Country: United States of America
Closing date: 31 Dec 2014
Opportunity in Washington, DC
The United States Agency for International Development (USAID) has contracted through CAMRIS International partnered with IAP World Services Inc. (IAPWS), to recruit and hire qualified individuals for the following position:
Title: Correspondence Analyst
Executive Secretariat (ES), United States Agency for International Development
Application Deadline:Open until filled
GENERAL DESCRIPTION:
This position is located in the Executive Secretariat (ES) which facilitates and expedites the decision-making process within USAID and serves as the channel of communication between the Office of the Administrator/Deputy Administrator and the Agency senior staff. The incumbent serves as a Correspondence Analyst responsible for providing support services in communications analysis, tracking, and quality control for the Administrator, Deputy Administrator, and other designated Senior Staff.
ROLES AND RESPONSIBILITIES:
Performs Correspondence Review and Liaison Activities 60%Attends daily scheduling meetings. . Responsible for emailing the event information, with all pertinent background, to ES for assignment. Serves as the point person for receipt and appropriate disposition of all electronic briefing material, as well as for the daily talking points required for the Secretary of State’s morning meeting. Serves as the liaison for National Security Council’s Principal and Deputy Committee meetings.
Conducts a technical review of USAID-related correspondence prepared for signature of organization executives to assure consistency with agency procedures on completeness, timeliness and format standards. Provides assistance to staff to ensure that the tailored responses to inquiries from agency clients or interest groups on special matters are appropriate and in compliance with executive preferences and policies. Ensures that background and supporting information is provided in correspondence package. Manages correspondence services for an organization with a mission that affects a wide range of operations in other agencies, a large segment of the public, or the business community. As necessary, coordinates with a variety of individuals inside and/or outside of the organization to determine the appropriate person for responding to incoming correspondence, based on personal knowledge of organizational programs, priorities, goals, and objectives. Assigns action responsibility to the appropriate bureau or independent office for the preparation of the (full) response, designating the information and coordinating offices and bureaus. Establishes a due date for final reply, taking into account the degree of urgency, the estimated time required for collecting the necessary information and drafting/clearing the response. Provides the action organization any special instructions deemed necessary for completion of the assignment. Monitors preparation of the final reply to assure that the established deadlines are met. Provides assistance regarding substance, format, style, clearances and negotiates submission deadline changes, as appropriate. Reviews outgoing correspondence prepared for signature by the Administrator, Deputy Administrator, or other designated USAID official. Ensures that the proposed outgoing reply (1) is responsive to the questions or issues raised in the incoming correspondence; (2) adheres to Agency policies; (3) is clearly and concisely written in a style and tone deemed acceptable for the signing official; and (4) has been properly cleared throughout the Agency. Ensures that basic tracking and status information are input into the Agency Correspondence Tracking System, that overdue and problem cases are brought to the attention of the supervisor, that required records are kept, and that copies of actions are properly distributed to concerned officials and to the daily logs maintained for selected Senior Staff. Follows established policies and procedures to assist in the development and maintenance of relationships with client bureaus and independent offices. Provides assistance, as necessary, to client organizations in the preparation, clearance, and submission of timely responses to incoming correspondence to the Administrator and Deputy Administrator. Provides necessary training and information to staff of client bureaus and independent offices in the use of the Agency Correspondence Tracking System and the ES website. Research and Analysis Work 20% Researches and/or analyzes unstable or uncommon administrative and/or program issues related to processing executive correspondence for the Administrator and Deputy Administrator. Develops recommendations for improvements to established procedures based on experiences encountered in the resolution of problems with client bureaus or independent offices. Identifies and Resolves Problems 20% Independently researches and resolves problems of a common or immediate nature. Makes recommendations for and coordinates resolutions.
Evaluates organization practices to identify problem areas related to USAID. Consults with administrative and clerical personnel to develop solutions for technical or procedural issues on correspondence administration. Prepares recommendations. Develops procedures to implement recommendations. OTHER SIGNIFICANT FACTS: Performs other duties as assigned.
CERTIFICATIONS, LICENSE, PHYSICAL REQUIREMENTS OR OTHER
EXPERTISE REQUIRED.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
- The position requires a Bachelor’s degree and a minimum of 5 years of analytical experience (analysis, tracking, and quality control) OR a Master’s degree and a minimum of 2 year of analytical experience (analysis, tracking, and quality control). Relevant work experience may include for example: public health, financial management, economics, information management, public relations, etc.
- Strong research, writing, and analytical skills are essential.
- Candidate must have strong attention to detail and organizational skills.
- Proficiency in the use of Google and the Microsoft Office Suite is required; experience in the use of data base applications is recommended.
- Candidates must be willing to work full-time.
- A Secret security clearance is required and must be obtained.
Factor 1-7 Knowledge Required by the Position
(1)Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; (2) Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; (3) Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; (4) Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; (5) Skill in conducting detailed analyses of complex functions and work processes; and (6) Interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.
Factor 2-4 Supervisory Controls
The supervisor and employee develop a mutually acceptable project plan which typically includes identification of the work to be done, the scope of the project, and deadlines for its completion. Within the parameters of the approved project plan, the employee is responsible for planning and organizing, coordinating with staff and line management personnel, and conducting all phases of the project. The employee informs the supervisor of potentially controversial findings, issues, or problems with widespread impact. Completed projects, evaluations, reports, or recommendations are reviewed by the supervisor for compatibility with organizational goals, guidelines, and effectiveness in achieving intended objectives.
Factor 3-3 Guidelines
Guidelines consist of standard reference material, texts, and manuals covering the application of analytical methods and techniques and instructions and manuals covering the subjects involved. The employee uses judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects studied. Subjects studied may be covered by a wide variety of administrative regulations and procedural guidelines. The employee must use judgment in researching regulations and in determining the relationship between guidelines and organizational efficiency, program effectiveness, or employee productivity.
Factor 4-4 Complexity
The work involves gathering information, identifying and analyzing issues, and developing recommendations to resolve substantive problems of effectiveness and efficiency of work operations in a program or program support setting. Issues, problems, or concepts are not always susceptible to direct observation and analysis. Difficulty is encountered in measuring effectiveness and productivity due to variations in the nature of administrative processes. Information about study topic is often conflicting or incomplete, cannot readily be obtained by direct means, or is otherwise difficult to document. Originality is required in refining existing work methods and techniques for application to the analysis of specific issues or resolution of problems.
Factor 5-3 Scope and Effect
Plans and carries out projects to improve the efficiency and productivity of organizations and employees in administrative support activities. Identifies, analyzes, and makes recommendations to resolve conventional problems and situations. May be assigned portions of broader studies of largely administrative organizations or participate in the evaluation of program effectiveness at the operating level. May develop detailed procedures and guidelines to supplement established administrative regulations or program guidance. Completed reports and recommendations influence decisions by managers concerning the internal administrative operations.
Factor 6-3 Personal Contacts
Contacts are with persons outside the agency which may include consultants, contractors, or business executives in a moderately unstructured setting. Contacts may also include the head of the employing agency or program officials several managerial levels removed from the employee when such contacts occur on an ad-hoc basis.
Factor 7-2 Purpose of Contacts
The purpose of contacts is to provide advice to managers on non-controversial organization or program-related issues and concerns. Contacts typically involve such matters as identification of decision-making alternatives, appraisals of success in meeting goals; or recommendations for resolving administrative problems.
Factor 8-1 Physical Demands
The work is primarily sedentary.
Factor 9-1 Work Environment
The work is typically performed in an adequately lighted and climate controlled office.
This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.
CAMRIS International and IAP World Services Inc. offer competitive salaries and comprehensive benefits. Please submit your resume online at https://careers-camris.icims.com.
CAMRIS and IAP are Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, or disability status.
How to apply:
Please submit your resume online at https://careers-camris.icims.com.
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