United States Agency for International Development/Bureau of Africa/Sustainability and Development/Education Division
The Bureau for Africa (AFR) is the USAID/Washington operating unit charged with managing USAID economic development programs in Africa. The Office of Sustainable Development has the responsibility of providing technical support for these programs. AFR/SD’s technical responsibilities span across all areas of economic development – economic growth, agriculture, the environment, global climate change, biodiversity, water, democracy and governance, education and health. In providing technical support AFR/SD has articulated three development objectives – (1) generating new ideas to improve these development programs, (2) influencing USAID missions in Africa, African governments and development partners to improve their policies and programs by using better information, and (3) strengthening the capacity of African institutions to develop and implement evidence-based policies.
The Program Assistant will provide support for SD/ED. As a critical member of the AFR/SD/ED Washington DC office, the incumbent will work closely with both SD/ED management and the full technical staff. The incumbent, under the supervision of the AFR/SD/ED Division Chief or her designee, will work with all SD/ED technical staff. The Program Assistant provides support to technical staff, performing a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling briefings and meetings, arranging travel and maintaining program files, to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program documents and designing and maintaining spreadsheets in support of tracking systems. 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 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.
DUTIES AND RESPONSIBILITIES:
Office Activities Coordination (50%)
- Systematically evaluates and improves office operations. Uses formal procedures to track memos, briefers, and coordinate other work performed in the office;
- Organizes and manages the travel process using E2 and eCC;
- Controls the supervisor’s calendar, scheduling meetings and appointments without prior approval. On own initiative and with discretion, arranges for representation by a subordinate official when that is desirable;
- Attends meetings, takes notes, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation;
- Maintains subject and project files of correspondence, program documents, and reports. They will prepare files for storage or destruction, as appropriate;
- Arranges meeting space, speakers, and support details for large conferences. Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements;
- Coordinates the purchase of equipment and supplies for the office. Acquires equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases.
- Knowledge of general office automation software, practices, and procedures;
- Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative. Brings significant items in reports, files and correspondence to the supervisor’s attention.
- Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action.
- Receives requests from other offices within the agency for information concerning programs under the supervisor’s control. Assembles requested information from available background data, or follows up to see that subordinates submit the required answers within the specified time.
- Personally prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor’s views and desires.
- Reviews documents requiring coordination by the supervisor for conformance with regulations, grammar, format, and special policies of the organization. Verifies that content has been coordinated, is accurate, and is in compliance with established policies. Returns materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.
- Bachelor’s degree and 1 - 2 years of professional office experience.
- Requires proficiency in the use of Microsoft Office, Internet, Google Drive and e-mail applications.
- Experience in the use of data base applications is recommended.
- Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals.
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- US Citizenship and the ability to obtain a Secret security clearance required.