United States of America: OTI Administrative Program Assistant

Organization: US Agency for International Development
Country: United States of America
Closing date: 21 Mar 2017

JOB DESCRIPTION:

The OTI Administrative Program Assistant is a full-time Personal Services Contract (PSC) position at the GS-7/9/10 levels and located in Washington, DC. Applications for this position are due no later than March 21, 2017 at 1:00p.m. Eastern Time. For full information about this position, as well as instructions on how to apply, please read the entire solicitation at www.OTIjobs.net.

INTRODUCTION:

The Administrative Program Assistant will be based in Washington, DC and provide a range of administrative services in support of OTI program-funded staff who are posted in Washington and the field. The Administrative Program Assistant will work with one or more of OTI’s three divisions: Field Programs Division (FPD), Program Learning and Innovation Division (PLI), or Operations and Management Division (OMD). The Administrative Program Assistant’s supervisor will be determined upon hiring. Given the contingent, operational, and flexible nature of OTI’s political transition work overseas, the Administrative Program Assistant may be required to move from one OTI division or team to another, depending on the operational needs of the office. The Administrative Program Assistant must have excellent skills in organization, time management, communications, customer service, planning, and problem-solving.

DUTIES AND RESPONSIBILITIES:

At the GS-7 “Administrative Program Assistant” Level:

• Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs;

• Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required;

• Coordinate personnel support and action requests for program-funded staff including travel assistance, training logistics, and payroll support;

• Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler;

• Assist in responding to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices;

• Support program budgets and assist with financial planning, management and reconciliation;

• Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities;

• Coordinate closely with OTI’s three divisions – Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division – to attend meetings, report out to the supervisor, and ensure that the supervisor’s priorities are shared with other divisions and teams;

• After an initial learning period, demonstrate an acquired knowledge of agency and offices policies, procedures and guidelines related to field programs and operational support;

• After an initial learning period, provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved;

• Backstop other Administrative Program Assistants across teams, as necessary;

• Perform all other duties assigned by the supervisor to ensure the successful completion of country programs.

At the GS-9 “Administrative Program Assistant” Level:

• Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs;

• Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required;

• Assist in the development of effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support;

• Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler;

• Respond to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines;

• Participate as needed in assessments of new country programs, and the implementation of country program operations including management, logistical, budget, administrative and contractual support;

• Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities;

• Coordinate closely with OTI’s three divisions – Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division – to attend meetings, report out to the supervisor, and ensure that the supervisor’s priorities are shared with other divisions and teams;

• Evaluate established program operational support processes, and make recommendations to improve effectiveness within office and agency policies and guidelines;

• Provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved;

• Backstop other Administrative Program Assistants across teams, as necessary;

• Perform all other duties assigned by the supervisor to ensure the successful completion of country programs.

At the GS-10 “Administrative Program Specialist” Level:

• Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs;

• Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required;

• Assist in the development of effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support;

• Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler;

• Participate in the selection of program implementers such as grantees, contractors, and personal services contractors. If required, serve as Contracting Officer’s Representative (COR) or COR Backstop for contracts or agreements;

• Respond to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines;

• Participate as needed in assessments of new country programs, and the implementation of country program operations including management, logistical, budget, administrative and contractual support. Possible field travel (not likely more than once a year) may be required to provide program support;

• Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities;

• Coordinate closely with OTI’s three divisions – Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division – to attend meetings, report out to the supervisor, and ensure that the supervisor’s priorities are shared with other divisions and teams;

• Evaluate established program operational support processes, and make adjustments to improve effectiveness within office and agency policies and guidelines, and supervisor instruction;

• Provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved;

• Backstop other Administrative Program Assistants across teams, as necessary;

• Perform all other duties assigned by the supervisor to ensure the successful completion of country programs.

MINIMUM QUALIFICATIONS:

At the GS-7 level:

(1) A Bachelor’s Degree with one (1) year of work experience performing a range of administrative duties;

OR

An Associate’s Degree with two (2) years of work experience performing a range of administrative duties;

OR

A High School Diploma with three (3) years of work experience performing a range of administrative duties;

AND

(2) Minimum of six (6) months experience providing support to senior-level management in a professional office setting.

At the GS-9 level:

(1) A Bachelor’s Degree with two (2) years of work experience performing a range of administrative duties;

OR

An Associate’s Degree with three (3) years of work experience performing a range of administrative duties;

OR

A High School Diploma with four (4) years of work experience performing a range of administrative duties;

AND

(2) Minimum of six (6) months experience providing support to senior-level management in a professional office setting.

At the GS-10 level:

(1) A Bachelor’s Degree with three (3) years of work experience performing a range of administrative duties;

OR

An Associate’s Degree with four (4) years of work experience performing a range of administrative duties;

OR

A High School Diploma with five (5) years of work experience performing a range of administrative duties;

AND

(2) Minimum of six (6) months experience providing support to senior-level management in a professional office setting.

Please direct questions about this position or the application process to the OTI Recruitment Team at otijobs@usaid.gov.

How to apply:

For full information about this position, as well as instructions on how to apply, please visit www.OTIjobs.net.

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