Job Title: USAID Program Management Assistant
Organisation: United States
Embassy, US Mission in Uganda
Embassy, US Mission in Uganda
Salary Grade: FSN-8 (Ug shs 63,281,227 to 92,9530,238 P.a. inclusive of allowances).
Duty Station: USAID Office, Kampala, Uganda
Duty Station: USAID Office, Kampala, Uganda
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 Deborah R. Malac 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
- Peace Corps
Job Summary: The Project Management Assistant (PMA) will
provide support to the program, project, financial and administrative teams in the
Project support unit specifically for the Agriculture and Private Sector Units in USAID/Uganda’s Economic Growth Office. This includes work across a
variety of food security programs, such as Feed the Future (FTF) and private sector programs such as Power Africa and Trade portfolios.
provide support to the program, project, financial and administrative teams in the
Project support unit specifically for the Agriculture and Private Sector Units in USAID/Uganda’s Economic Growth Office. This includes work across a
variety of food security programs, such as Feed the Future (FTF) and private sector programs such as Power Africa and Trade portfolios.
Key Duties and Responsibilities:
1.
Program Support to Contracting Officer’s Representatives/Agreement Officer’s
Representatives (COR/AORs) (60%):
Program Support to Contracting Officer’s Representatives/Agreement Officer’s
Representatives (COR/AORs) (60%):
Program
Planning and Administration:
Planning and Administration:
·
Render support in the administration of
cross-functional project management teams for the Vulnerable Populations and
Environmental Units. This includes preparing agendas, assisting with logistics,
taking high-quality notes at meetings, sending out required e-mails, taking
follow-up actions to ensure maximum participation by targeted audiences, and
updating Contracting/Agreement Officer Representatively (COR/AOR) and Activity
Managers as necessary
Render support in the administration of
cross-functional project management teams for the Vulnerable Populations and
Environmental Units. This includes preparing agendas, assisting with logistics,
taking high-quality notes at meetings, sending out required e-mails, taking
follow-up actions to ensure maximum participation by targeted audiences, and
updating Contracting/Agreement Officer Representatively (COR/AOR) and Activity
Managers as necessary
·
Support the design teams planning new projects or
programs; provide logistical support and collect and manage the necessary
documentation for concept reviews and project appraisal
Support the design teams planning new projects or
programs; provide logistical support and collect and manage the necessary
documentation for concept reviews and project appraisal
·
Draft, with guidance from COR/AORs, documents
related to program planning, implementation, and management, including
memoranda, letters, briefers, and analyses
Draft, with guidance from COR/AORs, documents
related to program planning, implementation, and management, including
memoranda, letters, briefers, and analyses
·
Prepare concise and accurate budgets for each
activity to assist in planning, tracking expenditures, and quarterly financial
reviews; liaise with the Economic Growth Office Budget Specialist to ensure
consistency and validity of information
Prepare concise and accurate budgets for each
activity to assist in planning, tracking expenditures, and quarterly financial
reviews; liaise with the Economic Growth Office Budget Specialist to ensure
consistency and validity of information
·
The incumbent will draft Action Memos, procurement
requests, responses to letters requesting funding, and other briefing materials
for the Unit; work with COR/AORs to secure the necessary clearances for these
documents
The incumbent will draft Action Memos, procurement
requests, responses to letters requesting funding, and other briefing materials
for the Unit; work with COR/AORs to secure the necessary clearances for these
documents
·
Act as the Global Acquisition and Assistance System
backstop for the Unit and support team members with proper use and provision of
any refresher training to enable team members to use the system appropriately
Act as the Global Acquisition and Assistance System
backstop for the Unit and support team members with proper use and provision of
any refresher training to enable team members to use the system appropriately
·
Provide logistical and reporting support to the
Mission Environmental Officer Disaster Relief Officer and Alternate during
emergencies and disasters and assist with the emergency grants process
Provide logistical and reporting support to the
Mission Environmental Officer Disaster Relief Officer and Alternate during
emergencies and disasters and assist with the emergency grants process
·
Actively participate in regular weekly /, biweekly
meetings and other relevant activities
Actively participate in regular weekly /, biweekly
meetings and other relevant activities
·
Support and participate in portfolio reviews,
financial reviews, and annual reporting processes, providing original analysis
and drafting on results, challenges
Support and participate in portfolio reviews,
financial reviews, and annual reporting processes, providing original analysis
and drafting on results, challenges
·
Support COR/AORs in the planning and execution of
field visits; participate in field visits to monitor program activities on a
quarterly basis
Support COR/AORs in the planning and execution of
field visits; participate in field visits to monitor program activities on a
quarterly basis
·
Provide logistical support for evaluations and
assessments; participate in their implementation as needed
Provide logistical support for evaluations and
assessments; participate in their implementation as needed
·
Keenly track priority issues during team members’
absence
Keenly track priority issues during team members’
absence
·
Serve as alternative for PMA for Agriculture and
Private Sector programs
Serve as alternative for PMA for Agriculture and
Private Sector programs
Communication
·
Manage and monitor all day-to-day correspondence,
including all incoming and outgoing official correspondence and Action Boards;
draft communication to GOU entities and partners
Manage and monitor all day-to-day correspondence,
including all incoming and outgoing official correspondence and Action Boards;
draft communication to GOU entities and partners
·
Work in liaison with AOR/CORs to develop external
communications, including weekly reports, quarterly monitoring reports to
Washington, success stories and other information for the public
Work in liaison with AOR/CORs to develop external
communications, including weekly reports, quarterly monitoring reports to
Washington, success stories and other information for the public
·
Assist with response to requests for information
from Washington or other key stakeholders
Assist with response to requests for information
from Washington or other key stakeholders
·
Ensure that official cables related to FFP and
Environment programs are cleared and released
Ensure that official cables related to FFP and
Environment programs are cleared and released
·
Work closely with the Development Outreach
Coordinator team to plan public events and launches related to the Unit’s work
Work closely with the Development Outreach
Coordinator team to plan public events and launches related to the Unit’s work
·
Represent the Units in internal and external
meetings; draft and disseminate meeting notes
Represent the Units in internal and external
meetings; draft and disseminate meeting notes
2.
Information Management (15%)
Information Management (15%)
·
The incumbent will manage electronic and hard-copy
filing systems for the Units, documenting and archiving program paperwork and
maintaining project records and status reports, including quarterly technical
and financial reports, accruals, and budget tracking tables and work to
streamline the filing system to improve knowledge management and efficiency
The incumbent will manage electronic and hard-copy
filing systems for the Units, documenting and archiving program paperwork and
maintaining project records and status reports, including quarterly technical
and financial reports, accruals, and budget tracking tables and work to
streamline the filing system to improve knowledge management and efficiency
·
Create and maintain a project database for the Units
which tracks field visits, monitoring activities, reports and other information
on Vulnerable Populations and Environment Units activities
Create and maintain a project database for the Units
which tracks field visits, monitoring activities, reports and other information
on Vulnerable Populations and Environment Units activities
·
Manage and periodically update the Units calendar
Manage and periodically update the Units calendar
·
Create and maintain the Unit’s contact database,
including contact sheets for all programs and key GOU ministries with which the
Unit works
Create and maintain the Unit’s contact database,
including contact sheets for all programs and key GOU ministries with which the
Unit works
·
Support the Unit to comply with all office trackers
(field visit, reports, etc.)
Support the Unit to comply with all office trackers
(field visit, reports, etc.)
3.
Administrative Support (25%):
Administrative Support (25%):
·
Draft and prepare for clearance memos to the Front
Office and Ambassador
Draft and prepare for clearance memos to the Front
Office and Ambassador
·
Provides timely support for trainings, conferences,
events and field visits from USAID/Washington or other missions
Provides timely support for trainings, conferences,
events and field visits from USAID/Washington or other missions
·
Complete access requests for visitors and room
requests for meetings
Complete access requests for visitors and room
requests for meetings
·
Support Units on local and international travel
requests in collaboration with office Secretary
Support Units on local and international travel
requests in collaboration with office Secretary
·
Assist in the preparation and coordination of
visiting delegations, including site visits
Assist in the preparation and coordination of
visiting delegations, including site visits
·
Support with requisitioning office supplies for the
Units
Support with requisitioning office supplies for the
Units
·
Act as the Agriculture and Private Sector liaison with the Executive Office and General Services Office staff in
negotiating contracted goods and services – such as meetings and conferences
outside of the office and/or special gatherings
Act as the Agriculture and Private Sector liaison with the Executive Office and General Services Office staff in
negotiating contracted goods and services – such as meetings and conferences
outside of the office and/or special gatherings
·
Support partners/contractors with logistical
arrangements and other support (such as familiarization with USAID/Uganda
policies/procedures)
Support partners/contractors with logistical
arrangements and other support (such as familiarization with USAID/Uganda
policies/procedures)
4.
Other Responsibilities: The PMA will be part of a dynamic and fast-paced
Economic Growth Office, and will be expected to perform other duties as
assigned. New USAID and interagency initiatives may also require the focus and
support of the PMA.
Other Responsibilities: The PMA will be part of a dynamic and fast-paced
Economic Growth Office, and will be expected to perform other duties as
assigned. New USAID and interagency initiatives may also require the focus and
support of the PMA.
Qualifications, Skills and Experience:
NOTE: All
applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.
applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.
·
The ideal candidate for the US Embassy USAID Program
Management Assistant PMA should hold a University degree in public administration,
business administration, management, economics, finance, agriculture,
nutrition, or other relevant degree is required. Some administrative or
management courses advantageous.
The ideal candidate for the US Embassy USAID Program
Management Assistant PMA should hold a University degree in public administration,
business administration, management, economics, finance, agriculture,
nutrition, or other relevant degree is required. Some administrative or
management courses advantageous.
·
A minimum of four years of substantive experience in
the areas of project or administrative assistance is required, ideally within
an international organization. This level of experience is necessary because of
the urgent and time-sensitive nature of the work to be performed. Prior work
experience with government and donors is desirable.
A minimum of four years of substantive experience in
the areas of project or administrative assistance is required, ideally within
an international organization. This level of experience is necessary because of
the urgent and time-sensitive nature of the work to be performed. Prior work
experience with government and donors is desirable.
·
Detailed working knowledge of business
correspondence, database management, and budget preparation is required.
Detailed working knowledge of business
correspondence, database management, and budget preparation is required.
·
Familiarity with United States Government programs,
policies, and regulations or other donor programs is desired; and a familiarity
and strong interest in economic growth issues related to vulnerable populations
in Uganda is desired.
Familiarity with United States Government programs,
policies, and regulations or other donor programs is desired; and a familiarity
and strong interest in economic growth issues related to vulnerable populations
in Uganda is desired.
·
Working knowledge on agricultural issues and the
cultural environment in Uganda, including Ugandan economic growth donors and
related private sector programs is preferred.
Working knowledge on agricultural issues and the
cultural environment in Uganda, including Ugandan economic growth donors and
related private sector programs is preferred.
·
The PMA should demonstrate flexibility,
resourcefulness, and initiative in working on a high-performing team that faces
a great diversity of day-to-day tasks.
The PMA should demonstrate flexibility,
resourcefulness, and initiative in working on a high-performing team that faces
a great diversity of day-to-day tasks.
·
The PMA must be able to prioritize and complete
tasks quickly and efficiently and be highly motivated, dedicated, a
self-starter, and able to work in challenging environments.
The PMA must be able to prioritize and complete
tasks quickly and efficiently and be highly motivated, dedicated, a
self-starter, and able to work in challenging environments.
·
The PMA must have excellent interpersonal skills and
the ability to work in a team setting. The employee needs to be able to work
independently and to deal comfortably with a wide range of individuals. They
must be able to develop and maintain a range of working-level and
management-level contacts in government, non-governmental, and private-sector
circles.
The PMA must have excellent interpersonal skills and
the ability to work in a team setting. The employee needs to be able to work
independently and to deal comfortably with a wide range of individuals. They
must be able to develop and maintain a range of working-level and
management-level contacts in government, non-governmental, and private-sector
circles.
·
Excellent office management skills and experience
are required in order to support the assigned Unit and the overall Economic
Growth team in developing and implementing effective USAID/Uganda
programs/projects, including financial and administrative skills sufficient to
track the performance of implementing partners, and program/project activities.
Excellent office management skills and experience
are required in order to support the assigned Unit and the overall Economic
Growth team in developing and implementing effective USAID/Uganda
programs/projects, including financial and administrative skills sufficient to
track the performance of implementing partners, and program/project activities.
·
The work requires skills in the following areas:
office management and administration; financial tracking, budgeting and
planning; computer software, including Word, Excel, PowerPoint, and database
software; and the ability to write and speak clearly, concisely and accurately.
The work requires skills in the following areas:
office management and administration; financial tracking, budgeting and
planning; computer software, including Word, Excel, PowerPoint, and database
software; and the ability to write and speak clearly, concisely and accurately.
·
Language Proficiency: Level IV
(fluent) English language proficiency, speaking and writing is required.
Language Proficiency: Level IV
(fluent) English language proficiency, speaking and writing is required.
How to Apply:
All qualified candidates should submit the following;
- A signed AID-302-3 Offeror Information for Personal Services Contracts, Download Here
- Cover letter clearly indicating the position for which you are applying and describing how you meet the minimum requirements
- Updated Curriculum Vitae/Resume
- Copies of Academic Transcripts
- Names, contact numbers, and e-mail addresses of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
- U.S. citizen, Resident Aliens and other nations (resident in Uganda) must attach a copy of a valid work permit.
Send them to: [email protected] in standard file types such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.
Deadline: 5th May 2017
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