Junior Program Assistant ID/ETD

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!

Summary

The Junior 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 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 financial 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

Project/Program Tracking, Data Analysis & Documentation:

• Prepare and compile research to identify, analyze as well as update program and technical information.
• Organizes technical information to support input for use in briefings, publications, and reports. Provides support for formatting and reviewing partner progress and other reports, ensuring consistency with USAID standards.

Budget & Field Support Tracking:

• Assist budget analyst for preparation and tracking budget and Mission field support levels for each GH project.
• Assists in determining quarterly accruals as requested.

Backstop & Field Support:

• Collaborate with technical office staff in supporting field as necessary, travel to USAID missions as necessary, track, oversee, coordinate, and report on field support.
• Serves as the point person for travel, responsible for:
• Processing and tracking status of travel requests for ETD staff through collaboration with the Missions
• Helping the implementing partners attain travel clearance by preparing, transmitting, and tracking all travel cables.
• Keeping an office TDY/leave calendar, and maintaining files of key travel documents for staff and contractors on travel duty (including clearance cables, travel plans, and emergency contact information).
• Supports ETD AORs in project management and tracking ongoing activities as needed.
• Provides backstopping when necessary.
• Assists USAID missions and GHS field staff as needed.

Control & Filing/Library Maintenance:

• Maintain filing system, including records retirement for GH offices, both paper and electronically.
• Maintains subject files of correspondence and reports. Prepares files for storage or destruction, as appropriate.
• Establishes and maintains official program files, both hard copies and electronic, on behalf of the Director, Deputy, and other ETD Staff as needed.

Program Document Preparation & Presentations:

• Assist in development and preparation of program documents, such as waivers, authorization documents, action memos, congressional notifications, and powerpoint presentations.
• Assists technical staff in ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
• Drafts program communications such as cables, memoranda, and letters that seek approval or request information relative to program matters.
• Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.

Portfolio Review Support:

• Organize and participate in program, portfolio, and strategic objective reviews.

Management Support:

• Supports the maintenance of databases and spreadsheets for program and budget tracking.
• Maintains/or provides assistance with administrative and financial tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.
• Provide surge support for infectious disease outbreak responses.

Program File Management:

• Review, update, and retire Bureau and office files, both paper and electronically.

Schedule Meetings (Technical & Program Related):

• Within assigned office/division, schedule/track technical meetings and special events.
• Support collection and compiles data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensures that schedules and deadlines are met.
• Schedules meetings ,books rooms, and drafts and distributes minutes of key technical meetings, noting any key actions for follow up

Conference & Event Planning:

• Plan and coordinate logistical support for conferences and events.
• Support collection and compiles data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensures that schedules and deadlines are met.
• Schedules meetings ,books rooms, and drafts and distributes minutes of key technical meetings, noting any key actions for follow up.

Qualifications

• Bachelor’s degree and 1 years, Associate’s and 3 years, or High School and 5 years of professional experience
• Proficiency in the use of Google Product Suite (Google sites, Google Drive, etc.) and the Microsoft Office Suite. Experience in developing graphs and other visuals for PowerPoint slides as well as developing spreadsheets.
• Strong attention to detail and organizational skills.
• Ability to work well as part of a team as well as independently.
• Demonstrated initiative and an eagerness to learn program management and technical skills.
• The candidate must have excellent, demonstrable oral and written skills in English.
• The candidate must have the ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Excellent analytical skills and reasoning ability.
• Proficiency with basic financial management and budgeting concepts.
• Excellent Excel skills.
• US citizenship or US permanent residency and ability to obtain and maintain Facility Access.

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.