Program Assistant

Macfadden, Washington DC, United States

Skill Required:, Project/ Programme Management
Preferred Experience: 
1 to 3 Years
Closing Date for Applications: 
28th March, 2019

Job Description

Position Summary

The Program Assistant supports the Africa Response Division (AFD) within USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA), located in USAID’s Bureau for Democracy, Conflict, and Humanitarian Assistance. USAID/OFDA is the lead office for managing and providing U.S. Government emergency assistance overseas in response to natural disasters and complex emergencies.

As part of AFD, program assistants provide administrative and operational support to AFD leadership and staff and facilitate division-wide initiatives and special projects. Day-to-day work assignments and oversight are provided by the AFD Division Director or Team Leads, with formal supervisory and evaluation functions performed by a Macfadden contract supervisor.

Duties include but are not limited to the following:

Administrative Support

  • Provides administrative support to the AFD Division Director and Team Leads;
  • Maintains calendars for AFD Division Director or Team Leads;
  • Provides overall support for regional and division-wide meetings, including scheduling, logistics, note-taking, and coordination with support staff;
  • Coordinates and/or participates in the scheduling, organizing, and execution of conferences and off-site events;
  • Drafts and distributes divisional communications, including meeting notes and action items;
  • Manages electronic filing systems and posts division-wide communications to facilitate information sharing;
  • Drafts and circulates guidance documents for region-specific or office-wide issues at the direction of AFD leadership;
  • Drafts, proofreads, and edits correspondence on behalf of the AFD Division Director or Team Leads;
  • Produces other documents such as instructions, spreadsheets, presentations, and reports as requested by AFD leadership;

Operational/Program Support

  • Assists with onboarding new AFD employees, e.g. facilitate development of onboarding materials and coordinate logistics;
  • Assists AFD staff in tracking completion of competency requirements that determine qualifications for serving on or taking on increasing levels of responsibility on USAID/OFDA response teams;
  • Creates and maintains tracker of staff coverage and gaps on portfolios in the field and D.C. and drafts related staffing alerts and track recruitment process;
  • Manages and tracks all AFD recruitment actions, including drafting memos and scopes of work, with guidance and input from AFD leadership;
  • Tracks, coordinates, and/or compiles responses to information requests submitted to AFD, e.g. FOIAs and audits;
  • Serves as focal point for facilitating or organizing timesheets, leave requests, travel logistics, etc. for AFD staff, including both permanent and detail staff, with approvals provided by AFD Division Director or Team Leads as needed;
  • Liaises with AFD leadership team;
  • Coordinates regional strategy feedback from AFD staff and assists in drafting input into actionable items;
  • Coordinates USAID/OFDA’s Annual Global Meeting and AFD annual meeting logistics with AFD field and D.C. teams;
  • Assists with management and tracking of the division’s budget planning and related taskers, including budget scenario development;
  • Serves as Communications and Records Coordinator for D.C.-based Response Management Teams and/or backstops Program/Grants Assistants, following necessary trainings and as workload allows; and
  • Supports special projects and other duties, as assigned.

Education, Experience, and Skills Requirements

  • BA/BS completion, preferably in a related field
  • At least 1 year of post-college, progressively responsible experience supporting programmatic and/or project operations, including experience supporting senior- and mid-level managers in a government environment
  • Knowledge of USAID or USG rules and regulations related to travel, allowable costs, etc. a plus
  • Strong applied knowledge of the MS Office Suite (Word, Outlook, Excel, PowerPoint) and Google applications is required

Qualified candidates should:

  • Possess extremely strong communication and organizational skills;
  • Be able to multi-task in a fast-paced environment with multiple, overlapping deadlines;
  • Work well with others to ensure that tasks are completed well and on time;
  • Be able to problem-solve and think critically;
  • Have strong attention to detail;
  • Be flexible and adaptable to changing circumstances; and
  • Be willing to go the extra mile.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored security clearance.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.


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