Program Analyst - Allies and Partners Program

Overview:

The Institute for Defense Analyses (IDA) operates three Federally Funded Research and Development Centers supporting federal decision making – two serving the Department of Defense (DoD) and one serving the Office of Science and Technology Policy in the Executive Office of the President of the United States. IDA assists the United States Government in addressing important national security issues, particularly those requiring scientific and technical expertise.

IDA’s Joint Advanced Warfighting Division (JAWD) is seeking qualified candidates to fill a Program Manager position. This position is responsible for the administrative program management in the Allies and Partners (A&PA&P) program area in support of the A&P Program Leader. Responsibilities cover a wide range of activities in support of the program area’s objectives, including the preparation and reporting of budget information, monitoring project expenditures and projecting future expenditures against available budgets; coordination and liaison with officials from sponsoring agencies, acquisition of required services in support of deployed research team, representing the Program leadership at designated activities or on committees and working groups, and providing assistance to Division management team regarding the program.

Job Responsibilities:

• Manage the budget/contracts of the A&P Program - 60 different projects/subprojects with over $15M of annual funding under the direction of the Program Leader and in close coordination with the Division Management team. 
• Provide administrative management support to research teams of five to seven researchers deployed for a week or more to eight to ten different countries in any given month. 
• Assist JAWD Business Manager in the A&P Program project description development and project funding process. Collects, organizes and reports current status information on each active and prospective project monthly with supplementary reports as required. Functions include:
  • Administration of the A&P Program project development process, including the preparation, review and processing of IDA project descriptions in coordination with the Division Business Manager. This includes, but is not limited to, the preparation of Program statements of work, task fact sheets and the cost budget summary.
  • Monitor project development status through final signature, counsels staff members and sponsors as needed concerning funding mechanisms (MIPRs, 419s, etc.) and monitors the funding document until receipt by appropriate agencies. 
  • For active projects, monitor and report near real-time spending and burn rates.  Formulate options for task management, if needed, to cover funding gaps.
  • Develop and maintain effective working relationships. This includes, in addition to JAWD, other IDA resources.
  • Develop and maintain strong relationships with Program sponsors as required.
  • Contribute to and actively support Division and IDA-wide initiatives, including Data Management and Business Modernization. 
  • Provide JAWD Division Business Manager with independent insight into Program/Project/Sub-Project financial performance, issues and concerns.
  • Manage successful performance of the A&P Program business functions in cost management, schedule planning, forecasting, analysis, cost estimation, pricing, and the acquisition of overseas goods and services that support project activities
  • Prepare and manage monthly, quarterly, and annual A&P Program Plan updates and related financial information for Program and Division leadership review.
  • Collaborate with project leaders (project country leaders) in the preparation of project budgets; estimating staff utilization; tracking classified and unclassified project schedules, cost and performance data; and the management of project status reports.
  • Coordinate with the Division Business Manager and Division Administration Manager the A&P consulting agreements, so that the project consultants are able to provide subject matter expertise when and where needed in a timely manner.
  • In coordination with the Division Administration Manager, oversees project wide compliance with IDA’s travel practices, including careful monitoring of extraordinary travel requests. Provide the Program point of contact for IDA’s travel agency and IDA finance in processing over 500 travel requests annually. Oversees Program travel reimbursement submissions. 
  • Assists the Program leader in the implementation and monitoring of travel team safety practices. Because travel is worldwide in various time zones this is a 24 hour, 7 days a week function that requires monitoring of email and phone throughout all periods of team travel, often with three to five teams deployed simultaneously. 
  • Supports Program hiring actio