Program Operations Specialist

  • Mid-level, Full-time staff position
  • Posted on 21 November 2019
  • Washington, D.C., District of Columbia, United States
  • Closing on 21 December 2019
  • Current

Job Description

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.


Award Portfolio Support

  • Prepare all documentation to obtain timely award approval. This willinvolve properly inputting data into Office and Agency administrative and financial tracking systems for transmittaltothe Office of Acquisition and Assistance.
  • Ensure that all steps involved in managing a grant portfolioare performed, i.e., data entry, file maintenance, and close communication with relevant OFDA or other USAID staff, asneeded.
  • Track programreportsfrom grantees and ensure reports are received in a timely manner.
  • Review program reports to ensure that program objectives are achieved.Providegranteeswith feedback on reports, and sharereportswith 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.
  • Helpdevelop and promote uniform policies and procedures on grant management.
  • Conduct quality assurance of OFDA awards.

External Relations:

  • Develop and maintain communications and relationshipswith partner organizations/offices,bothwithin and outside the U.S. Government (USG)to ensure essential coordination of actionsand 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 OFDA’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 policyconsistency.
  • Provide support to OFDA’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 assignmentswith 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 paperswhereinput from the HPGE Team isrequired.
  • Assist inany 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 ofAOR
  • Performother duties as assigned


Education: Master’s or Bachelor’s in International Studies, Public Administration or related field.

Experience: 8 years’ relevant work experience with a Bachelor’s degree

6 years’ work experience with a Master’s degree


  • Strong communication, problem solving and customer services skillsrequiredin 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.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.

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 veteran’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.

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.

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