Program Assistant
USAID Bureau for Development, Democracy, and Innovation (DDI)
at Dexis Professional Services

Location: Washington, DC

Dexis is a professional services firm that solves the most pressing social challenges in complex environments, paving the way for a more secure and prosperous world.

Dexis embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.

At Dexis, you will experience a corporate culture of inclusiveness, fairness, and trust. You will be given the means and mentorship needed to succeed, and your creativity will be rewarded.

About the Position

Dexis Professional Services (DPS) is seeking a Program Assistant with an active secret clearance to support the United States Agency for International Development’s (USAID) Bureau for Development, Democracy, and Innovation (DDI). This position is full time and based in Washington, DC. The start date is immediate.

 

Responsibilities: 

 

Travel Processing 

  • Processes travel requests on receipt of itineraries, including reservations, ticketing, and visas/passports within two working days. 

  • Obtains country clearances for international travel via email/cable as appropriate two weeks prior to departure date. 

  • Processes Travel vouchers within five working days from traveler’s return. 

  • Properly documents the travel in Agency’s electronic systems (e.g., E2i Solutions, E-Trams, etc.). Enters all data in E-TRAMS system for COR which consists of updating the projected travel, estimated costs as well as justification for travel. 

  • Manages, tracks, and analyzes the travel plan and process. Prepares travel authorizations and travel vouchers. Commits Operating Expense and Program funds for travelers. 

 

Correspondence Management 

  • Reviews office correspondence for proper formatting as prescribed in official agency guidance. 

  • Keeps abreast and implements agency guidance to ensure proper document management through clearance processes, electronic filing, etc. 

  • Produces documents to a very high standard without need for re-editing prior to clearance and dissemination from office. 

  • Prepares correspondence and documents (typing, formatting, preparing as draft and final correspondence, cables and program documents) 

  • Distributes correspondence and documents (receive and distribute mail, faxes, cables and other requested information) 

  • Tracks, controls, and files documents (log and track documents, standardizes and maintains files according to Agency Records Management Directives. 

 

Procurement Support 

  • Assists in entering Acquisition and Assistance System requests and updates the procurement plan. 

  • Using Microsoft Excel, tracks and updates the payment of vouchers for grants. Coordinates with the COR to update vouchers, ensuring that they are logged in cleared by the Contracting Officer Representative (COR) and returned to Financial Management Office in a timely manner, usually within five working days. Analyzes performance of individual CORs in timely voucher processing by using the Excel database function. Analyzes burn rates of largest contracts to help the office with funds management. 

  • Assists the Bureau’s Program Office in the accrual process by distributing Accrual work sheets to the CORs and entering modified accrual in the Phoenix system. This process is done quarterly. Prior to the beginning to the exercise, sends out email describing the accrual process and deadlines to prepare Contracting Officer Representatives (COR) as well as gather as information for each obligation, especially for CORs on travel. 

 

General Administrative Support 

  • Assists in preparation of routine reports, e.g., weekly reports, calendars of events, lists of publications, etc. 

  • Participates in strategic planning by recommending ways to improve office management and identifying future office needs. 

  • Provides logistical support for office meetings, brown bag seminar, workshops, conferences, retreats and other events. 

  • Maintains Sensitive But Unclassified (SBU) personnel and document files. 

  • Develops tracking system to help team leader manage process for timely performance reviews, promotions, and time and attendance. 

  • Maintains administrative files and manages records. 

  • Serves as WebTA timekeeper (time and attendance) for direct hire employees. This consists of entering time and attendance for employees on a bi-weekly basis. 

  • Provides telephone coverage 

  • Provides Photocopying/Faxing/Scanning services. 

  • Handles data entry, spreadsheets, databases, mailing lists, supply orders 

  • Updates and maintains Directors’ calendars to resolve scheduling conflicts.  

 

Budget Support 

  • Supports team leaders and analysts in tracking the budget to ensure that it aligns with the procurement plan. 

  • Obligates and de-obligates funds in Phoenix system working with E3 Budget Analyst. 

 
Qualifications:

 

Minimum Requirements:

  • Currently holds an Active Secret Clearance

  • High school diploma and 3 years related experience. Bachelor's degree preferred.

  • Experience and high proficiency with office technology and software (including Microsoft Office, Google Drive, and database management preferred).

 

Preferred Requirements:

  • Knowledge of USAID and/or U.S. Government administrative procedures preferred. 

  • Excellent written and oral communication skills, and experience interacting with senior-level officials.

 

At Dexis Professional Services (DPS) we align ourselves with the core values of our parent company, Dexis Consulting Group (Dexis). Ingenuity, Integrity, Investment in People-these are the guiding principles of our culture. We empower our staff to work together with colleagues at all levels and be part of the decision-making process; we create transparency in our operations with our clients and employees; and we offer our people opportunities to grow and challenge themselves in meaningful ways. We’re committed to excellence in institutional support and staff augmentation in the global development arena. As a DPS employee, we will challenge you, we will empower you, and we will mentor you.

Dexis is on a mission to help solve today’s most pressing global political, social, and economic challenges and create a world where all people are safe and prosperous. As a Dexis employee, you will be challenged, empowered, and mentored. Our motto is “find a way or make a way” — that’s how Dexis goes “all in.” How will you? 

 

If you are passionate about this opportunity, apply now!

Only those applicants who meet the above criteria will be contacted for interview.

Dexis is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, sex, national origin, religion, pregnancy, disability, age, genetic information, military service, veteran status, ethnicity, citizenship, sexual orientation, gender identity, marital status, childbirth and related medical conditions, including lactation, or any other protected class under applicable law.

 

If you are hired for a position that is paid from the Dexis home office, you will be required to submit proof that you have received the COVID-19 vaccine unless you qualify for a legally recognized medical or religious exception to the vaccine requirement. This does not apply to AL, AZ, FL, KS, MT, NH, ND, or TX residents.

How to Apply:

Qualified applicants should submit a cover letter highlighting fit for the position and resume to recruitment@broderickhaightconsulting.com with the subject line "Dexis Program Assistant USAID DDI"