Job Title: USAID 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 [email protected]
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.
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.