Junior Program Assistant

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 will primarily support the USAID- Office of HIV/AIDS, Budget and Operations Division as a Credence Institutional Support Contractor (ISC).

The Bureau for Global Health at the U.S. Agency for International Development (USAID) supports field health programs, advances research and innovation in selected areas relevant to overall agency health objectives and transfers new technologies to the field through its own staff’s work, coordination with other donors, and a portfolio of grants. The Bureau is USAID’s center of excellence and focal point in providing worldwide leadership and technical expertise in the areas of child and maternal health and nutrition, HIV/AIDS, infectious disease, population, family planning and related reproductive health, and health systems. As such, the Bureau aligns resources with identified public health and development needs and influences the global health priorities of the U.S. private sector, U.S.-based foundations, other donor organizations, host country governments, and host country civil society organizations. It also serves as the primary source of technical expertise and intellectual capital to the Agency and other U.S. foreign affairs agencies. The Bureau is the Agency repository for state-of-the-art thinking in biomedical, social science, and operations research and works to produce technical advances and innovations that can be disseminated and replicated at USAID Missions throughout the world.

The Budget and Operations Division (GH/OHA/BOD) is responsible for coordinating OHA’s interactions with the GH Bureau’s lead administrative (GH/PDMS) and program (GH/PPP) offices. BOD oversees administrative, financial, budget and program operations activities internally within OHA, and provides GH/PDMS and GH/PPP with essential PEPFAR-specific context in addressing OHA’s management needs.

The Junior Program Assistant (Jr PA) provides support to technical or 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 and designing and maintaining spreadsheets in support of financial tracking systems. The Jr PA works closely with the assigned team and provides input on related technical issues.The PA also works with other members of the team (and potentially across other parts of the Office or the Bureau) to assist in areas within the purview of the assigned Division and/or Branch; 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 their assigned Office, Division, and/or Branch and must develop a working knowledge of applicable 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

The Junior Program Assistant time will be split between administrative tasks (approximately

60%) and programmatic or technical tasks (approximately 40%)

• Research, identify, analyze, and update program and technical information.
• Coordinate and assist in financial management and tracking 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 retirement for GH offices, both paper and electronically.
• Assist in development and preparation of program documents, to include authorization documents, action memos, Congressional Notifications, and PowerPoint presentations.
• Schedule and organize program, portfolio, and strategic objective reviews.
• Maintain databases and spreadsheets 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 virtual and live conferences and events, including managing reimbursements process for OHA staff.

Quantitative Data & Analytics

• Perform routine and ad hoc data collection exercises and analysis of data as needed, with tight turnaround times.
• Assist with the development of team presentations including synthesized analysis products using Excel, Google sheets, Panorama and/or other statistical software.

Communications/ Knowledge Management

• Support Division- and/or Branch-related communications to the field, including development and distribution of monthly newsletter and other relevant guidance.
• Schedule and manage relevant webinars with the Field to disseminate updates.
• Manage division and/or branch documents within Google drive, internal website, and listservs.
• Manage office organizational chart and other key organizational tracking documents; and
• Manage tracking of consultants and interns and ensure timely approvals.

Administrative

• Schedule and help manage team meetings, retreats and events; Support team with general logistics/support; maintain team calendar, call lines, meeting setup and logistics.
• Provide administrative support for hiring actions, onboarding of new staff, meetings logistics, Front Office taskers, and memos, as needed.
• Document minutes/notes of regular division and/or branch meetings, or other partner meetings, as required.
• Support Division Chief, and senior leadership in other administrative activities as needed.
• Other duties as assigned.

Qualifications

• Bachelor’s degree in a related field and a minimum of 1 years of relevant experience, Associate degree in related filed and 3 years relevant experience OR High School graduate and 5 years of relevant experience or equivalent combination of education and experience.
• Experience in project administration and management procedures preferred.
• Some knowledge of USAID rules, regulations and capacity building concepts is a plus.
• Strong oral, written communication and comprehension skills.
• Ability to handle multi-tasking well.
• Excellent interpersonal skills.
• Ability to effectively present information and respond to questions from team members, managers, and others.
• Strong quantitative and analysis skills.
• Strong organizational skills
• Proficiency in Microsoft suite of programs (e.g., Word, Excel, PowerPoint).
• International or domestic travel, ranging from 5-15%.
• US citizenships or US permanent residency with the ability to obtain and maintain Facility Access clearance 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.