Program Assistant - OBXtek - Washington, DC

Responsibilities:
OBXtek is looking for a qualified candidate to fill the Program Assistant opening in the U.S. Department of State Bureau of Near Eastern Affairs (NEA) which deals with U.S. foreign policy and U.S. diplomatic relations with Algeria, Bahrain, Egypt, Iran, Iraq, Israel, Jordan, Kuwait, Lebanon, Libya, Morocco, Oman, Palestinian Territories, Qatar, Saudi Arabia, Syria, Tunisia, United Arab Emirates, and Yemen. Regional policy issues that NEA handles include Iraq, Middle East peace, terrorism and weapons of mass destruction, and political and economic reform.

The Program Assistant will perform duties and responsibilities that may include, but are not limited to, the following:

• Work under the technical direction of and supports the NEA-SCA/EX HR Division Director. Complete tasks as assigned by HR Division Director.


• Responsible for the training and supervision of Team Leaders, Program Assistants and Junior Program Assistants supporting OIP’s mission.


• Oversees TDY travel authorization processing.

o Reviews and approves travel authorization submissions.

o Coordinates with PSU-Charleston on travel authorization issues.

o Liaise with NEA-SCA/EX regarding funding, as needed.

o Informs staff of procedural updates and E2 Solution software changes.

o Works with Transportation for resolution/guidance, as needed.

o Prepares travel authorizations and vouchers using the E2 Solutions system, as needed.

• Serves as Government Task Manager’s primary support for contract and MOU management.

o Serves as POC for OBXtek while keeping GTM included on all actions.

o Updates STMS MOU with FSI and CAC MOU with DOD, as needed.

o Serves as main POC for the courier company.

• Reviews cables, department notices, and mission notices and adjust OIP operations accordingly to ensure compliance with regulations and policies.


• Serves as liaison to other DOS offices (i.e. HR/CDA, PMO) regarding staff inquires.


• Provides IT ticket and work order management for SA-4 Central and the in-processing room.


• Monitors and updates OIP materials and websites.


• Oversees CAC issuance.


• Delegates pertinent information to appropriate staff members for processing, as needed.


• Prepares reports, memoranda and other forms of written communication, as needed.


• Answer day-to-day OIP staff inquiries.


• Ensures that all the pre-deployment elements of in-processing are completed within OIPs established SOPs.


• Responsible for the accuracy of visa logs and the security of all passports that are received for visa processing.


• Provides customer support to all U.S. Government employees deploying under COM authority to PSP locations as needed. Customer service involves phone, email, and direct communication with employees from their initial assignment notification until their arrival at post. Support services may include the entire scope of pre-deployment assistance provided by the OIP Center


• Ensures teams enter travelers’ data into OIP’s shared databases in accordance with the SOP.


• Updates electronic personnel files for each traveler as needed. Monitors personnel files for completeness and accuracy.


• Assists walk-in customers in a professional manner.


• Monitors in-processing appointments and ensures employee has met all pre-deployment requirements prior to the appointment, as needed.


• Oversees the Familiarization Course briefings at FSI, as needed. Supervises/conducts in-processing orientation and ensures the employee has all deployment documents completed, as needed.


• Coordinates with fellow Deputy Director on joint responsibilities including but not limited to the following tasks:

o Personnel Management including conducting interviews for new employees, holding staff consultations/counselling sessions as needed and participating in annual evaluations with contracting company.

o Holds consultations with in-coming HROs and Management Counselors for all PSP locations.

o Manages internal office policies and procedures.

• Develops and amends internal policies and procedures, as needed.

o Clears changes with GTM prior to implementation.

• Informs staff of policy and procedural changes.


• Updates and maintains ADMIN SOPs.

o Cross trains with fellow Deputy Director to ensure comprehensive office coverage, as needed.

• Manages other tasks authorized by the GTM that fall within the scope of this task order.

Qualifications:
Must be US Citizen and be able to obtain and retain a US DoD Secret Clearance.

Special Knowledge and Experience Requirements:

• Bachelors Degree; work experience can be substituted in lieu of education requirement.


• 3-5 years of similar job experience


• Familiarity of Department of State operations and overall office management experience.


• Experience working under pressure and adhering to short deadlines. Must have the ability to multitask.


• Working knowledge of personal computers and general administrative practices. Experience with Microsoft Office Suite and SharePoint preferred.


• Previous experience managing personnel, preferably in a customer service environment.


• Possesses superior critical thinking skills and has the ability to prioritize urgent issues for HR Division Director and colleagues at PSP locations and in the NEA-SCA/EX office.


• Previous experience developing and implementing procedures. Ability to quickly amend a process based on lessons learned and feedback.


• Strong written and verbal communication skills. Must be able to efficiently communicate via email, in memos, on conference calls and during in-person meetings.