The OTI Program Assistant is a full-time Personal Services Contract (PSC) position at the GS-9 or GS-10 equivalent level and located in Washington, D.C. Offers for this position are due no later than April 5, 2021 at 1:00pm Eastern Time. For full information about this position, as well as instructions on how to apply, please read the entire solicitation at www.OTIjobs.net.
INTRODUCTION:
The OTI Program Assistant will be a member of the Bureau of Conflict Prevention and Stabilization (CPS)/OTI Field Programs Division Management Team, the CPS/OTI FPD Program Performance Management (PPM) or Creative & Digital Teams (CDT), or one of CPS/OTI’s Regional Teams, and reports to one of the two FPD Deputy Chiefs, or his/her designee, or the OTI Regional Team Leader or his/her designee, and is based in Washington, DC. The FPD Management Team overseas regional teams, program strategy, workforce planning and budgets for the division. The FPD PPM and CDT teams consist of technical advisors and specialists in areas including but not limited to M&E, PPM, Data Analysis, Graphic Design and media and provide direct support to OTI country programs. OTI currently has six regional teams as part of FPD: West Africa (WAFR), Europe, Asia, Latin America and the Caribbean (LAC), Southern and East Africa (SEA), and Middle East (ME). OTI’s Regional Teams are responsible for all program implementation-related activity in the specific region.
The Program Assistant’s principal responsibility is to assist the FPD Management Team, the PPM and CDT teams, or one of OTI’s regional teams in the administration and management of existing country programs and participates in new country program assessments as the need arises. This is a program-funded USPSC position, focused on country program implementation support. The Program Assistant must have a strong interest in assisting countries in transition and be able to accomplish a wide range of administrative functions (budget and financial preparation and management, records management, travel assistance, etc.) to help ensure programmatic success. Since work may require continued changes in program direction and implementation, including frequent coordination, the individual will be someone who is highly flexible and willing to work under conditions of ongoing change. The successful offeror will demonstrate sound judgment, excellent communication, interpersonal and analytical skills, be able to build and maintain collaborative relationships with staff in other support divisions and possess a well-developed understanding of US policy interests.
DUTIES AND RESPONSIBILITIES:
At the GS-9 Level:
Under the direct supervision of either the CPS/OTI Deputy Chief, Field Programs Division or his/her designee or Regional Team Leader or his/her designee, the Program Assistant will:
● Provide daily administrative and operational support for FPD Management, OTI Program Performance Management (PPM), Creative Digital Team (CDT), or an OTI Regional Team on a wide array of administrative tasks including but not limited to: scheduling and coordinating meetings; drafting meeting minutes; drafting and tracking memos; ensuring that action items are followed up; filing; and correspondence control;
● Provide backstopping and troubleshooting support to staff through frequent communication and administrative support including but not limited to: coordinating onboarding and repatriation processes; assisting with voucher paperwork and processing; liaising with OTI’s Operations and Management Division and Program Learning and Innovation Division regarding PSC benefits and allowances, training opportunities, institutional support contractor coordination, and other HQ support related functions;
● Assist in the development and management of effective tracking systems for programmatic and personnel action requests, including travel assistance, training logistics, and other management or budget needs;
● Respond to requests for information and taskers regarding OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines. Assist the teams in the creation and/or editing of information products in support of OTI programming;
● Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities and other OTI Task Orders;
● Coordinate and collaborate closely with others in OTI’s Operations and Management Division and Program Learning and Innovation Division to ensure completion of OTI project administration, knowledge management, budgeting, personnel and other administrative actions;
● Evaluate established operational support processes, and make recommendations to improve effectiveness within office and agency policies and guidelines;
● If required, serve as primary or alternate Contracting or Agreement Officer’s Representative (COR/AOR);
● As needed, assist in the design and implementation of new country program operations to include management, logistical, budget, administrative, personnel and contractual issues;
● As needed, provide orientation, training, and mentoring for incoming staff; communicate with supervisor to recognize good performance and communicate where performance needs to be improved;
● As required, perform services under this scope of work at physical locations other than Washington OTI headquarters, including within other USAID offices, bureaus, or other USG agencies; and,
● Serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs for a period not to exceed three months.
At the GS-10 Level:
Perform the same duties as the GS-9 level but with less supervision, greater decision-making authority, and greater independence of action.
● Provide daily administrative and operational support for FPD Management, OTI Program Performance Management (PPM), Creative Digital Team (CDT), or an OTI Regional Team on a wide array of administrative tasks including but not limited to: scheduling and coordinating meetings; drafting meeting minutes; drafting and tracking memos; ensuring that action items are followed up; filing; and correspondence control;
● Provide backstopping and troubleshooting support to staff through frequent communication and administrative support including but not limited to: coordinating onboarding and repatriation processes; assisting with voucher paperwork and processing; liaising with OTI’s Operations and Management Division and Program Learning and Innovation Division regarding PSC benefits and allowances, training opportunities, institutional support contractor coordination, and other HQ support related functions;
● Assist in the development and management of effective tracking systems for programmatic and personnel action requests, including travel assistance, training logistics, and other management or budget needs;
● Respond to requests for information and taskers regarding OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines. Assist the teams in the creation and/or editing of information products in support of OTI programming;
● Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities and other OTI Task Orders;
● Coordinate and collaborate closely with others in OTI’s Operations and Management Division and Program Learning and Innovation Division to ensure completion of OTI project administration, knowledge management, budgeting, personnel and other administrative actions;
● Evaluate established operational support processes, and make recommendations to improve effectiveness within office and agency policies and guidelines;
● If required, serve as primary or alternate Contracting or Agreement Officer’s Representative (COR/AOR);
● As needed, assist in the design and implementation of new country program operations to include management, logistical, budget, administrative, personnel and contractual issues;
● As needed, provide orientation, training, and mentoring for incoming staff; communicate with supervisor to recognize good performance and communicate where performance needs to be improved;
● As required, perform services under this scope of work at physical locations other than Washington OTI headquarters, including within other USAID offices, bureaus, or other USG agencies; and,
● Serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs for a period not to exceed three months.
MINIMUM QUALIFICATIONS:
At the GS-9 Program Assistant Level:
(1) Bachelor’s Degree with a minimum of two (2) years of work experience performing a range of administrative duties, including one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support;
OR
Master’s Degree with a minimum of one (1) year of work experience performing a range of administrative duties, including six months (6) months of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support;
AND
(2) Demonstrated experience overseas or in a cross-cultural environment, including but not limited to: study abroad; living or conducting volunteer work in developing countries; paid or volunteer work for any of the following (either in the US or overseas): US foreign affairs agency, an international assistance organization, local, state, or federal government office (foreign or domestic), a non-government organization, a non-profit.**
At the GS-10 level:
(1) Bachelor’s Degree with a minimum of three (3) years of work experience performing a range of administrative duties, including one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support;
OR
Master’s Degree with a minimum of two (2) years of work experience performing a range of administrative duties, including one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support;
AND
(2) Demonstrated experience overseas or in a cross-cultural environment, including but not limited to: study abroad; living or conducting volunteer work in developing countries; paid or volunteer work for any of the following (either in the US or overseas): US foreign affairs agency, an international assistance organization, local, state, or federal government office (foreign or domestic), a non-government organization, a non-profit.
Please direct questions about this position or the offer process to the OTI Recruitment Team at [email protected].
How to apply
For full information about this position, as well as instructions on how to apply, please visit www.OTIjobs.net.
