CAMRIS International, Inc. is an international development and research firm that provides innovative solutions to health and development challenges through high-quality, economical program and research management services.
The United States Agency for International Development (USAID) has contracted through CAMRIS International to recruit and hire qualified individuals for the following position:
Title: Program Assistant
This position is located in the Global Development Lab (the Lab), an organization established to harness the power of science, technology, innovation and partnership (STIP) to significantly accelerate the achievement of foreign policy and development goals. Using this vision as the foundation will drive the kind of systematic changes that are needed to accelerate improvements in development methodology. The Lab will achieve this vision through a two-part mission: 1) produce breakthrough development innovations; and 2) accelerate the transformation of the U.S. development enterprise.
The Program Assistant performs a variety of both complex and routine programmatic and administrative duties that are critical to the functioning of the Lab’s Center for Transformational Partnerships (CTP). Her/his duties include both administrative support tasks and program assistant tasks related to Lab programs and advisory services. Programmatic support tasks include providing planning, execution, and logistics support to CTP trainings in Washington, DC and internationally, supporting engagement with external partners, and providing input on special projects. Administrative tasks range from basic office tasks such as scheduling and managing formal correspondence, to more complex tasks such as researching and summarizing information, and supporting meeting facilitation. Additionally, the incumbent maintains the office’s filing system; maintains the office’s time and attendance records for U.S. Direct Hires; orders office supplies; drafts correspondence and cables; directs communications and visitors to appropriate staff; arranges meetings, appointments, field trips/site visits, workshops and conferences for the CTP Director and Division Chiefs.
The Program Assistant must rank tasks in order of importance and impending deadlines and handle multiple tasks simultaneously. The individual must be organized, a strong communicator, motivated and proactive. From time to time, the incumbent will be asked to provide support for events or activities outside his/her regular duties to further the cause of private sector engagement in development.
DUTIES AND RESPONSIBILITIES
- Manages various components of the planning and delivery of CTP’s Private Sector Engagement Trainings in Washington and at international locations in collaboration with USAID Missions, including:
- Coordinating procurement-related activities associated with CTP-sponsored training in coordination with CTP’s program team.
- Managing training registration via USAID University and corresponding with training participants prior to, during, and following training courses.
- Managing training logistics, including room reservations, securing and distributing supplies, and providing on-site support during selected trainings.
- Coordinating and facilitating travel for CTP training faculty.
- Backstops senior CTP technical staff on various private sector engagement activities and programs, including:
- Supporting CTP Global Relationship Managers on their interactions and correspondence with corporate partners.
- Participating in Advisory Services meetings and contributing to the planning and coordination of field-based CTP support to USAID Missions.
- Working closely with CTP Technical Leads, supporting elements of the development and procurement of private sector partnership activities.
- Participates in and is the note-taker at CTP management meetings, staff meetings, and other relevant meetings.
- Other duties as assigned by the CTP management team.
- Assists in drafting, tracking, and finalizing correspondence, official briefing documents and other types of documents related to project and team management or operation, including executive and/or congressional correspondence, and coordination of regular email correspondence and updates to USAID staff, partners, and other contacts from USAID databases.
- Maintains calendars and schedules appointments for the CTP management team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
- Reserves conference rooms or other appropriate facilities, prepares agendas, notifies participants, sets up needed equipment and assembles relevant background and informational materials.
- Receives and directs inquiries (through email, phone, in-person, and other channels) to appropriate staff members.
- Assists with special projects (some of which may require research or training).
- Routes communications, including clearance of official correspondence, with Bureaus and other operating units and responds to routine requests for information.
- Coordinates clearance process for documents requiring clearance by Center management.
- Supports and maintains shared team email in-boxes and team list-serves.
- Maintains subject and/or project files (electronic and hard copies) for correspondence, program documents, and reports. Prepares files for storage or destruction as appropriate.
- Assists in on-boarding new staff members and familiarizing them with office standards and procedures and/or participating in their on-the-job training.
- Receives, tracks, and controls incoming actions, ensuring compliance with regulations and deadlines.
- Assists members of the CTP management team with travel scheduling, vouchering, and reporting (in alignment with USAID processes and systems).
- Serves as CTP’s POC and provides troubleshooting support to CTP staff on travel matters with regard to the electronic country clearance (eCC), LTRAMS, and E2 travel management systems.
- Provides backstopping support to other administrative and office assistants within the Lab on an as-needed basis.
- Serves a Backup front office support for the Lab’s Executive Director.
- Assists by making photocopies, sending e-mails, and maintaining leave, travel, and other schedules as necessary.
- Receives, escorts, and announces visitors.
- Prepares packages for courier pickup.
- Maintains address, telephone, file and visitor’s list.
- Compiles and maintains emergency contact lists.
- Performs other duties as assigned.
- Bachelors degree and 1-2 years of professional office experience or the equivalent combination of higher education and professional experience.
- Strong communications skills
- Ability to prioritize and manage multiple assignments is essential.
- Applicants must be proficient in Microsoft Word, Internet and Excel.
- Experience in the use of database applications is preferred.
- An active secret level security clearance is required.
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