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Job Title:    Project Management Assistant (Health)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: USAID, Kampala, Uganda

Salary Range: UGX 70,307,688 – 102,814,437 per annum, equivalent to FSN-08.

Reports to: Family Health Unit Leader

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Natalie E. Brown 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 position is located in the USAID/Uganda Office of Health and HIV/AIDS (OHH). The OHH is responsible for one of USAID’s largest and most complex bilateral assistance health programs. Currently, there are six technical units: 1: Health System Strengthening Unit (HSS), 2: President’s Malaria Initiative Unit (PMI), 3: the HIV & TB Unit (HIV/TB) and its PEPFAR sponsored activities, 4: Family Health Unit (FHU), 5: Strategic Information Unit (SI) which provides support to the Office and other technical teams, and 6: Global Health Security Agenda (GHSA) and Emerging Pandemic Threats Unit. The OHH Team is headed by a U.S. Foreign Service Officer who reports directly to the Mission Director.

The PMA occupies one of the two USAID Project Management Assistant (Health) positions, providing support to CORs/AORs managing substantive health and other programs/projects/activities in the USAID/Uganda OHH. Within the Unit of assignment, the PMA participates in the work of the Unit Leader and the organization’s CORs/AORs, in order to increase output and efficiency in meeting Office, USAID, and USG goals and objectives; in response to OHH-wide events the PMA may be assigned to any Unit, as needed. The PMA provides program and budget assistance across OHH activities; supports performance monitoring; and provides administrative support, operating independently or cooperatively with the other PMA in OHH. In the absence of any COR/AOR, the PMA may be assigned to receive calls, answer non-technical questions, and refer more technical program/project/activity questions to the technical staff, up to the limits of their training and skill level. Work includes a variety of complex research, reporting, contact, monitoring, and analytical duties, and coordinating work with the CORs/AORs, the Unit and Office Chief, other Mission technical officers, and Government of Uganda (GOU), implementing partners (IPs), and Non-Government Organization (NGO) counterparts.

Key Duties and Responsibilities:

Program/Project/Activity Management – 70 %

• The PMA is responsible for providing support to the management and oversight of Division and Office activities, to identify and/or participate in addressing problems encountered in the implementation process, to prepare written activity status reports, and to recommend corrective actions in consultation with Office CORs/AORs. The PMA prepares documents related to program planning, implementation, and management, including memoranda, letters, GLAAS documents, performance reports, trip reports, analyses, etc.; manages electronic and hard-copy filing systems for the Division of assignment; translates documents into English when required; provides assistance in the coordination of administrative aspects of strategy development within the organization, specifically support related to program monitoring, and the establishment and tracking of indicators; participates in the development of evaluation plans and assessments, and participates in their implementation; and, assists the Division and Office Chief, and others, to prepare routine and extraordinary reports, including Division/Office-specific contributions to outside reporting requirements, the Country Operational Plan, Semi-Annual and Annual Reports, budget and program analyses, quarterly accruals reports, briefings, presentations, and other reporting requirements. The PMA provides support to CORs/AORs (stepping in to provide non-technical backstopping, as required) in management, monitoring, and evaluation of program/project/activity implementation, and managing sector-specific information in specialized databases.
• As requested, the PMA sets up and takes minutes at meetings and conferences and assures that obligations and commitments that come up in the meetings are upheld and that deadlines are met; and prepares oral and written summaries for the organization on request. The PMA participates fully with the staff in maintaining program/project/activity records and status reports, adding to quarterly technical and financial reports, quarterly accruals, and budget tracking tables; preparing and updating project documentation; and tracking IP expenditures and budgets. In addition, the PMA collects, analyzes, and interprets information from other sources (IPs, donors, GOU Ministries, etc.) as needed to identify opportunities to strengthen Division, Office, and Mission programs/projects/activities.

Data Collection and Analysis – 15%

• The PMA plays a substantive role in monitoring and reporting on developments in the organization; monitors and analyzes reports, prepares written analyses, evaluates pertinent issues, and provides information to staff within and outside the Division and/or Office; summarizes information in written and oral form for use by coworkers and superiors, as appropriate; works with other PMAs (and others) to organize field trips, conferences, and seminars, and to ensure maximum participation by target audiences, providing translation and interpretation as needed; prepares written reports reflecting an understanding of assigned areas of responsibility, and that clearly document that a wide variety of sources and points of view have been consulted in undertaking analyses and in drawing conclusions; and, prepares oral and written briefings for other staff members, and others, on request.

Performance Monitoring – 15%

• The PMA supports CORs/AORs in ensuring performance-monitoring systems are in place, and that measures and indicators of portfolio impact are established. The PMA contacts IPs to collect and monitor performance data and prepares status reports and program/project/activity reporting for use within the organization; and provides information on progress in achieving outputs, objectives, and results for Division and Office activities, as needed.

Qualifications, Skills and Experience:

• The applicant for the USAID Project Management Assistant (Health) job should have completed Secondary School and at least two years of college or university study in business, business administration, economics, finance, or a similar field is required.
• At least three years of progressively responsible experience in development assistance or related work, work with an international or donor organization, or equivalent work with a private or host-government entity is required.
• Experience should have included collection, analysis, evaluation, and presentation of information.
• A practical knowledge of statistics and accounting is required; familiarity with, or the ability to quickly become familiar with, USAID programs, policies, and regulations, and a familiarity with the technical issues related to the areas of health-related prevention, care, and treatment activities in Uganda are required.
• Ability to develop and maintain a range of working-level and management-level contacts on health-related topics, in government, nongovernmental and private-sector circles; be able to work effectively in a team environment and coordinate well with others.
• Good office management skills and experience in order to support the substantive technical work of the assigned Division to develop and implement effective USAID-supported programs/projects/activities, including financial and administrative skills sufficient to track the performance of IPs and program/project/activity progress.
• Skill in office management, administration, and financial tracking; budgeting and planning; computers, including Word, Excel, database software, and PowerPoint software.
• Ability to present non-technical but complex information and analyses orally and in writing.
• Good verbal and writing skills, tact, and diplomacy are required in order to establish and maintain effective working relationships within USAID and USG and with the public and private sectors.
• Language Proficiency: Level IV oral and written English is required.

How to Apply: Offers must be submitted as detailed in Section IV of the solicitation document and shall include:

• A typed and signed (hand or electronic signature) (around Section 6 – Declaration) DS-174 Employment Application for Locally Employed Staff or Family Member (https://eforms.state.gov/Forms/ds174.pdf; Version Exp. 06/2022).
• Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
• Completed curriculum vitae/resume as detailed in the solicitation document.
• Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation.
• Copies of Academic Transcripts.
• All offers must be e-mailed to: kampalausaidjobs@usaid.gov
• Offers should be in Adobe Acrobat (.pdf). No other file types will be accepted.  All documents should be scanned into one (1) document (one (1) ATTACHMENT) which should not exceed 10MB.

Deadline: 25^th April 2022

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