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ORGANIZATIONAL LOCATION OF POSITION: DCHA/FFP/POD
TITLE/GRADE OF SUPERVISOR: Keith Adams, GS-15
SUPERVISORY CONTROLS
The incumbent works under the supervision of the Budget and Finance Team leader, Program Operations Division, DCHA/FFP. The incumbent exercises independence and initiative in defining and carrying out duties. Responsibilities are carried out independently with the incumbent prioritizing overall objectives and managing available resources. The incumbent develops deadlines for activities and other specialized tasks and is responsible for planning and carrying out assignments, resolving most conflicts that arise, and coordinating the work with others as necessary. Then incumbent interprets policy on own initiative and in terms of established objectives. Incumbent keeps supervisor informed of progress in achievement of objectives and advised of potentially controversial matters. Completed work is reviewed after completion in terms of effectiveness in advancing USAID Food Security policy, DCHA/FFP strategic plan, and Bureau objectives as enunciated in annual reports/resource request submission.
The position is located in the Bureau for Democracy Conflict and Humanitarian Assistance, Office of Food for Peace, Program Operations Division (DCHA/FFP/POD). The functions of the Bureau are outlined in the ADS covering functional statements. The functions of the Food for Peace Program are outlined in USAID interim Handbook 9. The Office of Food for Peace reports directly to the DCHA Assistant Administrator and provides program oversight for U.S. Department of Agriculture P.L. 480 funds administered by USAID. Food for Peace manages more than $1 billion in annual food aid and employs a combined direct-hire and non-direct hire staff of over 60 in Washington and in overseas offices. The Program Operations Division of the Office of Food for Peace is responsible for all financial management and budgetary aspects of the P.L. 480 budget (both operating and out years). POD provides assistance and information regarding P.L. 480 to personnel within USAID, other government agencies, Private Voluntary Organizations, Cooperatives, multilateral organizations such as the World Food Program, and private industry. POD ensures commodity procurements are carried out to meet program needs; coordinates logistics pipelines for both regular and emergency programs; provides rapid information and details on how best to satisfy emergency situations worldwide; manages the P.L. 480 transportation, and 202 (e) accounts; and prepares statistical and analytical material and reports on P.L. 480 status; and with the office implementation of the new financial system.
This PSC position serves as the Program Analyst with responsibility for ensuring that all Title II obligations are properly monitored for deobligation of excess funds and closeout, as well as audit resolution and closure tracking. The incumbent will work closely with the Program Operations Specialist, who is the primary manager of the freight accounts. FFP depends heavily on the prompt deobligation and reapportionment of its no year money from the hundreds of awards generated annually totaling over half a billion dollars. As the Title II resources level increases, the numbers of awards and dollars will subsequently increase. In addition, the program analyst would be responsible for managing audits. Currently, there is a backlog of OIG audit issues that need to be addressed. The incumbent is also responsible for managing the Food for Peace Information System (FFPIS), which is the Agency's official management information system for the Title II program. As the system manager, the incumbent is the office liaison to contractors maintaining the system and office requirements. This function is critical to support the Budget and Finance coordinator in maintaining a thorough familiarity with the system's design and features for all modules; that there is adequate and timely quality management of the system itself and data to and from the FFPIS; and providing training on all levels as required.
The incumbent is also responsible for the coordination of these same types of activities with cooperating sponsors and other donors. The ultimate goal of electronic exchange of food aid information is becoming important to all concerned. The incumbent will work with these groups to achieve electronic information exchange to the extent other groups' hardware, software, and technical ability permits. This activity will require a high level of technical knowledge of computers and information management systems.
The program analyst would also be expected to assist with other financial issues or special projects related to program operations. The complex program and high workload volume in FFP places enormous workload demands on all staff members, therefore flexibility and backstopping are essential.
The incumbent must have demonstrated ability to perform analytical and evaluative work associated with program activities and financial accounting. The necessary analytical skills require the ability to prepare financial tracking and briefing materials, write reports, letters and other documents. The work requires knowledge and understanding of pertinent statistical, accounting, audit and budget principles in order to review, and monitor financial reports. The work requires a high degree of independence, initiative and judgment to assure effective implementation of the Title II P.L. 480 programs. The incumbent must have the ability to interact with a broad range of internal and external partners and clients and functions successfully as a member of a multi-functional team. The incumbent must also have demonstrated initiative and ability to manage competing work priorities.
The incumbent maintains contact with the DCHA/FFP Emergency and Development country backstop officers, with other USAID personnel, and other U.S. Government agencies and United Nations (UN) agencies. The incumbent is the prime point of contact for audit issues, deobligations and FFPIS liaison and coordination. Incumbent contacts will also include Private Voluntary Organizations and International Organization representatives; ocean and rail shippers and carriers; freight forwarders and agents; commodity suppliers and their representatives.
DUTIES AND RESPONSIBILITIES
The Program Analyst serves as the principle point of contact on P.L. 480 Title II audit issues, deobligations and FFPIS liaison and coordination. As such, the incumbent provides guidance to the FFP staff on issues related to freight account pipelines, terminal disbursement dates, audit policies and requirements, FFPIS reporting and maintenance. Specific responsibilities include the following:
POLICY/GUIDANCE
•1) Provide Title II policy and regulatory guidance on operational and financial issues related to deobligations, audit issues and FFPIS management.
•2) Develop guidelines and operating procedures for general audit issues and office procedures for responding to Agency audit inquiries.
•3) Liaise with cooperating sponsors on planned deobligations to ensure compliance with FFP account management policies regarding funds availability.
•4) Ensure consistent application of financial management policies and procedures for deobligations and audit issues.
•5) Provide technical recommendations to the Budget and Finance Team Leader regarding programming requirements for FFPIS updates and information tracking.
•6) Prepare responses to special requests for audit information and other general adhoc financial information.
OPERATIONS
•7) Monitors and manages the accuracy of the information in FFPIS to ensure compliance with OYB and other financial controls.
•8) Provides timely assistance on the close-out of all freight accounts. This requires close monitoring and communication with cooperating sponsors regarding the terminal disbursement dates and the values of outstanding funding available to deobligate.
•3) Act as DCHA/FFP/POD representative on audit issues with DCHA Program Planning and Management (PPM) office and the Office of Inspector General.
•4) Manages and monitors the FFPIS database and serves in an advisory role to assist FFP colleagues in tracking the approved and program information.
•5) Coordinates the close-out of expired accounts and provide accurate reporting of deobligations to Budget and Finance team members, as well as senior management.
•6) Provides general financial assistance to cooperating sponsor and FFP colleagues regarding status of deobligations, quarterly accruals, and other financial reporting.
SUPERVISION/OVERSIGHT OVER OTHERS
The Program Analyst has no supervisory or oversight responsibilities.
EDUCATION/EXPERIENCE REQUIRED
•· Demonstrated analytical skills and understanding of pertinent statistical, accounting, and budget principles in order to review and analyze financial information and budgets.
•· Analytical skills to review and evaluate regulations, reporting, and other relevant material as a basis for implementing agency and office guidelines and/or procedures.
•· Skills in the use of spreadsheet/database software such as Excel or Lotus, and Access.
•· Ability to communicate effectively both orally and in writing.