Program Operations Specialist

  • Added Date: Wednesday, 01 July 2020
  • Deadline Date: Saturday, 01 August 2020

Key Internal Interfaces: Program Operations Specialist, Humanitarian Policy and Global Engagement (HPGE) Program Team Leader

Key External Interfaces: Public, Interagency

The Program Operations Specialist will be responsible for help manage a portfolio of globally-funded OFDA programs. In this capacity, the POS would help manage the process of awarding large HPGE-funded awards with PIOs, NGOs and contractors. The POS serves as an office-wide resource on grant-making and procurement regulations as they pertain to PIO and NGO partners.

Essential Functions

Award Portfolio Support

  • Prepare all documentation to obtain timely award approval. This will involve properly inputting data into Office and Agency administrative and financial tracking systems for transmittal to the Office of Acquisition and Assistance.
  • Ensure that all steps involved in managing a grant portfolio are performed, i.e., data entry, file maintenance, and close communication with relevant OFDA or other USAID staff, as needed.
  • Track program reports from grantees and ensure reports are received in a timely manner.
  • Review program reports to ensure that program objectives are achieved. Provide grantees with feedback on reports, and share reports with appropriate team members.
  • Design and maintain internal grant tracking mechanisms.
  • Ensure consistency in our grant management process across partner agencies.
  • Support the quarterly accruals process.

Award Guidelines and Regulations:

  • Serve as the initial point of contact for onboarding new HPGE staff working on programs.
  • Help develop and promote uniform policies and procedures on grant management.
  • Conduct quality assurance of OFDA awards.

External Relations:

  • Develop and maintain communications and relationships with partner organizations/offices, both within and outside the U.S. Government (USG) to ensure essential coordination of actions and information exchanges. Respond to inquiries and facilitate their access to OFDA staff.
  • Assist in the organization of ad hoc meetings with partner agencies and organizations.
  • Assist in the coordination of OFDAโ€™s participation in and input to the monthly meeting on specific disaster response areas conducted by InterAction. Participate in discussions related to the work of the current emergency responses when requested, and produce meeting summaries to ensure program policy consistency.
  • Provide support to OFDAโ€™s NGO Partner Consultations, including event planning and scope of work development.
  • Serve as recorder/note taker at Division or Team level meetings and coordinate with appropriate team;
  • Assist in preparing and developing briefings or briefing books;
  • As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OFDA programs;

Administrative and Other General Duties and Responsibilities:

  • Sign-up for and serve as needed, on Washington-based Response Management Teams (RMTs), which provides services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied;
  • Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months;
  • Participate in the preparation of memoranda and briefing papers where input from the HPGE Team is required.
  • Assist in any follow-up actions regarding ongoing and current emergency programs.
  • Draft routine responses to partner or staff inquiries and participate in making recommendations to resolve issues, as appropriate.
  • Review travel requests for NGO partners in support of AOR
  • Perform other duties as assigned


Education: Masterโ€™s or Bachelorโ€™s in International Studies, Public Administration or related field.

Experience: 8 yearsโ€™ relevant work experience with a Bachelorโ€™s degree or 6 yearsโ€™ work experience with a Masterโ€™s degree


  • Strong communication, problem solving and customer services skills required in a fast-paced, high pressure environment with multiple deadlines and competing priorities; occasionally exceeding normal business hours.
  • Ability to work independently or in a team environment.
  • Computer proficiency required to include strong applied knowledge of the MS Office Suite (Word, Outlook, Excel, PowerPoint).
  • Excellent critical thinking and organizational skills.
  • Ability to multi-task in fast paced environment

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. One of the requirements for a US Government Secret clearance is US citizenship. Only applicants who currently hold an active Secret or higher level security clearance or who are eligible to receive a Secret security clearance will be considered for this position.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteranโ€™s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

This vacancy is archived.

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