Operations Administrative Specialist

BackgroundOn behalf of the American people, the U.S. Agency for International Development (USAID) promotes and demonstrates democratic values abroad, and advances a free, peaceful, prosperous world. In support of America's foreign policy, the U.S. Agency for International Development leads the U.S. Government's international development and humanitarian assistance through partnerships and investments that save lives, reduce poverty, strengthen democratic governance, and help people emerge from humanitarian crises. The independent Office of Policy (POL) provides actionable policy counsel to USAID leadership by helping the Agency identify, analyze, and more effectively confront complex development and humanitarian challenges – of the moment and on the horizon. We conduct our work along three lines of action including policy planning, coordination and engagement. POL’s current focus areas include cross-cutting issues such as safe and legal global migration, economic resilience and statecraft, climate policy, multilateral development bank reform, and improving humanitarian-development-peace coherence to better address protracted crises. The Office also advances an affirmative agenda in the context of strategic competition with the People's Republic of China and develops strategic projects, including supporting innovations in market shaping policies and exploring the impact of advancements in artificial intelligence.Scope of WorkThe Operations Administrative Specialist performs a variety of both complex and routine administrative and operational duties that are critical to the overall functioning of POL with an emphasis on supporting travel, human resource administration, and general office functions. These duties range from tasks such as managing official correspondence and communications with key counterparts within USAID, to researching and summarizing information, initiating, tracking and completing multiple activities within diverse agency processes, tracking meeting deliverables, providing input on special projects, and crafting and implementing office initiatives related to staff morale and office support and improvement. The incumbent must be highly organized and motivated, relatively self-directed, and have strong interpersonal communication skills.ResponsibilitiesMakes travel arrangements including reserving flight itineraries, hotel lodging, and reconciling travel vouchers for senior staff;Acts as liaison to USAID administrative management services (AMS) officers in processing, monitoring, and tracking deadlines for performance management, awards and staff recognition processing, recruitment and staffing, personnel actions, leave administration, and off-boarding and on-boarding in accordance with Agency deadlines;Applies administrative policies and regulations and maintains various systems and tools for use in management and direction of POL operations;Drafts correspondence, recommendations, reports, and memoranda related to administrative programs and issues;Retrieves, collects, and compiles information from electronic files and databases in response to requests or inquiries;Provides advice and guidance to managers and employees on questions and situations related to administrative services;Guides the progress of special projects and activities with varying timelines and due dates and monitors and tracks status to ensure suspense dates are met;Acts as backstop to the POL Front Office Executive Assistant responsible for directing office traffic, screening, and routing telephone calls, greeting, and directing office visitors, manages short-term and long-term calendars of POL principals and provides backstop support for comparable positions within the immediate office;Serves as a backstop to POL’s Executive Assistant to coordinate with the AMS team on various tasks such as supply/equipment requisition, inventory retrieval and storage, facilities maintenance, onboarding and information technology issues;Performs other duties as assigned.QualificationsProficiency in the use of Google Applications (inc. Mail, Calendar, Drive, Docs, Slides) and Microsoft Office Suite (Word, Excel, Power Point);Ability to work in a fast-paced environment with competing and shifting priorities;Ability to efficiently multitask and prioritize workload accordingly;Ability to establish and maintain effective working relationships and interact with people at all management and support levels;U.S. citizen and eligible to obtain a Secret level security clearance.EducationBachelor’s Degree and six (6) years of relevant experience. USAID Assumptions and Constraints Support may be required outside of core hours. Ability to telework will be based on office staffing requirements. On-site work may be required. Travel is not required.

#J-18808-Ljbffr