Program Support Specialist
Location: Washington, DC
Public Trust Required
The Office of the U.S. Global AIDS Coordinator and Health Diplomacy (S/GAC) is responsible for implementing the U.S. President's Emergency Plan for AIDS Relief (PEPFAR) – the U.S. Government initiative launched in 2003 focused on saving and improving the lives of those suffering from HIV/AIDS around the world. PEPFAR is focused on achieving an AIDS-free generation and is the largest commitment made by any nation to combat a single disease globally; operating in nearly 60 countries through bilateral and regional programs. PEPFAR supported programs are led, coordinated and funded under the leadership of the Department of State and implemented through a multitude of U.S. Government agencies, including Departments of Health and Human Services, Defense; the U.S. Agency for International Development; and the Peace Corps. Since 2003, $80 billion has been invested through PEPFAR to address HIV/AIDS globally and the annual budget is approximately $6 billion per year. The program is funding over 4,000 employees around the globe and in the implementing agencies.
Additional information about S/GAC and PEPFAR is available at www.pepfar.gov
Incumbent serves as a Program Support Officer in the Multi-Sector unit of the Office of the U.S. Global AIDS Coordinator (S/GAC). The Multilateral Diplomacy unit of S/GAC is responsible for leading S/GAC’s efforts in diplomatic advocacy, multilateral collaboration and coordination and promoting leadership in the worldwide response to HIV/AIDS, especially in international organizations such as the Global Fund to Fight AIDS, Tuberculosis, and Malaria (Global Fund); UNAIDS; the World Health Organization; the World Bank; and UNICEF. To achieve these goals, Multilateral Diplomacy provides U.S. leadership in diplomatic, multilateral and intergovernmental relations on behalf of S/GAC to build international support for the Emergency Plan, to encourage others to provide resources furthering implementation of complementary programs and to mobilize international political leadership to combat the HIV/AIDS pandemic; serves as the technical resource for the U.S. Global AIDS Coordinator on all matters related to the Global Fund, especially those involving the U.S. Government’s role as a member of the Board of Directors and relevant committees; acts as a liaison to the White House, the National Security Council, the State Department and other U.S. Government departments, agencies and missions on issues related to multilateral organizations and international health and development issues; and, participates in processes to develop and define the U.S. Government’s position with regard to the global HIV/AIDS pandemic in international agreements and with multilateral organizations, including the UN, UNAIDS, UNICEF, WHO, and the World Bank, regional organizations such as OAS, and through bilateral agreements with other donors.
Major Duties and Responsibilities
He/she completes regular and special records such as attendance, leave, degree of use of filing space, amount of classified material present in the unit, and staffing status. He/she also completes similar paper work to ease the flow of work through the unit and provides the staff with current information in readily accessible form.
He/she manages the unit Director's and the Deputy Director’s activity schedule and reminds them of appointments. On own initiative and discretion, he/she establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when necessary and appropriate.
Working with the OGAC Travel Officer and counter-parts in embassies around the world, he/she makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with the staff en route, writing thank-you letters after the staff’s return, and submitting travel vouchers and reports.
The incumbent, proficient in the use of several types of standard automated office software (e.g., word processing, spreadsheet, email, and slide presentation), produces a variety of documents associated with his/her function of managing the schedule and work load of the unit. This includes management of the team’s shared calendar, which tracks significant events and meetings, use of the team conference line, and staff leave schedules.
The incumbent reviews documents (position papers, briefing materials) prepared for meetings and conferences for conformance with regulations, grammar, format, and special policies of the organization (e.g., Office, Bureau, or Department). Additionally, the Program Support Officer plays a crucial role in compiling briefing materials for the USG delegation to numerous meetings, including Global Fund Board Meetings, United Nations General Assembly Meetings, and UNAIDS Program Coordinating Board Meetings. This includes ensuring that all materials have been fully reviewed and cleared by appropriate stakeholders, drafting day-by-day agendas for delegation members, and creating briefing books.
The incumbent serves as the primary conduit for information from across the Section, office, and interagency, and plays a crucial role in maintaining communication with the international organizations with which the team engages. Such outreach includes e-mail correspondence, telephone calls, meeting notes, and action memos.
He/she acts as liaison between the Director, the Deputy Director, and other subordinate managers by providing accurate, timely advice on procedures, reports, requirements, and other matters necessary to implement the Director and Deputy Director’s policies, directives, and instructions. He/she informs them of current issues and programs and schedules briefings by members of the staff for the Director and/or Deputy Director. He/she assists in monitoring and management of team work flow, communication, and morale.
In the absence of the unit Director and/or Deputy Director, the incumbent assumes responsibility for ensuring that requests for action or information, which would normally receive the unit Director's and/or Deputy Director’s attention, are made known to responsible subordinate supervisor or staff member who can satisfy the request. The Program Support Officer monitors resulting activities for the purpose of briefing the unit Director. He/she refers important or emergency matters to the unit Director's and/or Deputy Director’s attention when he/she is absent, but accessible.
The Program Support Officer may be assigned countries to support in tandem with the Country Support Team Lead on Global Fund and UNAIDS issues. The incumbent will also engage on substantive issues covered by the team as needed.
Performs other duties as assigned.