Program Advisor – CMD (USAID/BHA)

Title of the Job: Program Advisor – CMD (USAID/BHA)

Location: Washington DC

Job Description: Who We Are:ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services. Position Description:USAID’s Bureau for Humanitarian Assistance (USAID/BHA) is the lead federal coordinator for international disaster assistance. USAID/BHA provides and coordinates U.S. Government (USG) international humanitarian assistance to save lives, alleviate human suffering, and reduce the physical, social, and economic impact of rapid and slow-onset disasters by supporting at-risk populations to build stable foundations to withstand humanitarian shocks and stresses. Team Credence, through the Bureau for Humanitarian Assistance Support Contract (BHASC), provides operational and administrative support to provide and coordinate humanitarian assistance and maintain 24/7 response capability.
BHA’s Office of Field and Response Operations (FARO) leads and manages operational assistance in response to declared foreign disasters and international humanitarian needs. FARO supports BHA in key functional areas such as supply-chain management, technical-operations capacity, the readiness of field-based response platforms, human and institutional capacity development, and operational coordination with the U.S. military.The Program Advisor supports the Civil-Military Systems Coordination Team (CMSC), Civil-Military Disaster Operations Division (CMD) within FARO. The Program Advisor, as a member of the CMSC Team, will provide critical guidance and mentoring, staffing support, field logistics support, engagement on recruitment, and attention to administrative tasks vital to the functionality and mission success of CMD and FARO writ large. The Program Advisor will provide grounded expertise to enhance programmatic and operational support to CMD field and DC-based activities to include guidance and promulgation of policies and procedures for the Division, support to Division Management to ensure the client’s administrative and standard operating procedures are adhered to. Additionally, the Program Advisor will support improved coordination on administrative issues, recruitment, staffing and data management within CMD with other FARO/BHA stakeholder offices. The Program Advisor will enhance BHA’s ability to enable staff to effectively execute CMD’s critical mission to support joint humanitarian response with the U.S. military.The FARO/CMD Program Advisor’s day-to- day work assignments and oversight are provided by the CMSC Team Lead, Unit Lead, or their designee with formal supervisory and evaluation functions performed by a BHASC contract supervisor.Work Schedule: Full-time/Hybrid Position (3 days a week on site)Location: Washington D.C.
Starting Salary Range: The annual salary range for this role is $95,000 – $125,000 a year with the starting salary determined based on candidate’s knowledge, skills, experience, and education, in addition to budget availability.Clearance Required: Ability to obtain a secret level clearance (US citizenship required). Responsibilities:The Program Advisor duties will involve a mix of administrative guidance, division and team management, and technical project management support to include travel and staffing. These duties include but are not limited to:● Interpreting and advising on administrative policies, procedures, directives, and requirements; develops and schedules administrative operating plans and procedures for the division.
● Actively participating in staff and/or management level meetings and discussions pertaining to the activities encompassed in the administrative and management functions of the division.
● Preparing/assisting with developing office memoranda, inter-agency agreements and memorandum of understanding/agreement.
● Being responsible for administrative tasks related to CMD from maintaining files to responding in an informed and timely fashion to HAA/M questions and requests for assistance. This includes demonstrating an appropriate sense of urgency when responding to internal BHA and external customer requests.
● Drafting and editing memorandums of agreement and inter-agency agreements on behalf of technical and management staff.
● Managing Personal Services Contract (PSC) hiring and recruitment processes for CMD, drafting hiring memos and Scopes of Work (SOWs), keeping abreast of latest Agency and bureau templates and associated requirements, and liaising with relevant individuals in CMD and across BHA for the timely recruitment and hiring of personnel.
● Managing staffing data, operations, and projections for the entire division and updating leadership accordingly.
● Creating, managing, and regularly updating staffing tools and platforms related to the management of core and surge staff support for CMD.
● Supporting CMD financial and technical project-related activities, including tracking costs related to division resources and cost estimation for new work. Assist annually with the division’s budget planning.
● Presenting the work and culture of CMD to prospective detailers and applicants internal and external to BHA.
● Managing CMD’s detailer program, meeting with detailers to discuss their activation with CMD and developing an onboarding plan outlining CMD’s key objectives and benchmarks for each.
● Manage and communicate, when necessary, sensitive personnel issues.
● Providing clear written and oral communication on complicated hiring processes and requisite deliverables to CMD leadership and relevant staff. CMD’s hiring and recruitment process across hiring mechanisms is inherently sensitive and requires discretion in determining how, when, and with whom to share information.
● Participating in weekly CMD Leadership Meetings and flag items for the group for information or action.
● Recommending and nominating staff to support BHA’s responses as a member of CMD’s Responsible Unit (RU).
● Initiating and facilitating the Permanent Change of Duty Station (PCS) process for PSCs by drafting and routing the memo that begins the contract modification process. Propose dates based on CMD’s coverage needs at the Combatant Commands. Build relationships across FARO and BHA Offices in order to ensure smooth personnel transfers, answer questions, and liaise with BHA’s Administrative Management Services team and FARO’s Field Platform Operations Team, as needed. Create the PCS Standard Operating Procedures (SOPs) for CMD’s Humanitarian Assistance Advisors to the Military (HAAMs). Collaborate as required with BHA administrative management specialists in recruiting, onboarding, and related activities.
● Helping to ensure CMD’s PSCs stay on contract and adhere to the terms of their contract by notifying the relevant CMD supervisor when action is required of them or the PSC they supervise.
● Addressing issues related to PSC contract policy or administration in coordination with relevant stakeholders.
● Ensuring all CMSC generated policy documents are in compliance with USAID, U.S. Government, and other regulations, laws, standards, procedures.
● Monitoring and tracking upcoming HAA/M contract actions and deadlines and support USPSC solicitation administration for CMD.
● Preparing personnel action requests pertaining to such personnel functions as recruitment, position management and classification, employee/management relations, reassignments, details, employee entitlement and awards, and training.
● Other duties as required.
● When the Program Advisor is the lead POC, document key issues and action items in meetings/discussions and circulate them to relevant stakeholders.
● Lead, guide, and mentor Program Associate and the Junior Knowledge Management Specialist.
● In support of the CMSC Team Lead,

• Provide technical oversight and guide the ISC CMSC team when the Team Lead and other senior leadership is unavailable.
• Ensure that the Team Lead is regularly updated on key issues or challenges and supports the team lead in implementing CMSC strategy.
• Creates and manages staffing tools and systematizes staffing decisions across CMD.
• Provide recommendations and facilitate approvals for CMD permanent and SRG staff for assignment to training, exercises, response operations, briefings, or other roles.
• Prepares and reviews executive level analysis, briefings, and documents, and participates and leads meetings, as required.
• Oversees the development of budget estimates and recommends funding levels of humanitarian civil-military engagements/outreach activities. Qualifications:

• Bachelors degree and two (2+) years, Masters degree and zero (0+) years , or High school diploma and six (6+) years of relevant experience. What We Believe:

ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to .ZemiTek 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.

Company Name: ZemiTek LLC

Salary: $95000 – 125000 per year

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