Program Analyst (Contracts Assistant)

Location: Washington, DC, 20037

Position Overview

We are seeking a detail-oriented and proactive Program Analyst (Contracts Assistant) to provide onsite support to the Contracting Officer Representative (COR). This position is based in Washington, DC and involves close coordination with various offices within the Bureau of African Affairs and other Department of State entities. The Program Analyst will assist the Contracting Officer Representative (COR) in the administrative coordination and management of contract task orders. This role requires strong organizational skills, familiarity with contract compliance, and the ability to collaborate with multiple stakeholders to ensure efficient contract administration in accordance with relevant regulations.

Key Responsibilities

• Assist the Contracting Officer Representative (COR) in the administrative coordination of contract task orders from proposal stage through project close-out, ensuring compliance with applicable regulations.
• Organize and maintain Contracts Management folders in SharePoint for easy access and reference.
• Review invoices submitted through the online Invoice Processing Platform (IPP) for accuracy and completeness.
• Periodically audit invoices and billing to ensure compliance with contract terms; follow up and resolve discrepancies as needed.
• Develop and maintain a Compliance Calendar or tracking system in Excel to monitor contractual reporting due dates, contract renewals, registrations, and other critical action items.
• Support the Bureau of African Affairs EX office and African Affairs Assistance Enterprise with market research, including product, equipment, and supplier analysis and guidance.
• Maintain complete and accurate contract files using eFiling in ILMS, ensuring readiness for internal administration and audits.
• Stay current with procurement policies, including end-of-year funding deadlines and customer contract policies and Acquisition Manuals.
• Maintain liaison with operations and funding experts across functional areas to facilitate smooth contract execution.
• Inform Bureau of African Affairs (AF) staff and recommend strategies to optimize the use of foreign assistance resources at country, regional, and global levels.
• Research and prepare oral and written briefings, memos, talking points, and analytical products for AF leadership, Department offices, U.S. embassies, Public Diplomacy Officers, and interagency representatives.
• Identify, recommend, and support the development of new programs aligned with AF’s strategic objectives.
• Identify and implement innovative approaches to improve program management efficiency and reduce administrative burdens in collaboration with U.S. embassies and foreign assistance recipients.
• Assist AF/A and AF/EX in developing Standard Operating Procedures (SOPs) for the project management life cycle, including initiation, planning (e.g., Notices of Funding Opportunities (NOFO), Statements of Work (SOW)), execution, and closure.

Qualifications & Skills

• Experience supporting contract administration and compliance in a government or related environment.
• Proficiency with SharePoint, Excel, and online invoice processing platforms.
• Strong organizational skills with attention to detail in managing contract documentation and compliance tracking.
• Ability to conduct market research and provide actionable guidance.
• Excellent written and oral communication skills, including the ability to prepare briefings and analytical reports.
• Familiarity with procurement policies, contract regulations, and acquisition manuals.
• Ability to collaborate effectively with multiple stakeholders, including government officials, embassy staff, and interagency partners.
• Innovative mindset with a focus on improving program management processes and reducing administrative burdens.

• US Citizenship
• Requires TOP SECRET Security Clearance or ability to obtain one before onboarding.
• Minimum Education: 4 Year College Degree or Equivalent
• Minimum Years’ Experience: 5 years or more
• Proficient in Microsoft Office Suite
• Possess strong multi-tasking and organizational skills
• Strong interpersonal and customer service skills
• Demonstrated written and oral communications skills
• Ability to handle complexity and highly detailed responsibilities
• Experience and ability to work and interact with others and provide excellent customer service
• Ability to prioritize work and make decisions
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times

• Comprehensive medical, dental and vision
• Long-term and short-term disability insurance and term life insurance
• 401(K) with safe harbor contribution
• Paid time off and 11 paid holidays
• Tuition and career development assistance
• A selection of voluntary benefits

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