USAID/AFR Program and Research Assistant

About Us

We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on 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 address critical problems while giving you opportunities to succeed and grow.

Job Title: USAID/AFR Program and Research Assistant

Department/Location: Institutional Support & Program Implementation (ISPI)

Reports To: Project Manager, ISPI

Type: Regular Full-Time

Classification: exempt

Overview:

The Bureau for Africa (AFR) is the USAID/Washington operating unit charged with managing USAID economic development and trade programs in Africa. The Office of Sustainable Development (AFR/SD) has the responsibility of providing technical support for these programs. AFR/SD’s technical responsibilities span across all areas of economic development – economic growth, trade, investment, agriculture, the environment, global climate change, biodiversity, water, democracy and governance, education and health. The Office’s work falls into four main components: providing technical assistance to Africa Missions; operationalizing Presidential Initiatives and global strategies; undertaking research and pilot activities to improve development programs in Africa; and support to USAID leadership and other USG departments and agencies including in developing policy.

The Africa Bureau’s Office of Sustainable Development (AFR/SD) provides strategic guidance and intellectual leadership to the Africa Bureau, conducts economic, social and political analyses critical to the development of AFR policies, strategies, budgets and activities, and supports, coordinates, and facilitates technical and budgetary priorities and personnel considerations for the field. AFR/SD’s Education and Youth Division works across multiple sectors related to education, including early childhood development, primary school, higher education, and leadership development. The Division directly manages activities that support capacity development of African regional institutions and that provide analysis and data to assess regional needs, identify trends, and inform project designs. The Education and Youth Division works in close collaboration with other USAID Bureaus, including the Bureau for Economic Growth, Education & Environment, to integrate programs and coordinate strategic and technical support to staff and programs in USAID Missions in Africa.The Young African Leaders Initiative (YALI) is an interagency effort led by USAID and the State Department to invest in the next generation of African leaders as they foster economic growth, enhance democratic governance, and strengthen the civil society structures that will help the continent sustainably grow and prosper.

The Program and Research Assistant supports the Division for Education and Youth (SD/ED). Reporting to the AFR/SD/ED Division Chief or their designee, the incumbent will provide support for principally SD/ED leadership in addition to support for the Division staff. The Program Assistant will perform a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling briefings and meetings; arranging travel, including managing Agency travel-related systems; supporting, enhancing and maintaining program files; managing more complex analytical-type tasks such as researching, collecting, compiling, and analyzing data (including qualitative and quantitative databases) for various program documents, responding to technical queries, and designing and maintaining spreadsheets in support of tracking systems. The incumbent also supports and at times manages a fast-moving, highly time-sensitive tasker process for the Division, ensuring taskers are flagged appropriately, completed on time, and provided to SD/ED leadership after technical review as well as track Division taskers for leadership to ensure their completion. The Program and Research Assistant 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, as well as corporate practices and procedures.

Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

DUTIES AND RESPONSIBILITIES, include but are not limited to the following:

Office Activities Coordination: 40%

• Provides a range of clerical, research, and operational support to the SD/ED office including maintaining electronic and paper files, printing and collating documents, coordinating office schedules, and organizing meetings;
• Systematically evaluates and improves office operations. Uses formal procedures to track memos, briefers, and coordinate other work performed in the office;
• Organizes and manages the travel process using E2 and eCC;
• Controls the supervisor’s calendar, scheduling meetings and appointments without prior approval. On own initiative and with discretion, arranges for representation by a subordinate official when that is desirable;
• Organizes and distributes all agendas needed for the Division, attends meetings, takes notes and distributes notes in a timely fashion, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation;
• Arranges meeting space, speakers, and support details for large conferences. Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements;
• Supports and at times manages the tasker system for the Division, ensuring clearances are organized appropriately, receive informed feedback, and are submitted timely;
• Once the AFR Bureau has returned to an in-person environment, coordinates the purchase of equipment and supplies for the office. Acquires equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases.

Research Support: 30%

• Carry out comprehensive searches to feed into requests by senior education advisors and YALI staff including being able to locate information in the DEC;
• Develop tables and other analytical tools to present demographic, socioeconomic and relevant education and youth data and information;
• Track USAID indicators linked to the Division activities;
• Analyze documents to determine fidelity of data presented.

Correspondence and Report Process: 30%

• Knowledge of general office automation software, practices, and procedures;
• Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative. Brings significant items in reports, files and correspondence to the supervisor’s attention.
• Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action.
• Receives requests from other offices within the agency for information concerning programs under the supervisor’s control. Assembles requested information from available background data, or follows up to see that subordinates submit the required answers within the specified time.
• Personally prepares information and action memos, administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor’s views and desires.
• Reviews documents requiring coordination by the supervisor for conformance with regulations, grammar, format, and special policies of the organization. Verifies that content has been coordinated, is accurate, and is in compliance with established policies. Returns materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.

Other Duties as Assigned

The incumbent will respond flexibly to other work-related requirements at the discretion of the AFR/SD/ED Division Chief or designee.

Qualifications

KNOWLEDGE SKILLS, EDUCATION and/or EXPERIENCE:

Required

• Bachelor’s degree and 3 years or more of professional office experience.
• Proficiency in the use of Microsoft Office, Internet, Google Drive and email applications.
• Proficiency in literature searches, data management,database applications, analytical tools, and maintaining files.
• Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals and complex research reports.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Preferred

• French and/or Portuguese language skills preferred.

Working Environment: Work is typically performed in an office environment.

COVID Vaccine status: As a condition of employment, IBTCI requires all new employees to be fully vaccinated against COVID-19. Candidates should be prepared to submit proof of COVID-19 vaccination upon hire or request for an accommodation with HR that is consistent with our COVID-19 safety protocols and policies.

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 does not have supervisory responsibilities.

Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.

Work Authorization: Candidate must be authorized to work in U.S.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & 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. 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, gender identification, 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. 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 [email protected] (Do not send your resume to this account, for consideration please apply in our career page).