This position is characterized by the performance of a variety of administrative and office support duties. Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information , greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Positions may serve as the primary staff assistant to a department or manager. At the advanced level, may serve as a lead worker or may provide supervision to other employees.
- Managing exchanges of USWDP partnerships from RFA stage to closeout
- Building, maintaining, training others on, and troubleshooting Asana (the in-house Partnership tracking system – training will be provided to the new hire)
- Creating partnership quarterly report templates
- Liaising with CMS to ensure timely submission of partnership quarterly reports
- Drafting and reviewing travel requests
- Helping USWD staff with project travel arrangements and travel expense processing
- Track and copyedit partnership team contributions to monthly and quarterly reports to USAID
- Managing and organizing partnership and USWDP team Dropbox
- Posting consultant opportunities, processing consultant payments
- Submitting monthly FFATA data for partners
- Orchestrating and documenting weekly team meetings, both in person and virtually
- Creating checklists and standard operating procedures for partnership systems
- Fostering relationships with FHI 360 enterprise services (e.g. Travel, Purchasing) to ensure understanding of project and high levels of service
- Assist in responding to ad-hoc requests from USAID, FHI 360, and partners
- Backstopping partnerships and scholarships as needed
- Coordinate with the technical team regarding who will be traveling for various exchanges
- Coordinate with technical team, DCOP, and COP to approve all travel requests for partnership and technical team
- Liaison with FHI 360 Travel Services to process and follow up on technical team travel
- Receive and process technical team EA’s
- Create Invitation Letters for service letter support to be sent to the Afghan Embassy in DC
- Coordinate with FHI 360 Travel services in processing DC partnership team visas
- Create, manage and update relevant USWDP trackers including:
- Travel tracker
- 3 and 6 month USWDP activities calendar
- Flights for Exchanges tracker
- Exchange for Approval Tracker
- Help review and edit TIRF’s
- Scholarship backstopping as needed
- Procure Dropbox subscription monthly
- Distribute weekly update to stakeholders
- Workplan Asana integration
Applied Knowledge & Skills:
- Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understands software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
Experience:
- 3 – 5 Years of related experience.
- Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
- Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Typical Physical Demands:
- Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
Travel Requirements:
- Less than 10%
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