Job Title: USAID Program Management Assistant
Organisation: United States Embassy, US Mission in Uganda
Salary Grade: FSN-8 (Ug shs 54,207,719 to 78,964,473 P.a. inclusive of allowances).
About US Embassy:
The United States Embassy in Kampala is the diplomatic mission of the United States which 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 (PC)
Job Summary: The Project Management Assistant (PMA) will provide program, project, financial and administrative support within the Project support unit specifically for the Vulnerable Populations and Environment 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 Food for Peace (FFP), the Mission’s disaster response and management function and the Environment/Biodiversity and Climate Change portfolios.
Key Duties and Responsibilities:
1. Program Support to Contracting Officer’s Representatives/Agreement Officer’s Representatives (COR/AORs) (60%):
Program 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
• 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
• 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
• 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
• 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 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
• Keenly track priority issues during team members’ absence
• Serve as alternative for PMA for Agriculture and Private Sector programs
• 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
• 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
• 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
2. 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
• 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
• 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.)
3. Administrative Support (15%):
• 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
• Complete access requests for visitors and room requests for meetings
• 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
• Support with requisitioning office supplies for the Units
• Act as the Vulnerable Populations and Environment 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)
4. Other Responsibilities (10%): 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.
• 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.
• 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.
• 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 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.
• 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.
• Language Proficiency: Level IV (fluent) English language proficiency, speaking and writing is 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: 31st August 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.