Program Management Specialist

Location

Garmisch Partenkirchen | Germany

Job description

We are looking for individuals who want to join our Team in Garmisch, Germany.
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JOB OPENING

• Title: Program Management Specialist
• Location:    George C. Marshall Center - Garmisch, Germany
• Start Date:  28 March 2024
• Job-Type:   Full Time

Background

The Partnership for Peace Consortium of Defense Academies and Security Studies Institutes (PfPC) has a mission to strengthen defense institutions and military education of partner nations through enhanced national and institutional cooperation. Chartered in 1999 and distinct from NATO’s Partnership for Peace (PfP), the PfPC is a unique international consortium of stakeholders. These stakeholders are comprised of certain NATO member countries, neutral and non-aligned countries, as well as NATO International Staff as an additional and equal stakeholder. The PfPC Operations Staff is administratively hosted by the GCMC, which is a joint United State (U.S) Department of Defense and the German Ministry of Defense educational institution located in Germany.

The Program Management Specialist provides operations synchronization and administrative support to the PfPC Operations Staff, and coordinates PfPC staff operations with the George C. Marshall European Center Security Studies (GCMC). The Program Management Specialist assists with program planning, management, funding-related issues, and execution, to include travel to executing events. Working with PfPC leadership, North Atlantic Treaty Organization (NATO), international working group representatives, subject matter experts, the GCMC staff sections, and Combatant Command (CCMD) representatives, the Program Management Specialist assists in PfPC programs and serve as the primary aggregator of information, as well as office manager for timelines and reports.

Qualifications

• Professional Experience:  Must have experience as an action officer, program manager, or other responsible position requiring the application of problem solving and time management techniques, staff action processes, and effective oral and written communication skills.
• Must have at least three years of experience drafting correspondence and preparing written materials such as concept proposals, staff action briefings, program status reports, and after-action reports.
• Language Requirement: read, understand, speak, and write English fluently.  Must have English language proficiency equal to Level 3 as defined by the U.S. Department of State language proficiency definitions.
• Must be proficient in German. Must have German language proficiency equal to or higher than a B1 on a Common European Framework of Reference (CEFR)-based test.
• Must be proficient using Microsoft products: EXCEL, WORD, POWER POINT, TEAMS and familiar with performing database input and update functions.
• Must be familiar with working in an international environment, particularly in security studies organizations such as an Office of Defense Cooperation, Office of Military Cooperation, Defense Attaché Office, Defense Threat Reduction Agency, or the Marshall Center.
• Familiarity with the countries and dynamics of the Eurasia area of responsibility, and experience in the region is preferred.
• Must have the ability to facilitate communication in English, between speakers and readers of different languages.

Responsibilities Include but are not limited to:

• Provide program management assistance services including tracking the plans and intentions of program team leaders and handling details associated with funded events. These duties involve monitoring coordination between program leaders and other working group chairmen, Combatant Command desk officers, U.S. Embassy Security Cooperation Offices, and Partner Ministries of Defense throughout the region. Coordination will include the scheduling of events, determination of event locations, the selection and assignment of Subject Matter Experts, the building of SME teams for deployment, estimating costs, and identification of support requirements for events.
• Fully coordinate events in order to generate an efficient and executable plan that meets determined Defense Security Cooperation Agency/PfPC objectives and stays within defined budgets. Integrate the planned events into the GCMC program plan processes via the SharePoint or other Government-directed site and ensure all Subject Matter Experts arrive at an event with the products to meet the particular event objective.
• Maintain liaison with the PfPC Operations Director, Program Managers, and the Operations & Administrative Support specialist.
• Consult past budget execution statistics in the PfPC Operations Calendar to assist in estimating costs for future events.
• Initiate event requests and communicate any changes to planned events in the Event Building Template via SharePoint for submission to the Operations Director and Operations specialist to facilitate their update of Regional Center Personnel Activity Management system, Resource Managers, and the PfPC Operations Calendar.
• Coordinate with the NATO International Staff’s Political and Security Policy Division in order to maintain a single, integrated operational picture for each program.
• Input essential event information into the Government database. Match planned events to the GCMC Program Plan, answer requests for information in a timely fashion regarding the scheduling and re-scheduling of events, monitor communications between leaders and others to determine identities of and changes to travelers in support of events, advise volunteer Subject Matter Experts of timelines and reporting requirements, and handle pertinent issues associated with event facilitation.
• Identify potential obstacles to event execution and propose courses of action for resolution in a timely fashion to PfPC leadership.
• Conduct general facilitation of Subject Matter Experts’ travel and event execution through regular liaison with Resource Specialists to ensure travelers are ticketed in a timely manner, funds transferred (e.g. interpretation, transportation, meals, lodging, advance per diem) to the supporting events, and speakers are reimbursed in a timely manner.  Also ensure that presentation materials are processed for translation in accordance with established timelines, that interpreters have been coordinated, and that local transportation solutions are coordinated.
• Ensure a thorough planning process resulting in the smooth execution of high-quality PfPC events. These duties require close coordination with the PfPC Operations Director, other PfPC Program Managers, Admissions and Registrar Division, and Resource Specialists.
• Ensure event scheduling and planning information is properly reflected on the PfPC Operations Calendar and weekly staff meeting slides.
• Travel may occasionally be required to various locations (particularly Europe, Eurasia, and the United States) and will be communicated to the contractor as events are planned.
• Analyze the event execution, report to Government on any changes to determined objectives or intent, and coordinate contingencies. Receive participant team lead inputs or requests for future events, clarify these inputs or requests, and report these to PfPC Program Managers.
• Manage contingencies and provide recommendations for agenda and schedule adjustments accordingly or request the necessary resource requirements through the Operations Director or Program Managers, to ensure that events continue to conform to the objectives.
• Conduct timely post-event closeout actions by capturing or coordinating After Action Report comments and lessons learned, in order to enhances future events.
• Track final costs per event and provide cost reports to the appropriate Program Manager to allow assessment of resource usage and resources remaining.
• Serve as the point of contact to coordinate responses to enquiries regarding programs under purview by the PfPC Executive Director, PfPC Deputy, and PfPC Operations Officer as necessary.
• Facilitate communication in the common language of English between speakers and readers of different languages, due to the multinational aspect of the PfPC mission.
• Maintain a database of utilized contacts that is categorized by working group and specialty. Maintain a continuity record of duties, timelines, and step-by-step processes.

APPLICATION PROCESS
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DOCPER/SOFA/Logistical Support Status

This position is not eligible for support under NATO Status of Forces Agreement (SOFA) supplemental agreement articles 72 or 73.

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French Consulting is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

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