United States of America: Program Assistant

Macfadden is an employee-owned, international professional services corporation that applies integrated information technology solutions and program/project management expertise to help solve critical issues impacting the health, safety and security of the world around us. Since 1986, federal agencies have relied on Macfadden for critical support in the areas of international disaster response, development and humanitarian assistance, information technology solutions, financial management systems support and knowledge management and communications.

Today, Macfadden provides innovative solutions that enable our customers to rapidly respond to complex international disaster relief efforts; develop and maintain critical government financial systems, and safeguard key government information systems. We offer a broad range of technical capabilities to solve complex program requirements ranging from international program management and training, grants administration, geospatial information systems, information technology operations, financial systems, and helpdesk support.

With more than 200 employees, Macfadden is headquartered in Silver Spring, MD with multiple client site operations in the greater Washington, DC region and Tidewater, VA area.

Position Summary:

Program Assistants will provide additional program and administrative support to USAID/ Food For Peace (FFP). The Program Assistants will be working with geographical, technical, and/or management teams to improve work streams and efficiency of FFP processes, and to fulfill administrative functions. Day to day work assignments and oversight will be provided by the Team Leader or Deputy Team Leader with formal supervisory and evaluation functions by the Project Manager.
This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of Food for Peace (FFP) which manages emergency and development food assistance projects.

Essential Functions:

Duties may include but are not limited to:
For Geographical Team positions:

• Providing initial review and processing of proposals in the grant review process, reviewing submissions for completeness and accuracy.
• Drafting action memos, requests, and other documentation.
• Creating and circulating award packages and documentation for clearance.
• Creating and managing folders and filing system for concept papers, partner submissions, award files, program documentation, meeting and call notes, memos and waivers, issues communication, etc.
• Coordinating between various internal offices on awards and program information including approvals and program changes.
• Providing data management support to the Geo Division through data entry, data calls, tracking, audit requests, and taskers.
• Tracking the submission of, filing, reviewing, and extracting information from program and financial reports.

For Technical Team Positions:

• Providing research, analysis and data management support to the Technical, Learning and Planning Division.
• Supporting the planning, coordination, and logistics of collaborative, consultative and/or informational technical events.
• Maintaining, editing, and coordinating the collaboration on various technical guidance documents.
• Assisting with country design process for new development projects.
• Tracking technical sector involvement and quality, monitoring data, and reporting compliance in both emergency and development awards.
• Providing award management support for external support mechanisms.

For Administrative Positions:

• Assisting with onboarding of new staff of various hiring mechanisms.
• Liaising with USAID to process memos and other requests to AMS Officers.
• Assisting FFP staff with general office support including but not limited to soft token requests, transit benefits, and badge forms.
• Backstopping the Administrative Assistant in support of the Food for Peace Director and Deputy Director.

For All Positions:

• Coordinating the routing of various documents/memos through the approval chain, following up on pending details, and ensuring deadlines are met.
• Assisting in maintaining trackers and consistently monitoring data quality control.
• Attending and providing coverage at various USAID meetings and public events, as assigned.
• Managing calendar invitations, phone bridge lines, video conference calls (if available), agendas, room reservations, logistics, and note taking for various meetings.
• Researching and obtaining information for routine reports and data requests.
• Serving as a timekeeper for FFP personnel in WebTA, USAID’s time and attendance system.
• Assisting FFP personnel with various staffing memos including premium pay memos, travel compensation (comp) time memos, comp time calculators, overtime memos.
• Assisting with listerv creation and management.

Education/Experience:

Bachelor’s degree required with 1-4 years’ of professional/office experience, including internships.

Skills:

Candidates must have excellent writing, editing, and communication skills. Applicants must be able to meet deadlines and multitask, have strong attention to detail, and work well with others in a fast-paced and demanding environment. Working knowledge of MS Office Suite is required.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored security clearance.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

Macfadden provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Macfadden complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Macfadden expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Macfadden’s employees to perform their job duties may result in discipline up to and including discharge. This policy covers conduct occurring at Macfadden’s offices, client sites, other locations where Macfadden is providing services, and to all work-related activities.

https://chp.tbe.taleo.net/chp03/ats/careers/requisition.jsp?org=MCFA&cws=1&rid=1194