SAMPLE ENTRY-LEVEL JOB LISTING: Program Assistant
USAID Bureau for Global Health
USAID Mission: On behalf of the American people, we promote and demonstrate democratic values abroad, and advance a free, peaceful, and prosperous world. In support of America's foreign policy, the U.S. Agency for International Development leads the U.S. Government's international development and disaster assistance through partnerships and investments that save lives, reduce poverty, strengthen democratic governance, and help people emerge from humanitarian crises and progress beyond assistance.
CAMRIS believes that improved livelihoods, health and security are possible in all parts of the world, if people are given access to tools and opportunities through better policies, programs, services, knowledge, present in fair and just societies. CAMRIS is dedicated to improving the human condition where it is most needed, focusing on positive change in areas of public health, social and economic development at the community and national levels.
We have six principles that guide our work. These are:
- Be courageous
- Be responsive
- Be agile
- Do right by others
- Be curious
- Be collaborative
Under the USAID Global Health Support Initiative-II (GHSI-II) CAMRIS is contracted to provide expert technical assistance, including master- and doctorate-level mid-career or senior health professionals, to the USAID Bureau for Global Health (GH), regional USAID bureaus and overseas USAID missions.
As prime contractor for GHSI-II, CAMRIS provides content experts to USAID for technical assistance across a range of activities in the Global Health technical areas of HIV/AIDS, infectious diseases (including malaria and tuberculosis), neglected tropical diseases, maternal/neonatal/child health (MNCH), nutrition, as well as water, sanitation, and hygiene. Under the contract, CAMRIS also provides policy advisors for the Global Health Security Agenda to help prevent avoidable epidemics, detect threats early, and respond rapidly and effectively to biological threats of global concern.
CAMRIS developed a tailored set of processes and systems and integrated these into the GHSI-II Platform to support project activities. CAMRIS consistently recruits, hires, and manages highly qualified candidates to help Global Health meet its objectives. CAMRIS works in close collaboration with USAID requesting offices to articulate their recruitment needs and position requirements. Program management and human resources staff assist with the logistics of interviews and candidate selection. CAMRIS quickly scans and distills hundreds of applicants’ resumes and selects exceptional subject matter experts to meet the dynamic requirements of the USAID Bureau for Global Health.
Under GHSI-II, CAMRIS has provided the USAID Bureau for Global Health with approximately 250 non-direct hires including technical, professional, operational, and support staff over the life of the project to supplement the bureau’s health and management professionals and to support USAID’s health programs at USAID/Washington and regional bureaus and missions abroad.
Within the technical areas listed above, GHSI-II personnel’s responsibilities include a broad range of specialized tasks and functions, including but not limited to the following:
- Project/program leadership.
- Project/program planning, design, scheduling, implementation
- Monitoring and evaluation.
- Performance monitoring and measurement.
- Reporting and documentation of project/program results.
- Communications service and briefings with USAID and foreign country stakeholders.
- Program integration services.
- Policy and budget formulation.
- Program management assistance with intra- and interagency coordination.
Program Assistant (OHA)
GHSI-III - Global Health Support Initiative III
The United States Agency for International Development (USAID) has contracted through Social Solutions International partnered with CAMRIS International, to recruit and hire qualified individuals for the following position:
Office of HIV/AIDS (OHA)/ United States Agency for International Development (USAID)
The Program Assistant provides support to Office of HIV and AIDS’s (OHA) Front Office (FO) leaders, performing a variety of both analytical and administrative 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 works closely with the Front Office team and support leaders on technical and FO management issues. The Program Assistant also works with other members of OHA’s Senior Management Team (SMT) and Program and Administrative Assistants across the entire Office to assist in areas such as reorganization, portfolio review, overall administrative support and other duties.
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 and PEPFAR policies and guidelines, as well as corporate practices and procedures. The individual is expected to become familiar with Office/division technical issues, policies, and workforce.
Specific duties to support OHA and the GH Bureau include:
- Gather information and documents for program activity planning, implementation, monitoring and evaluation from within OHA and from other USAID offices and Missions, State Department, and external partners.
- Draft program communications such as notes, cables, guidance, memoranda, emails, and letters that seek approval or request information relative to program matters.
- Provide and compile technical feedback on draft documents and strategies while staying up-to-date on the latest PEPFAR and USAID strategies and policy documents.
- Create communications documents for internal and external audiences as needed.
- Liaise between USAID/OHA and OGAC, as requested and guided by FO leaders.
- Collaborate with technical staff in the preparation of various program documents and correspondence, ensuring that all documentation is complete and in compliance with USAID regulations.
- Oversee new staff orientation for all hiring mechanisms across all divisions. Engage representatives from each division to ensure full understanding and participation with program.
- Analyze available technologies and encourage innovative use of technology to create efficient workflow by leading training sessions for Google applications and other emerging technologies at appropriate levels for various audiences.
- Coordinate large-scale meetings for a variety of stakeholders, including OHA, USAID, USG partners and implementing partners, and ensure necessary follow-up is carried out. This may include designing and executing OHA retreats and planning meetings, OHA partners’ meetings, OHA program portfolio or budget reviews, and contributing to the interagency PEPFAR meeting.
- Serve as POC and logistics lead during COP/ROP/HOP reviews and Portfolio Reviews by interpreting and outlining deliverables requested by OGAC and designing and facilitating OHA’s FO review process with Budget and Operations Division and OHA technical leads.
- In coordination with the Budget and Operations Division, identify operational and budget integration issues and liaise with Senior Leadership and the Office Professional Development and Management Support to implement solutions. Maintain and analyze data on all operational and administrative workstreams.
- Work across the Office/Bureau to serve as a convening force for OHA and GH AAs/PAs to discuss issues such as space assignments, professional development and other challenges.
- Collect, compile, and analyze 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. Ensure that schedules and deadlines are met.
- Proactively identify logistical and management solutions to ensure smooth Front Office program decisions.
- Collaborate with POWER team to research and draft new Standard Operating Procedures. Track all POWER team SOP development and monitor implementation of approved SOPs, following up as needed.
- Support Senior Leadership in developing strategic priorities and processes. Lead cross-division coordination and management of OHA office-wide technical priorities.
- Support Deputy Director in role as PEPFAR Deputy Principal, staying current on country program data/issues, coordinating with technical staff/RAs, and providing analysis as needed for POART, COP, and other requested reviews. Liaise between technical staff and DPs to prepare notes and materials for weekly DP meeting.
- Track and maintain TDY trip report data, compiling quarterly compliance reports and sharing data and analysis with RAs, SCAs, and DPs as needed.
Specific administrative duties to support the OHA Front Office and the GH Bureau include:
- Support OHA Front Office leaders in organizing meetings; consolidating/writing/editing presentations, documents and strategies in response to stakeholders; and other duties as assigned.
- Oversee the preparation and distribution of minutes/notes from bi-weekly OHA staff meeting as completed on a rotating schedule by the OHA administrative assistants.
- Serve as backup to OHA’s Front Office Administrative Assistant to support all Front Office administrative requirements as assigned.
- Associates degree in related field and 3+ years relevant experience or equivalent combination of education and experience. BA preferred.
- Proficiency in the use of Google and the Microsoft Office Suite is necessary; experience in the use of database applications is recommended.
- Candidates must have a strong interest in organizational management.
- Candidates must be willing to work full-time.
- Ability to travel internationally.
- The incumbent must have excellent writing skills in English. Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- The incumbent must have strong ability to work with mathematical and economic concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems. Must be proficient with basic financial management and budgeting concepts. Must have excellent Excel skills.
- The incumbent must have excellent analytic skills and reasoning ability. The incumbent should be able to work under moderate supervision and bring a problem-solving approach to carrying out duties. The successful candidate will demonstrate initiative and an eagerness to learn technical skills and program management.