Given the magnitude of destruction and threat to stability in the aftermath of this unprecedented disaster in Haiti, the United States Government has made immediate emergency relief and support for the Government of Haiti a priority. OTI was asked to contribute toward the reconstruction and stabilization effort and immediately implement programming in close coordination with the USAID/Haiti Mission.

As part of the post-earthquake response in Haiti, the USAID Office of Transition Initiatives (OTI) is funding short- and medium-term activities aimed at supporting stability in Haiti through community revitalization and restoration of basic government functions and laying the foundations for development.

Country program objectives are expected to shift over the life of the program to account for shifts in the political environment. Objectives are subject to periodic review and adjustment through regular strategy sessions with input from the Contractor, taking into account budgetary and staffing implications that changes to the objectives may have. USAID/OTI owns the country program objectives and will document and approve all changes to these objectives. Changes in the program objectives do not require a modification to the contract scope of work.

The Program Assistant is responsible for smooth administrative operations of a project office. In addition, the program assistant will support the maintenance of the USAID/OTI Activity. This position requires scrupulous attention to detail, analytical skills, a strong work ethic, adaptability and ability to operate in a fast-paced environment.
• Financial Management
o Establish, maintain and track financial accounting records for OTI/Haiti operational expenditures,
o Receive and/or request procurements/payments and check against commitment documents, purchase orders, travel authorizations, contracts, leases etc. Forward requests and related documentation to US Embassy as necessary.
o Manage administrative aspects of financial processes, including processing MAARDs, tracking burn rates of implementing partners, analyzing spending against funding streams, preparing reports, and other tasks as needed,
• Database Management:
o Update and process grant activity data in the OTI Activity Database and ensure all necessary information is included;
o Maintain a grant proposal tracking system to ensure timely review and approval of of “in-process” activity proposals.
o Review as necessary all grant proposals for proper entry to ensure compliance with all database protocols.
o Maintain master copy of the OTI Activity Databases by regularly importing newly cleared activities, weekly updates of backends to OTI’s e-rooms; merging files and uploading to eRooms;
o Prepare activity files (both hard copies and in eRooms) that contain all required and relevant documents.
o Extract customized database reports and charts to respond to information requests and meet reporting requirements as requested by the Country Team.
o Provide all other database support as requested.
• Communications Management
o Receives, logs, screens and takes appropriate actions on correspondence and other communications addressed to USAID/OTI/Haiti.
o Establishes and maintains a log of all correspondence and follow-up to ensure that all appropriate actions are completed.
o Answer calls, track mail/correspondences and electronic communications; compose and type correspondence; and interface as appropriate to parties passing through or using the project office. In addition, route messages and information to appropriate individuals. Liaise with OTI partners.
• Information Management
o As instructed by the Country Team, provide information for outside requests from USAID/Washington, the US Embassy, the Implementing Partner, and other requesters as appropriate.
o Prepare and distribute standard periodic program reports, as identified by the Country Team members, to OTI/Washington and Embassy offices
o Maintain office filing systems.
o Prepare, and distribute minutes from meetings.
o Maintain all HRI contact lists on the shared drive.
• Translation & Interpretation
o Translates incoming documents as needed.
o Drafts routine correspondence in English, French or both as required.
o Serve in a limited capacity as interpreter for meetings.
• Meeting, Travel, and Schedule Management
o Prepares travel authorizations and travel vouchers for Haiti Country Team
o Arranges and coordinates official transportation and security requests as necessary.
o Serve as control officer for program TDY personnel including arranging airport pickups, lodging and expediting other needs.
o Manage the staff calendar and schedule.
o Prepare materials for meetings.
• Other administrative support
o Maintains property inventory records
o Initiates orders for non-expendable supplies for the office.
o Expedites ICASS related requests for Team Staff residences and office repairs.

• University degree in relevant field.
• At least two years of progressively responsible experience utilizing MS Word, Excel and Access, exposure to grant activities and reporting processes is highly desirable.
• Experience working in the development field preferred.
• Must be flexible, willing to perform assigned and additional duties and work irregular hours.
• Fluent English, French and Haitian Creole required.
• Exercise of Judgment: The position is complex, demanding and has a wide range of functions. Judgment and an ability to make quick and sound decisions are critical to be able to respond to the demands of the position.
• Nature, Level and Purpose of Contacts: The Program Assistant will need to develop and maintain contacts with a broad range of professionals that include Embassy and Washington mid-level Officials as well as NGOs’ and other partners’ employees. Obtaining and sharing information of importance to the program is essential.

2010-10-22