Junior Program Assistant -OHA/PPIR

Responsibilities

• Research, identify, analyze, and update program and technical information;
• Maintain up to date tracking sheets and program/project files related to DREAMS and the Youth Branch activities;
• Assist in development and preparation of program documents, to include authorization documents, action memos, and PowerPoint presentations; and ensure professional formatting and editing;
• Support Division- and/or Branch- related communications internally and to the field;
• Support development of technical updates and other technical/policy communication to the field including documents, presentations tools, report templates, trackers, and best practice documents, as needed.
• Within assigned office/division, schedule and track technical meetings and special events;
• Plan and coordinate logistical support for conferences and events; and
• Assist technical staff in supporting field as necessary; travel to USAID missions as necessary;

• Assist with management, and maintenance of the program and project files;
• 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; and
• Coordinate communications and meetings among technical teams, Mission colleagues, and with partners, including note taking, tracking of action items, and follow-up.

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

• Support Division- and/or Branch-related communications to the field, including development and distribution of technical updates and other technical policy communications, documents, presentation tools, report templates, trackers, and best practice documents;
• Schedule and manage relevant webinars with the Field to disseminate updates;
• Manage division and/or branch documents within Google drive, internal website, and listservs; and
• Follow up with applicable POC to ensure completion of requests.

• 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, meeting setup and logistics;
• Provide administrative support for hiring actions, onboarding of new staff, as needed;
• Provide timely administrative support to identify, update, edit, and proof information for Agency/Front Office taskers, memos, and press releases including drafting clear and succinct written summaries; 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 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.
• Strong organizational and problem solving/analysis skills
• 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, and listening skills including note taking, proofing, and editing
• Ability to handle multi-tasking and short deadlines well
• Excellent interpersonal skills
• Ability to effectively present information and respond to questions from team members, managers, and others
• Strong quantitative and analysis skills
• Highly skilled in Microsoft suite of programs (e.g., Word, Excel, PowerPoint) and/or Google Suite
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• 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.

• 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.