Chenega Corporation Administrative Management Specialist in Washington, District Of Columbia
The U.S. Agency for International Development (USAID), Bureau for Management (M), Office of Management Policy, Budget, and Performance, Administrative Management Division (M/MPBP/AMD) is responsible for the formulation, execution, and reporting of the M Bureau Annual Operating Expense, Program, and Cost Center budgets. The Budget Team serves as the focal point for the development of M Bureau Budget submissions, resource requests, as well as oversees and monitors the Bureau’s day-to-day financial activities, informing the Director of all activities which may become potentially disruptive to the Bureau’s daily functions. The AMS Team serves as the focal point for coordinating all administrative matters for M Bureau direct hire and non-direct hire staff. ensuring provisions are in accordance with established organizational and federal administrative statutes, policies, procedures, and regulations. Furthermore, the AMS Team supports the development and maintenance of M Bureau and office organizational structures, provides position and personnel management support, personnel security related services, supports office systems access and automation, among other responsibilities. Collectively, M/MPBP/AMD serves as liaison between M Bureau offices and Agency service providers to facilitate and address overall bureau requirements.
The Administrative Management Specialist provides a wide range of administrative management duties in support of M Bureau and Agency objectives.
Supervisory and collaborative relationships
The Administrative Management Specialist will be supervised by the Division Chief or his/her designee, as a member of AMD, in collaboration with the Lead AMS Officer who collaborates the effective function of the AMS team.
At this level, the supervisor and/or designee will set overall objectives, expectations, resources available, and work with the employee to develop deadlines, projects, and work to be accomplished. The employee will be responsible for planning and carrying out assignments, resolving most conflicts, coordinating with others, and consulting with supervisor and or designee on policy interpretations. The supervisor and or designee will evaluate the work for technical soundness and effectiveness in meeting work objectives.
The work of the Administrative Management Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a heightened activity division, the incumbent must be willing and able to perform a wide range of administrative functions to help ensure strategic success. The incumbent must have a high level of integrity and attention to detail as duties include the daily application of HR systems and procedures to maintain efficient and effective management of sensitive personnel, logistical, financial, programming, and monitoring and evaluation information. The incumbent must be highly flexible, organized, and willing to work under conditions of on-going change, while remaining professional and respectful of colleagues and authority in a diverse workforce. The incumbent places emphasis on building positive working relationships with Bureau and Agency colleagues and key stakeholders. The incumbent must be able to prioritize and complete tasks and demonstrate the ability to remain responsive to the overall needs of the division. The incumbent’s relevant experience must demonstrate the ability to respond intuitively, take initiative on work taskings, think strategically, articulate effectively both in written and oral engagements, as well as practice excellent customer service skills. The incumbent will perform duties both independently and in collaboration with Division, Bureau, and Agency colleagues.
Under the direct supervision of the M/MPBP/AMD Division Chief or his/her designee and in coordination of the AMS Lead AMS Officer, this specialist will perform the following duties:
Administrative Management of an Organization 30%
Perform administrative management functions that service and/or fulfill several organizational requirements.
Apply existing and new policies, provide advice on requirements, maintain databases that reflect the fulfillment and/or status of administrative requirements and/or systems, prepare administrative paperwork, and maintain an awareness of the status of the organization's personnel actions.
Draft correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues.
Provide advice and guidance to managers and employees on questions and situations related to the administrative services provided.
Human Resources Administration and Management Work 30%
Assist in the development of a personnel management advisory program to inform managers and employees of regulatory and procedural requirements of all aspects of USAID's human resources program.
Perform program liaison duties to address human resources administration issues that are not always susceptible to direct observation and analysis, like developing informational materials based on knowledge of internal operations, agency human resources policies, budgetary constraints, and work priorities.
Coordinate management reports for rewards and performance and other HR related program services.
Act as the liaison with the human resources office concerning HR-related matters.
Provide advice and assistance to managers and staff concerning federal and USAID human resources processes and procedures.
Keep managers informed of the status of ongoing personnel actions, calling to the supervisor's attention any problems that require USAID human resources office intervention or correction.
Review, analyze, and interpret incoming human resources management requests.
Recommend appropriate action or suggest alternatives.
Alert managers to problems that require USAID Human Resources office intervention or correction.
Keep managers informed of the status of on-going personnel actions.
Provide advice on solving a range of human resources-related problems.
Serve as the Bureau Training Coordinator, supporting annual training and professional development requirements for Bureau personnel.
Administrative Program Planning Work 20%
Analyze established programs and perform program liaison duties to support long and short-range administrative planning activities for the organization.
Research and provide substantive information to organizational managers participating in the planning activities, thereby influencing decisions and actions involving established programs and projects.
Develop, interpret, and implement procedures and guides for organizational services provided.
Serve as a contact person concerning administrative issues.
Space and Logistic Management 10%
May support and maintain systems required for controlling and tracking supply movement and office moves.
Take periodic inventory of all equipment and property, resolving discrepancies on inventory lists with actual inventory.
Prepare necessary documents for the accession and deaccession of equipment and property.
Conduct periodic surveys of equipment and property use, recommending action as necessary to ensure economical and efficient use of equipment and property.
Plan and coordinate office moves.
Advise management and staff in the interpretation and application of administrative procedures.
Budgeting and Financial Administration 10%
As needed, support the formulation for fiscal and budgeting processes, regulatory compliance, fund accountability, and adherence to directives for the assigned organization.
Participate with the supervisor or other managers, division, and Bureau colleagues in reviewing office staffing needs, plans, and goals to support the development of budget data and justification for review and approval.
Provide administrative support to financial staffing reporting and tracking, including processes, like budget formulation and execution.
Other duties as assigned
Master’s degree preferred
2+ years of relevant experience or the equivalent combination of education and professional experience
Proficiency in the use of Microsoft Office, including Word and Excel, Google applications, like Sheets, Docs, Slides, Forms, Drive, and Calendar, and internet and e-mail applications such as Google and Internet Explorer required
Background check required
The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious belief
Knowledge, Skills and Abilities:
Ability to obtain a secret clearance.
Experience in the use of database applications is preferred.
Show respect and sensitivity for cultural differences.
Educate others on the value of diversity.
Promote a harassment-free environment.
Build a diverse workforce.
Treat people with respect.
Inspire the trust of others.
Work with integrity and ethically.
Uphold organizational values.
# CHENEGA WORLDWIDE SUPPORT, LLC
Chenega Corporation and family of companies is an EOE.
Equal Opportunity Employer/Veterans/Disabled
Native preference under PL 93-638.
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