Macfadden, now part of PAE, is seeking an Administrative Officer (AO) for the Middle East Crisis Humanitarian Response (MECHR) Response Management Team (RMT), part of USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) in the Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA). USAID/OFDA provides humanitarian assistance for the U.S. Government (USG) in response to natural disasters and complex emergencies around the world.
The MECHR AO manages and supports the RMT's administrative activities, working closely with the Administrative Coordinator (AC) and Deputy Manager for Operations (DMO). The AO provides technical support to the RMT and Disaster Assistance Response Teams (DARTs) regarding staffing, travel, grants, contracting, and fiscal requirements and procedures. S/he regularly updates the RMT with USAID/OFDA and other U.S. government agency fund obligations. Working with the AC, the AO also facilitates the smooth flow and capture of response-related information; directs phone, e-mail, cable, and fax traffic to appropriate staff members; and supports the RMT’s and DARTs’ communication system needs in collaboration with the OFDA Communications and OFDA Support teams.
DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:
Support the AC to:
- Coordinate pre-deployment briefings, security clearance, country clearance, medical clearances, visas, passports, travel authorization, transportation, lodging and communications equipment for over 60 Syria DART, Iraq DART, and MECHR RMT staff;
- Work with DCHA Front Office staff on arranging high-level visits to Iraq, Jordan, Kuwait, Turkey, and other countries in the region on DART-related travel;
- Liaise regularly with the U.S. Department of State in Washington, DC, and USG staff in Turkey, Jordan, and Iraq to ensure the RMT and DARTs have the latest information on staffing and travel regulations, requirements, and trainings;
- Notify OFDA’s Overseas Administration Team, Acquisitions and Management Team, and Training Unit on updates to travel, training, and medical clearances pertinent to the rest of the office;
- Prepare, circulate, and transmit delegation and rescission of authority cables for DART Team Leaders and memos for Response Managers;
- Arrange for the transport of DART wear, communications equipment, and other gear to the DARTs, as needed, either with individual travelers, or by arranging shipment via diplomatic pouch or commercial services;
- Manage, organize, distribute, and/or archive records and communications associated with the disaster response, ensuring proper formats and protocols are maintained;
- In coordination with OFDA Support, create new positional accounts as needed, update individuals’ access to pertinent accounts, and maintain and update distribution lists for the RMT and DARTs
- Maintain current information on DART staff contact numbers, locations, and planned movements;
- Compile and distribute RMT contact lists;
- Coordinate with OFDA Support, OFDA Communications Unit, and the OFDA Ops Center Manager (OCM) to assist in identifying and addressing communication technology problems;
- Coordinate with the OCM and DMO to ensure USAID security measures are exercised in reference to sensitive or classified documents, safes, and secure telephones;
- Coordinate with OCM and building reception team to ensure appropriate meeting space is available for calls, meetings, and briefings;
- Enter financial data into OFDA’s financial system in a timely manner to ensure data integrity in reporting and program management;
- Establish procedures for time and attendance, payroll, parking, and other local administrative requirements;
- Coordinate credential process for external liaisons to RMT, i.e., security clearances, room access, etc.
- Ensure that all support staff have adequate security clearance for the job they are performing;
In conjunction with the DMO, Staffing Coordinator(s), and AC:
- Prepare documentation for and chair weekly staffing meetings with RMT leadership, which includes briefing on the development of ongoing staffing and other administrative issues;
- Note and track staffing issues on the horizon and flag deadlines for leadership’s decision-making;
Serve as AC when required, i.e. during absences for leave, training, or between AC rotations.
EDUCATION, EXPERIENCE, AND SKILLS
Education: Bachelor’s degree.
Experience: At least 1 year of administrative experience in an office environment including internships.
- Good communications skills and strong attention to detail;
- Understanding of USAID and DCHA administrative rules, policies and regulations;
- Understanding of USG contracting and procurement processes;
- Understanding of the various hiring mechanism within USAID and their effects on pay, travel and other compensation;
- Proficiency using Microsoft Office program suite, Outlook e-mail, and Windows file manager;
- Knowledge of USAID organization, as well as DART and RMT positions, leadership, and management.
U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.
To be considered for this position, you must submit a resume and cover letter. Please combine your resume and cover letter into one document and upload these when prompted to upload a resume.
While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.The employee is occasionally required to reach with hands and arms.Specific vision abilities required by this job include close vision.The employee must occasionally lift or move up to 25 pounds.
This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.