Senior Program/Office Management Assistant with Security Clearance

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Job description

Tuvli, an Akima company, is hiring for a Senior Program/Office Management Assistant to support our DoS client located in Washington, DC. EUR/ACE requires Senior Program/Office Management Assistant to coordinate and facilitate/manage foreign assistance processes and federal awards. The Senior Program/Office Management Assistant is responsible for collaboration and coordination with budgetary, administration, and management tasks such as: assisting with preparing and/or tracking taskers, creating templates, creating training documents, assuring points of contacts are current; and obtaining senior level approval and/or clearance on documents. The Senior Program/Office Management Assistant will also assist in drafting and formatting country/topic specific products; track budgetary approval processes; manage document libraries on the shared drive/sites. Senior Program/Office Management Assistant will support the coordinator's participation in meetings with foreign officials and other international and multilateral events that feature discussion of foreign assistance, and/or participate him/herself. The incumbent(s) will perform office support duties to include but not limited to assembling documents in orientation binders for new staff, delivering documents to various Department offices. Incumbent(s) responsibilities include overseeing and coordinating projects and other initiatives to achieve goals. Monitor and ensure compliance of management controls, especially in regards to grants, contracts, and interagency agreements. Provides strategic planning and indicator development advice to conducting rigorous quantitative and qualitative research evaluation research. Work with office and program staff to design and implement ongoing program monitoring systems and conduct rigorous programmatic evaluations. Must be comfortable working in a fast paced, international environment. Responsibilities Designs and implements program, management and/or performance monitoring systems
Provides professional and organizational development support such as developing rigorous, relevant, and useful guidance and support to assist in their conduct of SOPs, M&E, including support and guidance on working with grants officer and contracting officer representatives
Consults with staff, partners, and stakeholders to develop and refine monitoring and compliance support needs
Designs and deploys data collection tools like surveys, interviews, focus groups, and observations and conduct a wide array of data analysis and reporting
High-level perspective to ensure projects are executed smoothly and efficiently, while also paying close attention to details
Serves as co-lead on SharePoint issues and training
Coordinates the Terrorist Financing Risk Assessment (TFRA) annual data call process
Supports the coordination process for reviewing and selecting interns for the office
Assists in project and task tracking including sending out reminders and scheduling
Tracks and supports division on compliance of the office's standard operating procedures
Assists with the budget planning, reporting, and execution processes
Enters fiscal budget data in appropriate databases or spreadsheets
Stores and maintains files and documentation in SharePoint, including but not limited to approved Operational Plans, CNs, F memos, etc.
Assists with project and task tracking under the Budget and Administration Director, including sending out reminders and scheduling
Performs office support duties to include but not limited to assembling documents in orientation binders for new staff, delivering documents to various Department offices
Performs as a technical analyst/lead responsible for monitoring and providing monthly reports and deliverables
Prepares briefing checklists, letters, reports, agendas, talking points, meeting minutes, and responses to interagency inquiries
Designs databases or data collection tools (e.g., survey instruments)
Enters and validating data
Assists with the analysis of data
Assists in the creation or review of research reports, briefs, studies, infographics, and PowerPoint presentations
Edits program documents and memos
Maintains core documents and other information related to the program
Analyzes management information requirements to develop program or administrative reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology
Develops reports, letters, and other documents for management programs, policies, and activities
Researches and uses government and private sector best practices to measure and improve customer service, approval workflows, and processing timelines
Analyzes many financial, program planning, bilateral, and program evaluation documents for standard and ad hoc reports, as needed.
Performs administrative and financial analysis; and makes recommendations for changes and improvements
Provides research, spreadsheet development, data collection, and analysis to the program office
Prepares reports such as monthly, quarterly, cumulative semi-annual and cumulative annual reports
Drafts statements of work and assist management with the monitoring of executed tasks Qualifications Bachelor's Degree (in related field) and/or ten (10) years' experience in international affairs/foreign policy, business management, social science, information technology, accounting, or other related fields
At least 5 years of experience in Foreign Assistance processes
At least 10 years of experience with the Department of State and/or U.S. Agency for International Development
Extensive experience managing projects or processes to ensure work and schedule are well defined and maintained
Proven ability to form and lead teams of professionals
Strong organizational and communication abilities, including strong presentation skills
Experience in production, communication, and dissemination of information and ideas to inform and entertain via written, oral, and visual media
Experience in communication programs and policies
Experience with Microsoft office, cloud-based applications, Office 365, and SharePoint
Excellent writing, speaking, and research skills to produce independently prepared, authoritative documents under tight deadlines for consideration by senior managers in the Department
Experience producing, researching, and formulating official responses for written and verbal requests as directed by leadership
Advanced Skills in managing and executing information projects, tasks and deliverables as directed
Ability to evaluate implementation of significant communications and policy changes with appropriate staff and senior management as necessary
Ability to work with subject matter experts to develop, update, or streamline communications templates, processes, and guidance
Experience leading data management and visualization projects
Active Top-Secret clearance Pay Range $70-$75 Benefits SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

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