This position is essential to underpinning a the administrative and knowledge management functions of an ongoing, policy-based, funded project portfolio of all three pillars under the Global Climate Change Initiative in the Office of Global Change that will be implement through, at minimum, 2021. This Knowledge Management position will be instrumental in the tracking process, timely actions for project development, monitoring, closeout and evaluation and support the maintenance and updating of key data bases, standard documents and deliverables to inform Office of Global Change stakeholders.
Kenjya-Trusant is seeking a candidate to fill the role of Knowledge Management Program Assistant to provide support services to the Global Climate Change Initiative within the Bureau of Oceans, Environment and Science Office of Global Change (OES/EGC).
Clearance Requirement - SECRET **Must hold active SECRET clearance at time of application
DUTIES AND RESPONSIBILITIES:
Supporting key leaders on the Program Team and working under the direction of the Program Team Lead for Procurement and Compliance, the Knowledge Management Program Assistant will support the Office of Global Change, OES Bureau by:
Pre-Award Funding Activities (15%)
Leads on the clearance process on notifications of funding to Congress and supports the completion of all pre-notification tasks and memos;
Supports the development, maintenance and interpretation of the procurement tracking spreadsheet;
Supports compliance with often evolving Department and Bureau processes, policies and procedures at all stages of the funded program from project development to reporting to closeout and evaluation.
May support the annual allocation tracking of funded actions and corresponding administrative fees;
Finalize with office Director signature, send and track the solicitation letters for each funded project.
Works with the EGC Procurement Lead to update annual solicitation documents for changes in policies and procedures, as necessary
Post Award Activities (45%)
Aid in the data base tracking of the start, end and amendment dates of the suite of GCCI funded project activities of a $800 million dollar portfolio;
Supports semi-annual program team reporting reminders, in keeping with both historical communications and evolving Department and Bureau policy with regard to outcome indicators and the data collection strategy for high quality outcome indicators;
Track the receipt of required reporting including sending reporting reminders and delinquent notices for each project;
Support the tracking of funded portfolio monitoring activities including required site visits;
Prepare reports on the relative compliance of projects within the larger portfolio;
Per policy and procedure, transfer actions to OES/CPU and track completion;
Submit and track project amendments through OES/CPU to completion and update necessary information on all EGC project tracking databases:
Recommend streamlining of methods for tracking and portfolio monitoring activities to allow for greater knowledge about the funded portfolio;
Supports program team communications, outcomes, photolog, etc. by supporting functional databases for the project portfolio and tracking compliance that are updated routinely and provide summative data for use in internal and external communications about the breadth and depth of the funded program.
Supports the annual FactBook, including fact checking information for accuracy and bringing inconsistencies to resolution and including printing and production of the final document
Recommends updates to program team communications to ensure consistency with changing policies and procedures;
Supports historical and ongoing data, information and communications relative to the Global Climate Change Initiative;
Project Management (20%)
Manage, in compliance with policy, a limited number of clean energy projects that may consist of grants, interagency agreements, transfers or contributions designed to contribute to the realization of the U.S. Government’s international clean development and climate objectives. . Specifically, the Project Manager contractor will perform those project management functions that are not inherently governmental while supporting the Clean Energy lead in assuming those functions that are inherently governmental relative a wide range of project monitoring functions. Activities may involve multiple international and domestic private and public organizations, DoS and other federal and foreign government implementing funded programs for the Office of Global Change.
Monitor project implementation and performance, including the performance of site visits and the collection, tracking and validation of outcome indicator results. Identify risks to the U.S. of program failures, partial successes and unwanted side effects.
Research, collect, produce written reviews and analyze pertinent data on project performance and outcomes.
Keep project records and files for funded projects in keeping with program, Bureau and Department standards;
Support the GOR or AOR in drafting project closeouts and final performance reviews for grants and interagency agreements;
Office General Support (5%)
Troubleshoot printer issues and other technological impediments that threatens to negatively impact productivity
Other duties, as requested
Skills and background
MA (social sciences, environment, business or other relevant field);
Minimum 2 years of relevant experience in one or more professional disciplines directly relevant to the duties and responsibilities of the position;
Experience monitoring outcomes and engaged in evaluation activities;
Proven ability to work as part of a team; Excellent teamwork and time management skills; results-orientation and ability to work under pressure;
Advanced skills in Excel or other data management programs;
Ability to think practically to achieve desired outcome;
Ability to work well and, after receiving direction, work on activities independently.
Ability to learn a wide range of skills rapidly, to multi-task and ability to triage and prioritize work to best achieve team goals; excellent interpersonal and oral communication skills.