Compliance Support Officer (Casual)

Overview

The Contracts Management and Compliance Division (CMCD) requires dedicated support to review risk and compliance under the Department of State’s Promoting Human Flourishing in Foreign Assistance (PHFFA) Policy. This is an organization-wide role not tied to a single project, award, or country program.

The Compliance Support Officer provides documentation and knowledge management support to CMCD in implementing and sustaining the organization’s compliance program, with particular emphasis on PHFFA and other USG award requirements. This position coordinates and enables CMCD staff and legal counsel in applying compliance judgment; it does not render legal or compliance determinations independently.

Responsibilities

Risk Assessment Tracking and Documentation

• Maintain the organization-wide compliance risk register, including country- and award-level risk tiering that underpins the PHFFA risk analysis (funding source composition, applicable legal context, and resulting risk classification).
• Track completion status of risk assessments across hubs, country offices, and USG-funded programs; follow up with responsible parties on outstanding assessments and flag overdue items to CMCD leadership.
• Log identified risks, assigned mitigation actions, action owners, and due dates; monitor progress and escalate items at risk of slipping.
• Maintain data underlying risk classification (e.g., funding-source mapping and country-level legal status), reconcile discrepancies against source records, and flag ambiguous or incomplete entries for CMCD review rather than resolving them unilaterally.
• Support scheduled reassessment of risk following operational changes such as new awards and cost amendments, new sub-recipients, changes in donor mix, changes in local law, or new Department guidance.
• Maintain a log of upcoming contractual actions expected to trigger PHFFA standard provisions so compliance preparation can be sequenced ahead of award signature.
• Assemble inputs for periodic compliance status, sub-recipient monitoring, and leadership briefing reports within the framework’s reporting structure.

Knowledge Management and Internal Teams/SharePoint Organization

• Own the structure, organization, and day-to-day upkeep of CMCD’s internal Microsoft Teams sites and SharePoint libraries, including channel and folder architecture, naming conventions, permissions, and version control.
• Establish and maintain a single authoritative repository for compliance resources (regulations, standard provisions, Department FAQs and guidance, organization policies, risk frameworks, templates, checklists, training materials, and FAQs) so staff can reliably locate the current version.
• Apply consistent document control practices: clearly mark effective dates and version numbers, archive superseded materials, and remove or relocate outdated content that could be relied upon in error.
• Maintain a compliance document inventory and retention schedule aligned to records management requirements for foreign assistance program documentation.
• Develop and maintain user-facing navigation aids—landing pages, quick-reference guides, decision trees, and “where to find it” indexes—for country offices, project teams, and functional units.
• Capture and codify practical compliance knowledge by compiling recurring questions, guidance received from Grants Officers, and lessons learned from award negotiations, due diligence reviews, and monitoring exercises; develop these into internal FAQs and guidance notes with CMCD review.
• Support cross-office knowledge exchange on compliance practice (e.g., community-of-practice calls, office hours, or internal knowledge-sharing sessions) between CMCD, hubs, country offices, and project leadership.
• Track usage and gaps in compliance resources and recommend improvements to CMCD.

Compliance Training Support

• Support development, updating, and version control of compliance training materials and curricula for staff and, where appropriate, sub-recipients.
• Coordinate the training calendar, including scheduling, invitations, logistics, platform setup, facilitation support, and materials distribution across time zones.
• Maintain training completion records by individual, office, and project; generate completion reports and follow up on outstanding attendance so training records are inspection-ready.
• Support onboarding of new staff and new sub-recipient personnel into required compliance training, including refresher and re-training cycles triggered by regulatory change.
• Support audits of training materials, curricula, and educational content used in foreign assistance programs for compliance risk; route flagged content to CMCD and technical owners for resolution.
• Collect participant feedback and knowledge-check results and summarize them for CMCD to inform future training design.
• Support preparation of staff guidance on appropriate responses to government inquiries, inspections, and unannounced visits, including maintaining associated protocols and contact points.

Monitoring US Government Compliance Updates

• Track U.S. Government sources for changes relevant to the organization’s compliance obligations, including Federal Register rulemaking, Department of State implementation guidance and FAQ releases, standard provision updates, 2 CFR and Uniform Guidance changes, and relevant agency notices.
• Flag changes that require updates to risk frameworks, policies, templates, sub-award language, or training content; track those updates through to completion.
• Maintain reference materials on the waiver process and affirmative duty exemption, including the current submission pathway, required content, status of pending requests, and outcomes, to support country teams facing local-law conflicts.

Compliance Reporting, Communications, and Monitoring Readiness

• Prepare recurring internal compliance reports and dashboards drawn from the risk register, training records, and due diligence trackers.
• Support preparation of briefing materials for senior leadership, hub and country directors, and USG project directors.
• Draft internal communications that explain compliance requirements in clear, accessible language for non-specialist audiences.
• Maintain inspection-ready documentation packages, including compliance policies, training records, due diligence files, and separation evidence.
• Support periodic internal mock inspections and readiness checks, and track resulting action items to closure.
• Support documentation of compliance progress within regular award reporting cycles (e.g., staff trained or re-trained, sub-award agreements updated, due diligence activities completed, and open questions) to ensure evidence of good-faith compliance is on record in advance of formal monitoring.

Required Qualifications

• Relevant degree or equivalent experience in international development, public administration, law, business administration, knowledge management, or a related field.
• 3–4 years experience supporting compliance, grants and contracts administration, risk management, audit, or a comparable function, ideally with USG-funded awards.
• Familiarity with U.S. Government assistance requirements (e.g., 2 CFR 200 Uniform Guidance, standard provisions, sub-recipient monitoring and flow-down obligations); familiarity with Department of State foreign assistance requirements is an advantage.
• Strong document control and information management skills, including demonstrated experience organizing and administering Microsoft Teams and SharePoint sites (site structure, permissions, metadata, version control).
• Experience building and maintaining trackers, registers, and dashboards, and following up with dispersed stakeholders to bring items to closure.
• Ability to read regulatory and guidance material accurately and translate it into clear, plain-language summaries for non-specialist audiences.
• Strong writing and editing skills; high attention to detail and accuracy in handling documentation of record.
• Proficiency in Microsoft 365 (Teams, SharePoint, Excel, Word, PowerPoint); familiarity with grants or contracts management systems is an advantage.
• Ability to work across multiple offices, time zones, and cultures, and manage competing priorities and short deadlines.
• Discretion and sound judgment in handling sensitive compliance information.
• Excellent oral and written command of English.

Preferred Qualifications

• Familiarity with Department of State foreign assistance requirements.

Compensation & Benefits

• Hourly rate range: $32.35 - $39.88
• Total rewards include a benefits package that supports health, life, career, and retirement.

Location

• Not specified in the provided job description.

Other Information

• Pre-employment background check required.
• Equal Opportunity Employer.
• Applicants considered regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Recruitment Scams & Fraud Warning

• The employer will never ask for a fee during the recruitment process.
• Official job postings are provided through official channels.
• Official emails arrive from an approved company email domain.
• Report suspicious communications to the organization if encountered.