Earn 75m annually as Public Health Administrative Management Specialist – Cooperative Agreements – United States US Embassy

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Organisation: United States
Embassy, US Mission in Uganda
Salary Grade: FSN-9 (Ugshs 75,718,515 p.a.inclusive of allowances).
Vacancy Number: 27-17 (T) 
Duty Station: CDC Office, Entebbe,
Uganda


About US Embassy:

The
United States Embassy in Kampala, Uganda 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 (CDC)
  • Peace Corps
About CDC:
The Centers for Disease Control and Prevention (CDC) is an
international public health agency engaged in HIV prevention and care programs
and research activities in Uganda.  CDC
offers excellent career opportunities for professional growth, training, and
collaboration with other health professionals. The main CDC offices are located
at the Uganda Virus Research Institute (UVRI) in Entebbe. CDC is an agency of
the United States Mission in Uganda.”

Job Summary: The CDC Public
Health Administrative Management Specialist – Cooperative Agreements will be
one of four specialists responsible for oversight at the post level of the
administrative aspects of the agency’s cooperative agreements portfolio. The
incumbent’s administrative role extends throughout the life cycle of the
implementing instrument, beginning with funding proposal preparation, initial
award and carrying through to close out. These administrative functions provide
the infrastructure for effective and coordinated implementation, monitoring and
overall administrative management of the Centers for Disease Control and
Prevention (CDC) PEPFAR-funded and other public health programmatic activities
carried out by implementing partners in Uganda.


Key Duties and Responsibilities:  
1. Management of
Administrative Activities for Cooperative Agreements (70%)
  • The incumbent is one of the agency’s
    administrative specialists for cooperative agreements and the liaison with
    the agency headquarters grants and acquisition office on technical reviews
    and funding awards. This role requires that the job holder be thoroughly
    acquainted with the purpose, terms, conditions and the respective roles
    and responsibilities of the recipient, the program manager and the
    Contracting Officer’s Technical Representative (COTR) or Agreements
    Officer’s Technical Representative (AOTR). Job holder’s portfolio includes
    ten grants, contracts and cooperative agreements with an annual portfolio
    value of approximately $30 million.
  • The job holder coordinates within a team
    concept with agency deputies, team leads, public health specialists and implementing/cooperating
    partners to make sure that programs are conducted according to the terms
    and conditions in the notice of award and that USG funds are appropriately
    utilized. Job holder works closely with program managers and program
    activity liaisons on quarterly monitoring activities, supplemental awards
    reviews, and requests for extensions.  The jobholder also provides detailed
    procedural advice and guidance to other members of the administrative
    management team on how to coordinate the review of all applications,
    supplemental awards, requests for extensions and funding for technical and
    budget soundness.
  • The incumbent provides suggestions to implementing
    partners on how to develop financial controls, quarterly and annual budget
    plans for the project and how to adhere to reporting requirements.
  • The incumbent develops solutions with implementing
    partners and program managers for resolution of recordkeeping
    discrepancies.
  • The job holder serves as administrative
    liaison with the agency headquarters grants and acquisitions office to
    ensure all necessary documents are complete and submitted in a timely
    manner.
  • The incumbent closely tracks reports on supported
    cooperative agreement activities (quarterly reports, continuation
    applications, supplemental applications, and financial status reports).
  • The incumbent provides written
    recommendations to the agency headquarters grants office, the program
    manager and the COTR/AOTR when any changes to the program description,
    technical provisions and/or any other term or condition of the award are
    necessary, along with a justification for the proposed action.
2. Records Management of
Implementing Agreements (30%)
  • Serves as the central source responsible for
    the management of an electronic or paper records system that accounts for
    the at-post receipt and location of all grants, contracts and cooperative agreement
    files in assigned portfolio. The records system criteria is to store
    retrievable reporting/audit quality cooperative agreement files, including
    funding opportunity announcements (FOA’s), applications, technical and
    budget reviews of the applications, awards, financial and programmatic
    reports, reprogramming requests and other supplemental documentation
    associated with the cooperative agreement process from initial award to
    close out of each agreement.
  • The incumbent will ensure that systems are in
    place and maintained that provide timely notification of appropriate agency
    and partner staff of deadlines for funding opportunity announcements
    (FOA), deadlines for interested parties to file applications in response
    to the FOA, partner continuation requests and required partner financial
    reports and funding mechanisms.
  • Work closely with agency headquarters and
    other program staff, prepares monthly and annual calendars of actions related
    to the administrative management of the implementing instruments including
    providing site visit schedules, routine trainings for staff and grantees,
    setting deadlines for important actions necessary for grants management
    (continuing applications, FOAs, supplements) and other date sensitive
    elements.
  • Verifies that all documents related to
    assigned cooperative agreements are complete and submitted to the requiring
    offices in appropriate and auditable records management format.
  • The
    incumbent develops guidelines and recommendations for cooperative agreement
    recipients regarding administrative aspects of implementation, reporting and
    administration of the various cooperative agreements. 





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 CDC Public Health Administrative Management Specialist – Cooperative Agreements career
    placement should possess a Master’s degree in public administration,
    public health, international development, business administration,
    management or finance is required.
  • At least three years of progressively
    responsible administrative management experience in a public health or
    international development program that includes administrative management
    of acquisitions, grants, contracts or cooperative agreement documentation
    and reporting, files management and exposure to external clients is required.
  • Detailed working knowledge of overall
    management principles, guidelines and procedures related to the
    administration of cooperative agreements, as well as related audit and
    accounting requirements, is required.
  • An in-depth understanding of the structure
    and functions of the CDC’s role and function in support of the President’s
    Emergency Plan for AIDS Relief (PEPFAR) is required.
  • The job holder must also have a detailed
    knowledge of the host country operational environment, including a good
    understanding of host government laws and regulations regarding public
    health-related implementing agreements.
  • Comprehensive knowledge of routine health
    information systems . in developing countries, including knowledge of HIV
    administrative systems is required.
  • Excellent communication skills, both oral
    and written, are required, to include ability to write clear and concise
    documents, reports, program and policy guidelines and ability to deliver
    oral presentations on programmatic matters.
  • Excellent inter-personal skills are
    required in order to coordinate with USG colleagues and
    implementing/cooperating partners to ensure mutual cooperation.
  • Proven ability to multi-task in a
    highly-detailed work environment is required.
  • Possess the ability to assess problems and
    develop realistic solutions is required.
  • Ability to plan and monitor budget
    expenditures to meet PEPFAR-program needs is required.
  • Intermediate user level of word
    processing, spreadsheets and databases is required.
  • Keyboarding skills that include both speed
    and accuracy are required.
  • A facility to work with higher
    mathematical calculations for purposes of reporting is required.
  • Language required: Level IV English ability (fluent written,
    spoken and reading).

How to Apply:
All suitably qualified and interested candidates who wish to join the United States Embassy in Kampala are encouraged to Apply Online by following the instructions below;

  • Applicants shall be required to register under the careers page for US Embassy Kampala using the link, Click Here
  • You will receive confirmation of registration and proceed to apply.
  • On completion of this process you will receive an auto response via your email.



NB: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).


Deadline: 18th October 2017


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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