Junior Program Assistant-GH/OHA/RES

Summary Statement

Credence Management Solutions employs hard-working, passionate individuals who bring innovation, accountability, and a growth mindset to the many missions we support across the US Federal Government. Employee empowerment is part of the fabric of our corporate culture through which we emphasize opportunity, recognition, reward, and retention. At Credence, we follow the principles of servant leadership and believe that serving and supporting others is critical to both our individual and collective achievements. We have only one measure of success. Yours.

We are hiring for positions under the Global Health Training, Advisory, Support Contract (GHTASC) in support of the U.S. Agency for International Development (USAID) Bureau for Global Health (GH). These roles deliver institutional support services in a wide range of technical areas at the junior, mid-, senior, and expert levels.

We are a diverse, enthusiastic family of subject matter experts, business professionals, and practitioners who all share a common goal of providing excellent services to our government customers. If you want to work in a dynamic and fast-growing environment with highly motivated colleagues, then Credence is the right place for you!

Credence Management Solutions is seeking a Junior Program Assistant. See below for more information on this exciting opportunity and apply to join Credence today!

Position Summary

The Junior Program Assistant (Jr PA) will primarily support the USAID Global Health Bureau’s Office of HIV/AIDS’ Research Division as a Credence Institutional Support Contractor (ISC).

USAID is at the forefront of the U.S. Government (USG) response in the fight against HIV/AIDS. USAID is a key partner in the President’s Emergency Plan for AIDS Relief (PEPFAR), and works closely with other USG agencies on this multi-billion dollar initiative in developing countries around the world. The Bureau for Global Health Office of HIV/AIDS (OHA) is the center of HIV/AIDS technical leadership for the Agency with primary responsibility for the Agency’s HIV/AIDS program. OHA provides strategic guidance, technical leadership, and support to field programs in HIV/AIDS, including direction on allocation of financial and human resources and technical assistance in design, implementation, and monitoring of HIV/AIDS programs.

Within the Global Health Bureau’s Office of HIV/AIDS, the Research Division (GH/OHA/RES) provides technical and programmatic expertise and leadership to: develop the HIV/AIDS research agenda and cultivate strategic partnerships to implement HIV/AIDS research and technology development programs; disseminate research findings and support programmatic and policy applications, including responding to research inquiries; and support sustainable capacity building for HIV/AIDS research. This position works with all elements of the Division’s portfolio including the HIV Vaccine Branch and the Microbicide Branch.

The Junior Program Assistant (Jr PA) will be an essential contributor to the Research Division within the Office of HIV/AIDS. The Jr PA provides support to the team, performing a variety of both complex and routine administrative and technical duties, with a relative level of expertise and extent of required oversight and onsite management, as described below.

The Jr PA provides support to technical and managerial staff, performing routine administrative and analytical duties. These duties range from tasks such as scheduling briefings and meetings and maintaining program files to more complex analytical tasks such as collecting, compiling, and analyzing data for various program documents; designing and maintaining spreadsheets in support of financial tracking systems; and developing communication materials for internal and external audiences. The Jr PA works closely with the assigned team and provides input on related technical issues, especially Division communications activities. The Jr PA also works with other members of the Division (and potentially across other parts of the Office or the Bureau) to assist in areas within the purview of the Research Division; assignments may include country backstopping, overall administrative support and other duties as assigned. The Jr PA ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual is expected to become familiar with technical issues and policies pertaining to the public health focus area(s) of the Office of HIV/AIDS, Research Division, and Microbicide and HIV Vaccine Branches and must develop a working knowledge of applicable USAID and PEPFAR 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

Jr PA time will be split between administrative tasks (approximately 70%) and programmatic or technical tasks (approximately 30%) and may require significant onsite management oversight and guidance.

• Research, identify, analyze, and update program and technical information;
• Coordinate and assist in financial management and tracking central and Mission field support levels for each GH project;
• Assist technical staff in supporting field as necessary; travel to USAID missions as necessary; track, oversee, coordinate, and report on field support;
• Maintain filing system, including records management and archiving of both paper and electronic files for Global Health Offices;
• Assist in development and preparation of program documents, to include authorization documents, action memos, Congressional Notifications, and google slides (PowerPoint) presentations;
• Schedule and organize program, portfolio, and strategic objective reviews;
• Maintain databases and spreadsheets for program tracking and financial management;
• Review, update, and retire bureau and office files, both paper and electronically;
• Within assigned office/division, schedule and track technical meetings and special events;
• Plan and coordinate logistical support for conferences and events;
• Serve as the timekeeper for the Division and backstop other Divisions as needed;
• Assist with project close-out as needed.

Program Management and Financial Monitoring

• Assist with management, and maintenance of the program and project files;
• Support AOR/COR and Technical Advisors in compiling appropriate financial documentation to ensure timely award and sub-award approvals, budget obligations, and agreement/contract modifications;
• Review, discuss, and consult with Technical Advisors and AOR/CORs regarding the approval of work plans, budgets, and activities;
• Support the preparation of various program documents and correspondence such as project authorization documents, action memos, and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards;
• Coordinate communications and meetings among technical staff and with partners, including note taking.

Quantitative Data & Analytics

• Assist with routine and ad hoc data collection exercises and analysis of data as needed, with tight turnaround times;
• Supports the development of team presentations using the Microsoft Office suite, Google suite, Panorama and/or other statistical software.

Communications/ Knowledge Management

• Support Division- and/or Branch-related communications, including development and distribution of monthly newsletter, other internal newsletters, blogs, and other relevant guidance and communications;
• Schedule and manage relevant webinars to disseminate updates;
• Manage division and/or branch documents within Google drive, internal website, and listservs;
• Follow up with applicable POC to ensure completion of requests.

Administrative

• Participate in administrative functions of the office to include coordination of special and recurring projects and reports;
• Schedule team meetings and events; Support team with general logistics/support; maintain team calendar, listservs, call lines, meeting setup and logistics;
• Provide administrative support for hiring actions, onboarding of new staff, offboarding of staff, meetings logistics, Front Office taskers, and memos, as needed; and
• Document minutes/notes of regular division and/or branch meetings, or other partner meetings, as required.

Qualifications

• Bachelor’s degree in a related field and a minimum of 1 year of relevant experience, Associate degree in related field and 3 years relevant experience OR High School graduate and 5 years of relevant experience or equivalent combination of education and experience;
• A demonstrated general interest in international development, global health, and HIV prevention is desirable;
• Strong organizational skills and problem solving/analysis skills;
• Experience in project administration and management procedures preferred;
• Some knowledge of USAID or US government rules, regulations and capacity building concepts is a plus;
• Strong oral, written communication and comprehension skills, and listening skills including notetaking, proofing, and editing;
• Ability to handle multi-tasking and short deadlines well;
• Excellent interpersonal skills;
• Team player who wants to grow;
• Ability to effectively present information and respond to questions from team members, managers, and others;
• Strong attention to detail and data collation skills;
• Proficiency in Google suite (e.g., docs, slides, sheets, etc.) and Microsoft suite (e.g., Word, Excel, PowerPoint);
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form;
• International travel, ranging from 5-15%;
• US citizenship or US permanent residency with the ability to obtain and maintain facility access is required.

Competencies/Performance Criterion

• Innovation: Employee takes initiative to propose new ideas/approaches, and demonstrates ability to find new and better ways to accomplish work.
• Customer Service: 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.
• Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met. Pursues efficiency and effectiveness and adheres to Organization policies and procedures.
• Interpersonal Skills: Employee demonstrates ability to work in cooperation with others and communicate effectively with co-workers, supervisors, subordinates, clients and other outside contacts.
• Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the Organization.

Full salary range for this position is: $45,500 – $80,860 per year with the starting salary determined based on candidate’s knowledge, skills, experience, and education, in addition to budget availability.