) for correspondence, program documents, and reports. Prepares files for storage or destruction as appropriate.
  • Assists in on-boarding new staff members and familiarizing them with office standards and procedures and/or participating in their on-the-job training.
  • Receives, tracks, and controls incoming actions, ensuring compliance with regulations and deadlines.
  • Assists members of the PSE management team with travel scheduling, vouchering, and reporting (in alignment with USAID processes and systems).
  • Provides backstopping support to other office assistants on an as-needed basis.
  • Assists by making photocopies, sending e-mails, and maintaining schedules as necessary.
  • Prepares packages for courier pickup.
  • Maintains address, telephone, file and receives, escorts, and announces visitors visitor’s list.
  • Performs other duties as assigned.

Qualifications

Required Qualification, Education and/or Experience:
Requires Bachelor’s Degree and/or minimum of 4 years of relevant experience

Strong Skill-sets Needed:

  • Listening
  • Writing
  • Editing
  • Verbal Communications
  • Teamwork
  • Organizing and Planning
  • Ability to multitask and operate in a quick paced environment

USAID Assumptions and Constraints:

  1. Staff working on this effort must possess the ability to obtain a USAID Facility Access.
  2. Requires compliance with Section 508 of the Rehabilitation Act (29 U.S.C. 794d); USAID Graphic Standards (available at www.usaid.gov/branding), USAID Mission & Core Values (available at http://www.usaid.gov/who-we-are/mission-vision-values) or any successor branding/mission/core values policies.
  3. Requires collaboration with USAID Lab, other Operational Units

Assumptions:

  1. Vendor’s proposed price for this effort is based on the assumptions below. Should any of our assumptions be invalid, a change could be considered under the Project Change Control Process.
  2. If support is required outside of core business hours, Vendor will coordinate with USAID to provide support, with the understanding that overtime will be managed by compensating the resource(s) with time off during the following week.
  3. Vendor will provide staffing to provide the services described within this document.
  4. Vendor and USAID will mutually agree upon the specific activities and schedule to be accomplished by the resources assigned to the scope described within this document to be consistent with the capacity of the resources.

To apply

USAID

USAID is the world's premier international development agency and a catalytic actor driving development results. USAID's work advances U.S. national security and economic prosperity, demonstrates American generosity, and promotes a path to recipient self-reliance and resilience.