Program Analyst (GS 11 Equivalent)

Overview

Global Health Technical Professionals (GHTP) is a US Agency for International Development (USAID) program that offers early- to mid-career global health professionals the opportunity to advance their careers supporting the USAID Bureau for Global Health and its implementing partners. GHTP is helping USAID improve global health outcomes in communities around the world by building a new generation of global health technical professionals who reflect the diversity of the American people.

Credence Management Solutions, LLC (Credence) is seeking Program Analyst within USAID’s Global Health Bureau, Office of Population and Reproductive Health (PRH) under GHTP.

Note: The application closing date is on June 17,2022

Summary Statement

The Program Analyst is located in the Office of Population and Reproductive Health (PRH), Service Delivery Improvement (SDI) Division. The Program Analyst provides support to technical staff, performing a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling meetings and presentations, recording and distributing notes, and maintaining program files; to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program and financial documents; reviewing technical and financial reports from implementing partners; and designing and maintaining spreadsheets in support of program and financial tracking systems.

Job Requirements

The Program Analyst will work closely with the division’s leadership and project management teams and provide input on related management, financial, and technical issues.

The Program Analyst ranks tasks in order of importance and impending deadlines, and handles several tasks simultaneously. The individual must develop a working knowledge of USAID policies and guidelines, corporate practices and procedures, and the technical areas s/he supports.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

The required duties and responsibilities of the Program Analyst include:

Administrative:

• Drafts and circulates internal and external communications, including but not limited to emails.
• Designs and updates spreadsheets, briefers, and other documents.
• Schedules regular and ad hoc management and technical meetings for the division and project management teams, which includes reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment, and assembling background and informational materials.
• Records, files, and distributes notes from various division and project management team meetings.
• Arranges pre-clearance for, receives, and announces visitors.
• Other administrative duties as assigned.

Division Management:

• Supports the coordination of SDI Program Assistants in the preparation of division materials for the annual results review, financial review, core country tracking spreadsheet, and budget request for submission to the PRH Front Office (FO).
• Supports the coordination of SDI Program Assistants in tracking and prioritizing division procurement actions and updating the PRH Procurement Action Priority List for submission to the PRH FO and Office of Acquisition and Assistance (OAA).
• Supports the coordination of SDI Program Assistant and Administrative Assistant workloads to respond to routine requests for information from the GH FO, GH Office of Policy, Programs, and Planning (P3), PRH FO, and others.
• Coordinates the completion of the division work plan, travel plan, SDI travel/leave matrix and other division management documents.
• Assists in planning retreats, in-house technical meetings, and other functions.
• Keeps abreast of new developments and emerging issues by attending meetings and workshops. Formulates recommendations for USAID in response to these developments and shares with colleagues.

Project Management:

• Works with USAID staff on general management-related activities. Provides input on related financial and technical issues.
• Assists with backstopping for other members of the project management teams during TDY, leave, or other absence.
• Participates in regular management and technical meetings with project management teams and implementing partners.
• Establishes, maintains, and retires project files according to regulatory guidelines.
• Collects and makes arrangements for distribution of material to the USAID missions, USAID/Washington offices, host country institutions, cooperating agencies, and others.
• Assists with the organization of annual Project Management Reviews by drafting questions, scheduling the meeting, and drafting the follow-up memo.
• Collects and compiles data for use in regular and ad hoc reporting on the status of projects from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensures that schedules and deadlines are met.
• Assists in monitoring project compliance with legislative and policy requirements including periodic site visits to field offices.
• Researches, plans, analyzes and organizes technical and/or statistical information and develops data for use in briefings, publications, and reports. Recommends statistical formats for reports, ensuring consistency with USAID standards.
• Prepares and/or reviews request packages for procurement-related documents, such as subawards, no-cost extensions, restricted commodity requests, and agreement modifications, to ensure that all documentation is complete and in compliance with USAID rules, regulations, and standards. Provides guidance to implementing partners, with AOR approval, on required documentation for procurement actions and provides feedback on how to improve their submissions.
• Tracks procurement actions and facilitates approval process, liaising with project management teams, P3, and OAA.
• Takes the lead in assessing the gaps in current management organization systems, and designs new processes, in accordance with the AOR, that improve speed and efficiency of document reviews, procurement-action reviews, etc.
• Serves as the financial point of contact, supporting the project management teams in coordinating and facilitating the day-to-day financial management of the projects and serving as the financial point of contact with implementing partners and other operating units.
• Reviews and analyzes financial reports prepared by the projects (e.g., Quarterly Federal Financial Report and Quarterly Baseline Report) to produce quarterly accrual reports and annual burn rate and trend graphs. Ensures that reporting adheres to USAID rules, regulations, and requirements.
• Designs and maintains financial tracking systems to ensure that activities are progressing and that spending concerns are addressed and discussed with the project management team.
• Coordinates and ensures all core and field support funds are planned for in FS-AID Database, authorized by respective bureaus/offices, committed to PRH for obligations to the projects, and executed by P3 as a Request for Modification (REQM) and by OAA as award modifications. Informs project management teams of updates.
• Updates and tracks project ceiling data against field support and core obligations.
• Ensures timely submission of all reporting (workplans, annual reports, and other requirements) and supports the project management team in the technical review and approval processes of these reports. Ensures that revised documents incorporate USAID comments.
• Liaise with colleagues in other USAID operating units (Office of HIV/AIDS, Office of Health Systems, Center for Democracy, Human Rights, and Governance) to support the implementation of core and field activities.

Professional Development

• Participate in professional continuing education, skills training, and professional meetings to enhance relevant technical skills and career development.
• Complete and execute an Individual Learning and Training Plan and Annual Work Plan.

Qualifications

• Minimum of Master’s degree and 3 years’ experience or Bachelor’s degree and 5 years of relevant experience.
• At least 3 years of professional experience with one or more public health technical disciplines such as (Family Planning and Reproductive Health, HIV, etc); job duties/responsibilities generally related to PD requirements.
• Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work with mathematical concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to travel domestically and/or internationally up to 10%.
• US citizenship or US permanent residency with the ability to obtain and maintain Facility Access required.