Program Assistant – Recruitment, Hiring, and Administration of Personal Services Contractors (RHAPSC)
XLA is looking to grow and add new talent to our team.
Location: Washington, D.C. (with potential for telework)
Reports To: Program Manager, USAID Bureau for Humanitarian Assistance (BHA)
Position Type: Personal Services Contract (PSC)
Job Overview:
The Program Assistant will provide administrative, logistical, and programmatic support to the RHAPSC project, ensuring efficient management of operations related to the recruitment, hiring, and administration of personal services contractors (PSCs). This role includes handling day-to-day project tasks, managing documentation, coordinating communications, and supporting project staff with their administrative needs. The Program Assistant will work closely with the project team to ensure compliance with USAID’s policies and procedures.
Key Responsibilities:
Administrative Support:
- Provide general administrative support to the RHAPSC project team, including scheduling meetings, managing calendars, and drafting correspondence.
- Assist in the preparation of program documents, reports, and presentations for internal and external stakeholders.
- Maintain organized records of all project documentation, ensuring accuracy and timely updates of databases and filing systems.
- Assist with document formatting, editing, and ensuring adherence to USAID and project-specific guidelines.
Logistical Coordination:
- Coordinate travel arrangements, accommodations, and logistics for project staff and PSCs, ensuring compliance with USAID travel policies.
- Assist in organizing workshops, conferences, and meetings, including preparing materials, tracking RSVPs, and managing venue logistics.
- Track and manage project inventory, including office supplies and government-furnished equipment, ensuring timely replenishment and proper maintenance.
Recruitment and Onboarding Assistance:
- Support the recruitment process by managing job postings, reviewing applications, and coordinating candidate interviews.
- Assist in onboarding new PSCs by ensuring completion of necessary paperwork, facilitating orientation sessions, and coordinating access to necessary systems and tools.
- Maintain up-to-date records of PSCs’ employment details, contracts, and security clearance statuses, and provide regular reports to project leadership.
Financial and Budget Support:
- Assist in tracking and reconciling project expenditures, ensuring that all financial activities align with the approved budget.
- Support the preparation of financial reports by providing necessary documentation and updates on project spending.
- Work with the finance team to ensure that vendor invoices, travel reimbursements, and PSC payments are processed in a timely manner.
Communications and Reporting:
- Serve as the primary point of contact for general inquiries related to the RHAPSC project, routing communications to the appropriate team members.
- Assist in preparing and distributing internal and external project communications, including newsletters, updates, and reports.
- Support project reporting efforts by gathering and compiling data from various sources, ensuring accurate and timely submissions to USAID and other stakeholders.
Required Qualifications:
- **Education**: Bachelor’s degree in Business Administration, Public Administration, International Relations, or a related field.
- **Experience**: Minimum of 2 years of experience in an administrative or program support role, preferably within a U.S. Government-funded program or international development environment.
- **Administrative Expertise**: Strong organizational and multitasking skills with experience managing calendars, documentation, and logistics.
- **Technical Skills**: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management or database tools.
- **Communication Skills**: Excellent written and verbal communication skills, with the ability to communicate effectively with internal and external stakeholders.
Preferred Qualifications:
- Experience supporting USAID programs or other U.S. Government-funded projects.
- Familiarity with USAID’s policies, procedures, and reporting requirements.
- Experience working in a fast-paced environment, providing administrative support to multiple team members.
- Knowledge of recruitment processes and onboarding procedures.
EEO Statement
XLA is committed to the full inclusion of all qualified individuals and is an equal opportunity employer committed to supporting equality and integrity in the workplace, professional development and education, and an entrepreneurial atmosphere. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. As part of this commitment, XLA will ensure that persons with disabilities are provided reasonable accommodations in the hiring process. We encourage qualified individuals with disabilities to apply. If a reasonable accommodation is needed to participate in the job application or interview process or to perform essential job functions, please contact our HR team by phone at 703-584-8317 or via email at humanresources@xla.com. For persons who are deaf, hard of hearing, deafblind, or deaf-disabled, XLA will provide an American Sign Language (ASL) interpreter where needed as a reasonable accommodation for the hiring processes.
We are proud to be an EEO/AA/M/F/VET/DISABILITY EMPLOYER.
All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against for self-identifying with either category.
Thank you for your interest in XLA.
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