Program and Administrative Support Analyst- LAC/CAR (Active Secret Clearance)
Location : Washington, D.C.
Type : Regular Full-Time
We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm supporting some of the most complex development problems worldwide. Are you interested in being part of programs that help government agencies, private companies and donors improve the lives of others? At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and advance critical problems while giving you opportunities to succeed and grow.
Job Title: Program and Administrative Support Analyst
Department/Location: Washington, DC
Reports To: Contract Project Director and USAID LAC Manager
Type: Regular Full-Time
Classification: Full Time, Non-Exempt
The Bureau for Latin America and the Caribbean (LAC) helps to make the U.S. and the Western Hemisphere more peaceful, secure, and prosperous by strengthening the capacity of the governments and private sector entities. Throughout the region, USAID has 13 field offices, 4 regional programs, and Washington-based programs focusing on Cuba, Ecuador, and Venezuela.
The LAC/CAR office is seeking a long term employee to perform Program and Administrative support functions. Due to volume of work and backup requirements, this is one of two Program/Administrative Support Positions in the Office. Incumbent will be part of the Office of Caribbean Affairs (CAR) team and will receive guidance and direction from the requisite country desk officers (CDOs) (Haiti, Jamaica and Eastern and Southern Caribbean (ESC).
Essential Duties, Tasks, and Responsibilities:
Administrative Support Functions:
Principal lead POC for scheduling and coordinating internal and external meetings. Receives and coordinates with Security access to the Reagan Building for visitors.
Responsible for providing scheduling assistance, organizational, and logistical support for meetings, workshops, conferences, and retreat including note taking, tracking action tasks, and follow-up with staff to ensure taskers are completed.
Drafts, manages and coordinates preparation of assigned briefers, interagency taskers, memoranda, talking points, and other official correspondence.
Arranges travel, including itineraries, transportation ECC requests, and lodging; assts prepare travel authorizations and travel vouchers in E2. As needed, accompany Bureau staff on overseas travel to provide administrative and logistics support. Coordinates travel planning between employees and the USAID travel agency.
Appropriately maintains classified information (up to the SECRET level), including the classified safe and duty log, and ensure that classified files are organized in accordance with federal and Agency regulations.
Obtains CLASSNET access and regularly checks for high-side communications relevant to the CAR team.
Provides other administrative support as requested.
Programtic Support Functions:
Responsible for organizing and coordinating weekly reporting requirements for the CAR Office, including Senior Staff Weekly, Mission Director Weekly, Signals and Agency Senior Management Meeting.
Utilizes electronic systems such as E2, GLAAS and CLASSNET to facilitate the work of the office, supporting the entire CAR team with these functions.
Assists with the day-to-day management of the office, including monitoring coverage, providing supplies, and assisting to organize and run office events.
supply chain management
Tracks document flow through the office, including clearance requests and documents for clearance.
Routes documents appropriately within and outside of the office.
Tracks CAR budget , keeping records of both program and OE funds.
Assures that CAR Leadership meets multiple weekly reporting requirements by sending out template documents and tracking their completion.
Incumbent must have active secret clearance.
Strong written and verbal skills, detail-oriented, ability to communicate effectively with a wide range of people.
Must be able to work independently or in teams, ability to multitask and have strong problem solving, organization, and time management skills.
Familiarity with Google and Microsoft suites of applications (Gmail, Google Docs, Google Sheets, and Google Slides, calendars; Excel, Work PowerPoint calendars.
Use of Adobe, including the ability to create and edit PDF documents for electronic signature.
Native English speaker.
PreferredKnowledge, Skills and Abilities:
Able to use common Agency systems (E2, GLAAS, My Services for eCC requests systems, etc.) is a plus.
Bachelor’s degree from an accredited institution in political science, public policy, international development/relations, or related field, and one-year experience preferably in a public or non-profit setting combining administrative support with writing and electronic information and systems management
Working Environment: Work is typically performed in an office environment based in Washington, DC. It will begin with remote work until COVID-19 restrictions change.
Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.
Supervisory Responsibility: This position will be embedded in USAID/Washington LAC and will not have supervisory responsibilities.
Travel: International travel may be required and could include travel to fragile or conflict-prone zones.
Work Authorization: Must be authorized to work in the U.S.A. Visa sponsorship is not available for this position.
IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research and Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management and Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. Are you looking for a company that offers worthwhile opportunities for your professional growth? At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. We are an E-Verify Employer. VEVRAA Federal Contractor.
If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition Team at firstname.lastname@example.org.
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