Program Assistant

  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Jul 26

Position description

Macfadden, a PAE company, is seeking Program Assistants (PAs) to support USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) and USAID’s Office of Food for Peace (USAID/FFP).  USAID/OFDA and USAID/FFP provide U.S. Government humanitarian assistance overseas in response to natural disasters, complex emergencies, and disease outbreaks.  Both offices also support longer-term activities that build resilience and reduce disaster risk among vulnerable populations and mitigate chronic humanitarian need and food insecurity.  As part of USAID/OFDA and USAID/FFP teams based in Washington, D.C., PAs provide administrative, programmatic, and operational support to USAID/OFDA and USAID/FFP staff.  Day-to-day work assignments and oversight are provided by USAID/OFDA or USAID/FFP team leads or deputy team leads, with formal supervisory and evaluation functions performed by a Macfadden contract supervisor.  

Specific PA duties vary based on team assignments.  Depending on the team, PA duties may include and are not limited to:

  • Maintaining activity calendars and team schedules; 
  • Organizing team meetings, calls, or other events, including sending out invitations and reminders, developing agendas, and managing room reservations, phone bridge lines, and other logistics;
  • Attending meetings and events on behalf of a team in a note-taking or administrative-support capacity;
  • Creating and managing folders and filing systems on behalf of a team;
  • Supporting the onboarding of new staff of various hiring mechanisms, including helping them with administrative tasks such as requesting soft tokens or completing badge forms;
  • Drafting, updating, editing, and/or coordinating the collaboration on programmatic, technical, or administrative memos and other documents;
  • Facilitating the clearance of programmatic, technical, or administrative memos and other documents;
  • Researching, collecting, and analyzing data in response to internal or external data requests; and
  • Updating programmatic, technical, or administrative trackers and consistently monitoring data quality.

For PAs assigned to support programmatic efforts, additional duties may include:

  • Conducting the initial review and processing of incoming proposals, including reviewing submissions for completeness, performing initial data entry, and compiling feedback from programmatic and technical staff;
  • Preparing award packages;
  • Organizing and maintaining grant documentation, including grantee reports and correspondence;
  • Tracking grantee evaluation, monitoring, and reporting compliance;
  • Reviewing and preparing post-award management documentation in support of the Agreement Officer Representative; and
  • Monitoring, tracking, and processing programmatic close-out actions.


Education, Experience, and Skills Requirements:

  • Bachelor’s degree with minimum two years of professional/office experience, including internships, OR
  • Master’s degree with minimum one year of professional/office experience, including internships.

Qualified PA candidates should: 

  • Possess excellent judgment and reliability,
  • Have strong attention to detail,
  • Possess excellent oral and written communication skills,
  • Be able to work under deadlines in a fast-paced and collaborative environment,
  • Be flexible and adaptable to changing circumstances, and 
  • Be willing to go the extra mile.

Application instructions

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