Deputy Manager - Training

Job Description

Job Description

Deputy Manager - Training

The Deputy Manager will be responsible for overseeing the day-to-day functions and operations of the USAID/Bureau for Humanitarian Assistance (BHA) Grants Unit (GU) in coordination with the GU Manager, other Deputy Managers, and GU Team Leaders. The Deputy Manager will lead the development and implementation of operational strategies, policies, and standard procedures; and will provide subject matter expertise to BHA on grant processing procedures, policy and regulatory requirements and compliance, budgetary issues, and federal award terms. The Deputy Manager will be responsible for monitoring the performance of individual GU teams and working with individual Team Leads in identifying areas of improvement and associated action plans, as well as, managing and resolving escalated issues from GU staff and BHA.

The Deputy Manager will also be responsible for developing and optimizing the staff development and staff training initiatives through the creation of training materials and internal guidance resources. The Deputy Manager will be responsible for coordinating and facilitating the GU’s onboarding program for new staff, as well as continual learning initiatives for the GU.

The Deputy Manager will supervise GU Team Leaders and a team of GU support staff and will directly report to the GU Manager.

KEY RESPONSIBILITIES AND ESSENTIAL FUNCTIONS

Operations Management

• Lead the development and implementation of strategies, action plans, and special initiatives designed for optimal team performance. Work closely with GU to ensure the GU stays on track to meet all strategic objectives and goals.
• Assist with the development and maintenance of internal standard operating procedures.
• Perform completion checks and quality assurance reviews of award documents prepared by Grant Specialist for the USAID/BHA Agreement Officer.
• Asist in capturing and synthesizing metric data for quarterly, annual, and ad-hoc reports for both BHA and Macfadden/PAE.
• Collaborate with the Team Leaders to obtain status updates on the performance of GU teams and individuals and advise on corrective actions when needed.
• Prepare reports and maintain records of work accomplishments and administrative information, as required, and coordinate the preparation, presentation and communication of work-related information to the GU Manager.

Technical Advice and Guidance

• Respond to technical inquires and issues from Agreement Officers, USAID/BHA leadership, Macfadden/PAE Leadership, and GU staff.
• Ensure consistent application of USG regulations and BHA policies across GU teams.
• Research and address technical related inquiries on grant management, regulations, BHA policies and procedures and best practices.
• Interpret award provisions for grantees/recipients and for BHA and provide appropriate advice and guidance.
• Provide in-depth analysis of USAID/BHA’s award terms, negotiation memorandums, waivers and exception Memos, 2 CFR 200/700, ADS 303 & 308, and other federal assistance related documents and materials.
• Participate in broader senior-level discussions, working groups, etc. on assistance award issues, topics, with the ability to speak to impacts on award language and administration, regulatory limitations, and ADS policy directives.
• Advise GU Staff on drafting of Notifications of Funding Opportunities (NOFOs), i.e., Annual Program Statement (APS) and Request for Application (RFA) materials.

Training Development and Facilitation

• Develop onboarding training materials and internal guidance documents for new staff. Facilitate training for new staff.
• Develop and managing training plans for new staff. Revise, modify, and update staff training materials on an ongoing basis.
• Deploy feedback tools to assess the effectiveness of the staff training curriculum.

Leadership and Staff Management

• Represent the GU at internal and external meetings and advocate on behalf of GU staff in interactions with other BHA teams, HBMO Leadership and OAA.
• Participate in staff performance reviews in coordination with the Team Leaders.
• Develop and manage staff plans and recommend staffing and resource configurations that best meet the need of BHA.
• Provide direct line management responsibilities with the Team Leads, including disciplinary discussions/actions, timesheet recording, approval for PTO, etc.
• Responsible for identifying, recruiting, and hiring new staff at all levels.
• Perform the duties of the GU Manager in his/her absence.

EDUCATION, EXPERIENCE AND SKILLS

EDUCATION:

• Bachelor’s degree with 15 years of relevant experience; or
• MS/MA/MB with 12 years of relevant experience; or
• JD/ABD with 10 years of relevant experience; or
• Ph.D. with 8 years of relevant experience; or
• Less than BS/BA with 20 years of relevant experience

EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated prior experience and ability to exercise independent judgment in the full range of responsibilities: procurement planning, solicitation, analysis and evaluation of proposals/applications, negotiation and award of assistance instruments, cost and price analysis, administration, termination, negotiation of changes.
• Experience managing and supervising team of direct reports; including conducting performance assessments and addressing performance-related personnel issues.
• Experience overseeing the execution of professional development strategies, including managing against clear objectives, tracking milestones, communicating progress, and evaluating impact.
• Experience in development training/course materials, guidance documents, and facilitation of group training.
• Ability to arbitrate conflicts and develop resolutions.
• Advanced knowledge of applicable USAID Assistance Regulations such as U.S. Code of Federal Regulation (CFR), USAID Automated Directive System (ADS) series, OMB Circulars and other directives governing USG grants.
• Ability to conduct in-depth compliance review and evaluation of complex assistance actions requiring higher-level approval.
• Familiarity with federal funding sources for BHA programs (e.g. International Disaster Assistance, Title II, emergency, development programs, etc…).
• Proven ability in the following: negotiation, issuance of assistance instruments (grants/cooperative agreements), administration of grants and cooperative agreements.
• Familiarity with financial management procedures and systems such as USAID Global Acquisition and Assistance System (GLAAS), Phoenix, ASIST or similar applications is preferred.
• Demonstrated ability to strategically manage large teams and complex operations.
• Demonstrated ability to work collegially with good interpersonal skills and past performance in working effectively in a team environment is required. Ability to adhere to high standards of professional conduct and to maintain strict confidentiality and high ethical standards relating to all areas of acquisition and assistance.
• Demonstrated ability to provide strategic advice on highly complex, time sensitive procurements. Must be able to communicate complex and difficult policy and programmatic issues understandable by knowledgeable laypersons without oversimplifying and be able to transfer knowledge/mentor other team members.
• Demonstrated excellence in oral communication in English and strong writing skills. Proven ability to evaluate, and interpret policy directives and regulations, produce technical documents and to effectively communicate to internal and external stakeholders and produce technical documents is required.
• Proficiency in standard operating and application software
• (Windows, Microsoft Office Suite including Word, Excel, PowerPoint and Google Suite, (G:drive, docs, slides, sheets) is required.

Requirements

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. 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.

Physical Requirements

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.

About the Organization

Macfadden is now part of PAE. Founded over 30 years ago, Macfadden has provided federal agencies with critical on-the-ground support to U.S. government humanitarian missions around the world as well as financial and IT system support. Through program management, human resources services, financial management systems support, information technology solutions, knowledge management, travel coordination and communications support, Macfadden enables effective U.S. government humanitarian response to international disasters. Macfadden’s workforce includes approximately 300 employees primarily located in the Washington, D.C. area.