Program Coordinator/Manager

PCI GS•District of Columbia, DC, DC

5d•Onsite

About The Position

The Program Coordinator/Manager supports the Department of State and reports to the program manager. The position is 100% on-site.

Requirements

Must be a U.S. citizen
Possess or be able to obtain a Secret clearance.
One to two years of prior working experience within the Department of State, through a waiver could be made if other skills and qualification supersede this requirement.

Nice To Haves

Master’s degree in International Affairs, Middle Eastern Studies, or other relevant fields preferred

Responsibilities

Directly support the NEA-AC office’s mission. The Program Coordinator will report and take direction from the senior manager, working independently and requiring oversight of work only as needed.
Communicate between NEA/AC and other department elements, including the NEA/FO, NEA sections and desk officers, other bureaus, the Secretary of State’s Executive Secretariat, the U.S. Embassies within the NEA region; liaise with the interagency, non-governmental organizations in the U.S. and overseas, as needed; coordinate NEA/AC functional processes on behalf of country coordinators, grants staff, planning/budget/evaluation staff, and country desks.
Manage and maintain a discrete portfolio (country, thematic, or project-based), identifying and pursuing opportunities for the advancement of the office/bureau’s policy objectives.
Develop and manage country program/foreign assistance resource inventories, maintaining updated information in the NEA/AC database, project/country core documents, budget, and project information; prepare information and reports for internal/external audiences on foreign assistance programming strategies, plans, budgets, evaluation, and performance. As needed, provide these services in support of AC staff/managers.
Facilitate and serve as a lead point of contact for NEA/AC and its staff on information management; including the organization of country portfolio and budget data within the shared drive, SharePoint, and online database systems, including, but not limited to Grant Solutions, Assistance Coordination Performance Reporting System (ACPRS), and NEA/AC inventory tracker.
Provide necessary support to the Grants Management team (including Grants Officer Representatives [GORs]) including reviewing Quarterly Performance Reports, reviewing, and assessing ongoing programming to offer recommendations for continued funding, and developing and ensuring adherence to program-related policies and procedures.
Maintain calendars and schedules of appointments, as requested; establish work priorities and assure assignment deadlines and obligations are met; make arrangements for meetings and conferences, as requested; compile files and supporting documents on topics, as needed.
Prioritize information and projects requested by the senior officers. Maintain visibility on all relevant USG programs and activities and offer timely options, recommendations, and information to carry out the projects assigned.
Draft, revise, and/or track documents, including those related to regional assignments, and transmit information to the appropriate governing authority/advisor in the office/bureau/department. Work in conjunction with relevant officers at the Department of State and USAID to coordinate programs and expenditures with implementing agencies, including but not limited to the US Army Corps, Treasury, Commerce, Agriculture, Energy, Interior, Health/Human Services, and other Bureaus at USAID and the Department of State.
Analyze ongoing foreign assistance projects and related data to evaluate weaknesses and successes, making recommendations for course adjustments.
Formulate results-oriented methodologies for NEA/AC leadership to improve knowledge-based management systems.
Work closely with country coordinators, regional program officers, and grants staff to improve effectiveness of foreign assistance programming in MENA region.
Design and implement functional mapping products for foreign assistance programming throughout MENA region.
Develop and maintain contacts in other offices to facilitate communication. Draft, revise, and/or track documents related to the area of assignment, arranges office clearances, transmits information, and may obtain clearances on behalf of the Assistance Coordination Office.
Support NEA/AC Grants Management in managing the foreign assistance grant activities, including: ensuring that all programming of assistance funding is reflective of policy objectives, processing the required paperwork for the programming/reprogramming of funds, including Congressional Notifications, internal DOS action memos, funding transfers, and assisting NEA/AC officials in understanding all the legal and regulatory limitations pertinent in country/regions of responsibility, in coordination with the State Department’s Office of the Legal Advisor (L) and staff from the Office of U.S. Director of Foreign Assistance.
Review work products submitted to the Deputy Assistant Secretary, Director, Senior Advisor, or other senior personnel for completeness, compliance with formatting requirements and conformity to policy guidelines.
Edit, proofread letters, reports, memoranda, and other forms of written communication quickly and accurately on behalf of senior officers to ensure that all communication conforms to style and format guidelines established by the Department's Executive Secretariat.
Research bilateral and multilateral foreign assistances initiatives, as directed by Division Chief or governing supervisor.
Develop and facilitate improved capabilities for monitoring NEA/AC projects through assessments and evaluations. Create mechanisms for quarterly portfolio reviews with the deputy assistant secretary (DAS) and/or members of senior management.
Organize assistance documents and serve as a point of contact (POC) for material and relevant information for stakeholders in annual Chiefs of Mission (COM) conferences. Maintain electronic and hardcopy assistance strategy, budget, and program files.
Assist in designated NEA/AC special projects, as directed by division chief or governing supervisor.
Obtain expert knowledge of Department rules governing the preparation, formatting, and transmission of documentation, and serve as the office’s compliance contact, ensuring that documents leaving the office are consistent with these rules.
Serve as back-up support, as needed, on administrative tasks, such as time and attendance, answering phone calls, escorting visitors, and preparing meeting space.