Information Coordinator - USAID Guatemala Planning and Program Support Office

Overview :

Purpose : The Information Coordinator provides critical support to Program Office by coordinating interagency coordination and clearances at Post;

information requests and inquiries from the State Department, USAID / Washington, the Congress, and other stakeholders; activity data management, tracking and support for regular and ad hoc reporting.

Specifically, the Information Coordinator manages USAID / Guatemala information flows and systems and supports mission staff to respond to inquiries, tasks, and reporting requests about the USAID / Guatemala portfolio, such as support to the Root Causes Strategy on Migration in Central America, the mission Country Development Cooperation Strategy (CDCS), other US Administration priorities, and USAID support to the new Guatemalan presidential administration, elected in August 2023 and to be inaugurated in January 2024

Responsibilities

Essential Duties / Tasks and Responsibilities :

1) Coordinator of information requests and assigned tasks

The primary duty of the Information Coordinator is to manage and oversee requests, inquiries, clearances, ad hoc and regular report submissions, and other taskers that are sent to USAID / Guatemala via the program office (PPSO) for review, routing, and responses.

The Information Coordinator is responsible for managing a google groups email inbox that receives dozens of requests each week, and responding to all inquiries in a timely manner, either by liaising with other mission colleagues and the USAID Guatemala Desk Office ( in LAC bureau) or answering the questions directly to track all inquiries and ensure that accurate, timely responses are submitted to the requestor(s).

This may include drafting original responses, in consultation with and overseen by appropriate USAID staff, or working with USAID personnel to obtain information that the Information Coordinator then compiles and edits.

2) Internal Information management (PPSO / Mission)

In addition to tracking a range of incoming information requests and taskers, the Information Coordinator will maintain and update several program reporting data sources, such as activity trackers, an activity database, information dashboards, fact sheets, etc.

that are utilized to answer information requests; in doing so, she / he and will support information coordination among various teams.

She / he will also support other PPSO colleagues in populating and managing data in a knowledge management repository / system.

The Information Coordinator will coordinate, as needed, with PPSO’s five teams including Strategy, Budget & Backstops (SBB);

Monitoring, Evaluation, Learning, Collaboration & Adaptation (MECLA); Development Communications; and Indigenous Peoples Engagement Team to assist with data calls from Washington, contribute to assembling regular reports or ad hoc inquiries, and other information management support.

3) Briefings, presentations, background materials

PPSO is frequently called on to develop materials for external briefings or presentations to VIP visitors, other donors, Embassy colleagues and others about strategy, results, goals, development challenges and opportunities.

Notably, when VIPs visit USAID / Guatemala, PPS and the Information Coordinator assist with the preparation and clearance of briefing documents and background materials in a Briefing Book, in coordination with the staff and Control Officer organizing the visit.

This includes organizing, editing and, (when needed) drafting briefing documents for VIP Briefing Books, including Briefing Checklists (BCLs), trip agendas for principals, and other materials.

The Information Coordinator will also assist with gathering inputs for slide presentations and prepare initial versions, consulting with relevant PPSO and technical office staff for needed data.

The Information Coordinator may also develop and disseminate internal and external communications products, such as reports, fact sheets and other materials.

4) Interagency Clearances and coordination

USAID is responsible for clearing (reviewing) a range of documents and actions, both within the mission and with Embassy / Interagency colleagues.

When USAID offices submit briefing documents or an event approval request, the Information Coordinator will route these documents to the appropriate Embassy staff, secure their concurrence, and ensure the clearance process is completed and all documents reach the Information Coordinator in a timely manner for final action.

When Washington or Embassy staff seek input from USAID / Guatemala, the Information Coordinator will also route documents to appropriate USAID staff for their input, concurrence and / or clearance, as appropriate.

The Information Coordinator is expected to know where documents are at all times and be able to advise USAID / Guatemala staff of their status.

Deliverables :

1) Weekly summary of tasks and clearance requests received and closed in a spreadsheet tracker or other tracking system.

2) Updated information management system organizing current activity management data, submissions for Washington data calls, Congressional questions for the record, talking points and briefing materials from VIPs and high level visitors, among other data sources.

3) Completed on-demand assignments (weekly), including but not limited to powerpoint presentations, briefing checklist / scene setter documents for visitors, talking points, briefing books, as directed.

Qualifications

Minimum Requirements :

• Functionally native proficiency in speaking and reading English with exceptional written English skills.
• Interpersonal and teamwork skills.
• Ability to work effectively in a team environment.
• Computer skills and the ability to provide administrative support.
• Ability to coordinate across multiple USAID offices, operating units and interagency.
• USAID headquarters or field experience, ideally task force or other high profile reporting role.
• Professional writing experience (technical reports, official correspondence, executive technical summaries, public fact sheets, analytical memos, reports, press releases, briefing documents).
• Data management experience (databases, spreadsheets, contact lists, etc.)
• Event management experience (event scenarios, background materials)
• Customer service experience
• Public communications experience

Education : Bachelor’s degree plus 7 years experience, or Masters with at least 3 years experience.

Preferred Knowledge, Skills and Abilities :

• Written and verbal communication skills in Spanish (highly desirable)
• Interpersonal and teamwork skills
• Ability to work effectively in a team environment.
• Computer skills and the ability to provide administrative support.
• Ability to coordinate across multiple USAID offices, operating units and interagency.

Other Pertinent Information :

The Information Coordinator is detail-oriented and customer service focused, ensuring that team members are aware of upcoming events, tasks and deadlines and their corresponding responsibilities and overseeing timely completion of those tasks and responsibilities.

The Information Coordinator ensures consistency in USAID’s data collection, taskings, and public facing information dissemination.

S / he possesses strong administrative and planning skills, is expert in understanding and managing the various needs of complex, high-profile requests from Washington and the Embassy, as well as high-level events and visits, and is able to quickly adapt to changing circumstances.

She / he will have excellent writing and verbal communication skills, and excellent organizational skills, diplomacy and tact.

Working Environment : Work is typically performed in an office environment. Currently the company is allowing for hybrid work in the District of Columbia, Maryland and Virginia (DMV) area.

This can be updated by the company.

Physical Requirements : This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Supervisory Responsibility : This position does not have supervisory responsibilities.

Travel : International travel may be required and may include travel to fragile and / or conflict-prone zones.

Work Authorization : Candidate must be authorized to work in the

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.