Senior Program/Office Management Assistant

2 days ago

Washington, Washington, D.C., United States AKIMA Full time
Job Title: Senior Program/Office Management Assistant

Tuvli, an Akima company, is seeking a highly skilled Senior Program/Office Management Assistant to support our DoS client located in Washington, DC.

The ideal candidate will have extensive experience in managing projects and processes, ensuring work and schedules are well-defined and maintained. They will be responsible for coordinating and facilitating foreign assistance processes and federal awards, collaborating with budgetary, administration, and management tasks.

Key Responsibilities:
  • Design and implement program, management, and performance monitoring systems
  • Provide professional and organizational development support, including developing guidance and support for SOPs, M&E
  • Consult with staff, partners, and stakeholders to develop and refine monitoring and compliance support needs
  • Design and deploy data collection tools, conduct data analysis, and reporting
  • Ensure projects are executed smoothly and efficiently, with attention to detail
  • Coordinate the Terrorist Financing Risk Assessment (TFRA) annual data call process
  • Support the coordination process for reviewing and selecting interns for the office
  • Assist with project and task tracking, including sending reminders and scheduling
  • Track and support division on compliance of the office's standard operating procedures
  • Assist with budget planning, reporting, and execution processes
  • Enter fiscal budget data in appropriate databases or spreadsheets
  • Store and maintain files and documentation in SharePoint
  • Perform office support duties, including assembling documents and delivering documents to various Department offices
  • Perform as a technical analyst/lead, responsible for monitoring and providing monthly reports and deliverables
  • Prepare briefing checklists, letters, reports, agendas, talking points, meeting minutes, and responses to interagency inquiries
  • Design databases or data collection tools, enter and validate data, and assist with data analysis
  • Assist in the creation or review of research reports, briefs, studies, infographics, and PowerPoint presentations
  • Edit program documents and memos
  • Maintain core documents and other information related to the program
  • Analyze management information requirements to develop program or administrative reporting systems
  • Develop reports, letters, and other documents for management programs, policies, and activities
  • Research and use government and private sector best practices to measure and improve customer service, approval workflows, and processing timelines
  • Analyze financial, program planning, bilateral, and program evaluation documents for standard and ad hoc reports
  • Perform administrative and financial analysis, and make recommendations for changes and improvements
  • Provide research, spreadsheet development, data collection, and analysis to the program office
  • Prepare reports, including monthly, quarterly, cumulative semi-annual, and cumulative annual reports
  • Draft 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: 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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