United States US Embassy Jobs – Development Program Assistant

Organisation: United States
US Embassy, US Mission in Uganda
Duty Station: USAID, Office
of Program and Policy Development (OPPD), Kampala, Uganda
Vacancy Number: 96/15
Salary Grade: FSN-9 (Ugshs
64,849,075 to 94,733,853 p.a. inclusive of allowances).
About US Embassy:
Welcome to the
United States Embassy in Kampala, Uganda. 
The United States has enjoyed diplomatic relations with Uganda for over
30 years.  Ambassador Scott H. DeLisi
currently heads the U.S Mission to Uganda. 
The Mission is composed of several offices and organizations all working
under the auspices of the Embassy and at the direction of the Ambassador.
Among the
offices operating under the U.S Mission to Uganda are:
·        
United States Agency for International Development
(USAID)
·        
Centers for Disease Control (CDC)
·        
Peace Corps
Job Summary: The Program
Development Specialist (PDS) is a key member of USAID/Uganda’s Program and
Policy Development Office (PPD). PPD provides broad guidance, analysis, and
leadership in the formulation and management of USAID/Uganda’s overall economic
development assistance strategy. PPD is responsible for developing policies and
procedures that govern portfolio implementation. The office plays a leadership
role in the Mission’s portfolio from the pre-activity stage of planning and
concept paper review, through the design, implementation, evaluation and
closeout processes. The office is also responsible for ensuring Agency guidance
and procedures are adhered to, as well as developing Mission policies and systems
to ensure quality, results-oriented activities are being implemented. PPD has
additional responsibilities that include leadership in gender equality,
Collaborating, Learning and Adapting (CLA) and Information and Communications Technology;
financial management reviews; partnerships; the Mission web site; and reviews
of unsolicited applications. The PPD Program Development Specialist provides a
broad range of support services to the PPD office and the larger USAID/Uganda
Mission in the areas of budget tracking and processing of obligating documents
with the Government of Uganda; project design, review and approval processes,
knowledge management/CLA, and monitoring and evaluation. The PDS assists in
shepherding new projects and activities through the design process in
accordance with the Mission Order and under the guidance of the Mission Project
Design Officer, and in planning, organizing and carrying out the quarterly
Mission implementing partners’ meetings, and the biannual Mission portfolio
reviews. The PDS is periodically designated as Assistance Officer Representative
or Contracting Officer Representative (AOR/COR), or alternate AOR/COR, as
appropriate, for PPD-managed activities such as evaluations, studies,
assessments related to subjects concerning the entire Mission, such as CLA and Organizational
Development exercises. The PDS also coordinates and maintains accurate
reporting to USAID/Washington
(USAID/W) on
all Mission participant training activities through the TraiNet and other information
systems. For U.S.-based participant training for non-U.S. nationals, s/he
ensures completion of pre-departure requirements/clearances, training database
(TraiNet) management, monitors the Visa Compliance System (VCS), follow-up,
USAID/W reporting, and liaison with implementing partners and other USG agencies
for which USAID processes on participant training matters. S/he is PD’s main
Point of Contact (POC) in the annual Mission wide annual Federal Managers’
Financial Integrity Act (FMFIA) audit exercise, ensuring completion of
PPD-related actions necessary to obtain full Mission compliance.
Key Duties and Responsibilities: 
1.
Support to Mission Program Activity Design, Review and Approval Process (25%):
·        
In close coordination with the PPD Project Development
Officer, the PPD Deputy Director and the respective Mission technical
office/Development Objective Team, the PDA will support compliance with the
Mission Order on Project Design and Chapter 200 of the USAID Automated
Directive System. Illustrative activities include organizing Mission Management
concept paper and Project Appraisal Document reviews to ensure appropriate due
diligence in program design and implementation for the Mission as a whole.
·        
Follow up these processes to ensure formal, written
approval (or disapproval) of new activities/projects is duly documented.
·        
Logs activity design review and approval documents
in and out of PPD, ensuring completeness of documentation and its timely
processing.
·        
Prepare activity development documentation such as
Activity Authorization Documents, Modified Acquisition and Assistance Documents
(MAARDs), and other documentation for Mission clearances.
·        
Exercise strong interpersonal communications skills
in liaising with all members of the Project or Activity Design Team.
2.
Knowledge Management (25%):
·        
Support the PPD Organizational Learning Advisor and
the FSNPSC Knowledge Management Specialist in the planning, design, execution
and, where appropriate, after-action review and stock-taking of CLA activities
such as workshops, conferences, training, and/or Insights profiles
administration and documentation.
·        
Keenly tracks Mission staff participation in the
required meetings with Uganda District Local Governments and USAID implementing
partners under the Mission’s District Operational Plan activity-implementation and
local-engagement modality, maintaining the PPD register of Mission staff who
have agreed to regularly serve as representatives and ensuring coverage when a
given representative is unable to attend meetings.
3.
Monitoring and Evaluation (M&E) (25%):
·        
Provide administrative support to the PPD Senior
M&E Specialist and the PPD M&E Specialist in tracking activity and
project evaluations and related surveys/assessments to ensure a timely design,
award and completion that maximizes their value as learning tools for the
Mission.
·        
Keenly tracks Mission AOR/COR compliance with Agency
performance data certification exercises, such as those required for completion
of the annual Performance Plan and Report.
·        
Maintains a log for PPD to track compliance.
Following official USAID/M/OAA certification as an AOR/COR, may be designated as
AOR or COR for evaluation, assessment and/or learning activities of less than
one year’s duration and less than $500,000 in life-of-activity budget.
4.
Mission Participant Training Coordinator (15%):
·        
Serve as the participant training coordinator for
the entire USAID Mission, as well as for other U.S. Government (USG) -funded
training programs. For participants in U.S.-based trainings, ensure compliance
with pre-departure requirements (in-country clearance, medical examination and
visa forms), and timely application by candidates for J-1 visas with the U.S. Embassy/Kampala
Consular Section. Advise Mission staff and implementing partners on
participant-training policies and procedures. Manage the Training Results and
Information Network (TraiNet) and monitor the Visa Compliance System (VCS) to
ensure data entered into the TraiNet system is complete and accurate in the
VCS.
·        
Compile, maintain and monitor a participant-training
database, including periodic reviews to ensure compliance with all USG reporting
requirements, and to minimize Mission vulnerabilities.
5.
Budget/Funds Obligation/Back-Up GLAAS Requestor for Mission (10%):
·        
Supports the PPD Budget Team in the timely processing
and signature of bilateral funds-obligation documentation by the Ministry of
Finance Development Assistance Office (MOFPED). Whenever required, personally
transmits hard-copy and electronic bilateral funds-obligation documentation to MOFPED
for processing and signature, follows up, and ensures their return to the
Mission, signature by the Mission Director (or the person acting in that
capacity) and appropriate filing at the Mission. Upon completion of
Agency-required training, serves as back-up Requestor for the entire USAID/Uganda
Mission in the USAID Global Acquisition and Assistance System (GLAAS).
·        
Coordinate PPD’s portion of the Mission-wide annual
Federal Managers’ Financial Integrity Act (FMFIA) audit to ensure compliance.
Advise Mission’s Management Control Review Committee (MCRC) on any PPD-related
FMFIA audit issues, and steps being taken toward their resolution.
Qualifications, Skills and Experience:
NOTE:  All
applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.
·        
The ideal candidate for the United States US Embassy
USAID Development Program Assistant must hold a University Degree – at the
Bachelor’s Degree level in public or business administration and/or management
·        
A minimum of five years of progressively responsible
experience is required in development project documentation, program design,
management, and or evaluation, or similar work, at least three years of which
should be with an international organization or agency doing development-assistance
donor or implementing-partner organization.
·        
Prior exposure and experience in project management
support, the collection, analysis and interpretation of data and presentation
of findings in both oral and written form is required.
·        
Detailed working knowledge of administrative and
documentation procedures, including standard business formats for
correspondence and business/diplomatic protocol, is required. Detailed understanding
of GOU organization and operations , and a capacity to learn and understand USG
operations, procedures, and policies regarding the planning, design, implementation
and performance-monitoring and evaluation of USG official development assistance.
·        
Broad working knowledge and understanding of USAID
office and administrative policies and procedures for management of its program
in Uganda, and familiarity with participant training-type programs, is highly
desirable.
·        
Demonstrated ability to read/understand, analyze and
report out clearly and concisely – in both oral and written form – complex data
and narrative material regarding development assistance, the local development
context, USG policies and procedures, and related subjects, to a wide variety
of audiences.
·        
Ability to read and interpret spreadsheets of medium
related to budgets and development statistics.
·        
Ability to use and train others in various office
machines and computers with a variety of software programs i.e.
word-processing, dbase and spreadsheet applications.
·        
Proven ability to establish and maintain a wide variety
of contacts in public and private sectors. Must have the professional and interpersonal
skills to effectively handle inter-office relations and workflows and to
facilitate cross-cultural and interagency relationships.
·        
Ability to obtain, analyze and organize large
volumes of complex data and to prepare concise and accurate reports based on
that data
·        
Language Proficiency: Level IV
English; Excellent English language oral and written communication skills are
required.
How to Apply:
All those
interested in working with the US mission in Kampala should send their
applications and strictly adhere to the following:
·        
Universal Application for Employment as a Locally
Employed Staff or Family Member (DS-174), Download it Here.
·        
A current resume or curriculum vitae.
·        
Candidates who claim US Veterans preference must
provide a copy of their Form DD-214 with their application.  Candidates who claim conditional US Veterans
preference must submit documentation confirming eligibility for a conditional
preference in hiring with their application.
·        
Any other documentation (e.g. essays,
transcripts/certificates, awards) that addresses the qualification requirements
of the position as listed above.
Submit Application
To:
Human Resources
Office
By email at
KampalaHR@state.gov
NB: Only electronic submissions will be accepted and
only shortlisted candidates will be contacted.
Please clearly
indicate the position applied for in the subject area of the email submission.
Please use
standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and
please send all documents in one file attachment.
Telephone:  0414-306001/259-791/5
Deadline: 8th November 2015
The US Mission
in Kampala provides equal opportunity and fair and equitable treatment in
employment to all people without regard to race, color religion, sex, national
origin, age, disability, political affiliation, marital status, or sexual
orientation.  The Department of State
also strives to achieve equal employment opportunity in all personnel
operations through continuing diversity enhancement programs.

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