Program Assistant (GS 7/9) - USAID Office of Private Capital and Microenterprise

Organization Description

USAID's Office of Microenterprise and Private Enterprise Promotion programs focus on expanding access to finance, markets and resources for people and businesses in developing countries, strengthening their ability to compete in an increasingly globalized economy.

Location - Washington, D.C. 

Job Description

USAID’s recently established Office of Private Capital and Microenterprise (PCM) in the Agency’s Bureau for Economic Growth, Education, and Environment (E3) is looking for a smart, dynamic Program Assistant to support the daily operations of the Office. If hired, the Program Assistant would have the opportunity to be part of a new and exciting startup that is changing the way USAID does business.

Private capital flows to the developing world dwarf official development assistance and play an increasingly important role in the social and economic development of emerging economies. While demand for private investment in developing countries is expanding, and more financial resources are available globally, mobilizing private capital at scale to support development objectives remains a challenge. Using USAID tools and resources to catalyze investments by financial and corporate partners, PCM seeks to serve as a knowledge hub and service center to support the mobilization of resources needed to further the Agency’s mission of ending extreme poverty, while ensuring that investment flows to the developing world are economically inclusive, environmentally sound, socially sustainable, and supportive of our development objectives.
The nature of the startup phase and the cutting-edge work PCM is doing would provide the selected Program Assistant many opportunities for professional development and learning, during an exciting time when the global development community is focused on developing innovative solutions to leverage private capital to finance development and achieve the post-2015 Sustainable Development Goals.

Job Responsibilities

Travel Processing

  • Processes travel requests on receipt of itineraries, including reservations, ticketing, and visas/passports within two working days.
  • Obtains country clearances for international travel via email/cable as appropriate two weeks prior to departure date.
  • Processes Travel vouchers within five working days from traveler’s return.
  • Properly documents the travel in Agency’s electronic systems (e.g., E2i Solutions, E-Trams, etc.). Enters all data in E-Trams system for COR which consists of updating the projected travel, estimated costs as well as justification for travel.
  • Manages, tracks, and analyzes the travel plan and process. Prepares travel authorizations and travel vouchers. Commits Operating Expense and Program funds for travelers.
  • Correspondence Management
  • Reviews office correspondence for proper formatting as prescribed in official agency guidance.
  • Keeps abreast and implements agency guidance to ensure proper document management through clearance processes, electronic filing, etc.
  • Produces documents to a very high standard without need for re-editing prior to clearance and dissemination from office.
  • Prepares correspondence and documents (typing, formatting, preparing as draft and final correspondence, cables and program documents)
  • Distributes correspondence and documents (receive and distribute mail, faxes, cables and other requested information)
  • Tracks, controls, and files documents (log and track documents, standardizes and maintains files according to Agency Records Management directives.
  • Procurement Support
  • Assists in entering Acquisition and Assistance System requests and updates the procurement plan.
  • Using Microsoft Excel, tracks and updates the payment of vouchers for grants. Coordinates with the COR to update vouchers, ensuring that they are logged in cleared by the Contracting Officer Representative (COR) and returned to Financial Management Office in a timely manner, usually within five working days. Analyzes performance of individual CORs in timely voucher processing by using the Excel database function. Analyzes burn rates of largest contracts to help the office with funds management.
  • Assists the Bureau’s Program Office in the accrual process by distributing Accrual work sheets to the CORs and entering modified accrual in the Phoenix system. This process is done quarterly. Prior to the beginning to the exercise, sends out email describing the accrual process and deadlines to prepare Contracting Officer Representatives (COR) as well as gather as information for each obligation, especially for CORs on travel.

General Administrative Support

  • Assists in preparation of routine reports, e.g., weekly reports, calendars of events, lists of publications, etc.
  • Participates in strategic planning by recommending ways to improve office management and identifying future office needs.
  • Provides logistical support for office meetings, brown bag seminar, workshops, conferences, retreats and other events.
  • Maintains Sensitive But Unclassified (SBU) personnel and document files.
  • Develops tracking system to help team leader manage process for timely performance reviews, promotions, and time and attendance.
  • Maintains administrative files and manages records.
  • Serves as WebTA timekeeper (time and attendance) for direct hire employees. This consists of entering time and attendance for employees on a bi-weekly basis.
  • Provides telephone coverage
  • Provides Photocopying/Faxing/Scanning services.
  • Handles data entry, spreadsheets, databases, mailing lists, supply orders
  • Updates and maintains Directors’ calendars to resolve scheduling conflicts.

Budget Support

  • Supports team leaders and analysts in tracking the budget to ensure that it aligns with the procurement plan.
  • Obligates and de-obligates funds in Phoenix system working with E3 Budget Analyst. 

Job Requirements


How to Apply