Program Assistant, Washington, United States 49 views

Organization: International Business & Technical Consultants, Inc. (IBTCI)
Country: United States
City: Washington
Office: IBTCI Vienna VA
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We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow.
Job Title: Program Assistant
Department/Location: Institutional Support Type: Regular Full-Time
Classification: Employee
Overview:
The Program Assistant for the Africa Bureau Health Team is responsible for a variety of both complex and routine administrative, management support, and programmatic duties. These duties range from administrative-type tasks such as scheduling meetings and maintaining program files to more complex and technical tasks such as researching and analyzing information and data for program documents.
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, guidelines, and procedures. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Responsibilities
Essential Duties/Tasks and Responsibilities:
Maintain health team filing system, including records retirement, both paper and electronic;
Assist in responding to taskers and writing talking points for the AFR Health Team;
Design and maintain tracking system spreadsheets
Participate and take notes in all relevant technical and managerial meetings;
Assists Health Team management in supporting personnel actions and organizing on-boarding of Health Team employees;
Ensure that schedules and deadlines are met;
Assist in the development and presentation of Health Portfolio Reviews for senior management;
Coordinate the development of program documents, such as waivers, authorization documents, action memos, congressional notifications, and presentations;
Coordinate and assist in researching, analyzing and updating program and technical information;
Support Health Team project managers in efforts to strengthen the management capacity, work planning and reporting of Africa Bureau projects;
Assist in scheduling meetings and managing calendar for Health Team management, including scheduling pertinent to the Health Team Leader’s role as a PEPFAR Deputy Principal;
Coordinate event planning and logistics for a wide variety of local and international events as needed, including formal meetings, workshops, webinars, or conferences;
Serve as Health Team liaison to one or more cross-cutting working groups as needed;
Facilitate correspondence between the Bureau for Global Health and other bureaus and offices in the Agency, ensuring that all documentation and correspondence meet deadlines, are complete, and are in compliance with USAID rules, regulations, and standards;
Assist the Health Team’s work with the Bureau for Global Health, the U.S. Department of State, and international donors to ensure coordination of support for the countries in the Africa region, with a particular focus on coordination needed to implement PEPFAR; and
Other duties as assigned.
Qualifications
Minimum Requirements:
Associate’s degree in related field and 3+ years’ relevant experience or equivalent years of education and experience
Proficiency in the use of Google Suite applications (e.g. Gmail, Google Docs, etc) and Microsoft Office, with an emphasis on Excel and PowerPoint skills;
Strong attention to detail and organizational skills;
Excellent analytic skills and reasoning ability;
Ability to work under moderate supervision and bring a problem-solving approach to carrying out duties;
Basic data analytics and visualization skills are desirable; and
US citizenship required as a secret security clearance is required and must be obtained and maintained.
Education: Associate’s degree required.
Preferred Knowledge, Skills and Abilities:
Interpersonal Relationships: Ability to work in cooperation with others and communicate effectively with co-workers, supervisors, and other outside contacts;
Job Knowledge: Demonstrated levels of theoretical and/or technical and /or practical knowledge appropriate to his/her current position. Demonstrates understanding of elements of the job and provides practical solutions to work problems;
Quality of Work: Ability to produce work that is accurate, thorough and neat. Pays attention to detail. Demonstrates organizational & planning skills. Work product is meticulous and complete;
Reliability: Ability to complete assigned tasks and conduct necessary follow up independently;
Productivity: Ability to produce significant amounts of work efficiently and within the time-periods specified; and
Initiative: Willing to seek out new assignments and undertake additional duties on his/her own, when appropriate.
Working Environment: Work is typically performed in an office environment. Currently the company is allowing for remote work due to COVID 19 in the District of Columbia, Maryland and Virginia (DMV) area. This can be updated by the company.
COVID Vaccine status: As a condition of employment, IBTCI requires all new employees to be fully vaccinated against COVID-19. Candidates should be prepared to submit proof of COVID-19 vaccination upon hire or request for an accommodation with HR that is consistent with our COVID-19 safety protocols and policies.
Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.
Supervisory Responsibility: This position does not have supervisory responsibilities.
Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.
Work Authorization: Candidate must be authorized to work in the United States.
About the Organization:
IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.
If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at TalentAcquisition@ibtci.com (Do not send your resume to this account, for consideration please apply in our career page).