Organization: US Agency for International Development
Closing date: 27 Mar 2018
SOLICITATION NO.: 18-47
ISSUANCE DATE: March 14, 2018
CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 27, 2018 (4:30 PM East Africa Time)
POSITION TITLE: Project Management Assistant (EG – Somalia);
MARKET VALUE: Equivalent to FSN-PSC 8 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.
PERIOD OF PERFORMANCE: Initial 1 year probationary period with renewable contract(s) contingent on performance, position need, and funds availability.
PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.
SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:
• Undergo a comprehensive background investigation and;
• Obtain and Retain an embassy issued Security Certification.
STATEMENT OF DUTIES: (See Below)
AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and current employees of the U.S. Mission or Third Country Nationals (TCNs). Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, age, religion, sex, sexual orientation, national origin, political affiliation, disability status, veteran status, marital status or any other characteristic for equality of opportunity in all aspects of employment.
PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.
The Project Management Assistant for Economic Growth will provide project management support to the Economic Growth, Agriculture, and Resilience Office (EGAR). USAID Kenya and East Africa’s Somalia Office economic growth portfolio improves livelihoods through engaging in strategic sectors in agriculture, livestock, and fisheries as well as cross-cutting sectors such as energy, water, and finance. The portfolio also links to other USAID Somalia Offices and Food for Peace and the Office of US Foreign Disaster Assistance on resilience issues.
The incumbent will support Contracting/Agreement Officer Representatives (CORs/AORs) on day-to-day project management duties, including performance monitoring; maintaining the official and working files; drafting project documents, meeting minutes, letters and other necessary documentation; and will perform other programmatic and administrative functions as required. The incumbent must have: a thorough understanding of performance monitoring, administrative skills, work planning processes, superior organizational skills, excellent interpersonal skills, superior communication skills (oral and written), and be able to make independent decisions and take action as required without supervision.
MAJOR DUTIES AND RESPONSIBILITIES
The incumbent is responsible for a full range of project management support responsibilities for the Economic Growth, Agriculture, and Resilience Office:
Project Management Support – 50%
The Project Management Assistant shall serve as the primary administrative liaison with other USAID/Kenya and East Africa staff and external partners, including international NGOs, international donor organizations, implementing partners, and visiting government delegations. The incumbent shall, in consultation with the CORs/AORs, ensure that performance monitoring systems are in place, and that measures and indicators of portfolio impact are established. The incumbent shall contact implementing partners to collect and monitor performance data, and prepare status reports and program/project reports for use within Office, and provide information on partner’s progress in achieving outputs and results for selected activities, as needed. The incumbent shall draft documents related to program planning, implementation and management including memoranda, letters, performance reports, trip reports, analyses, etc., and follow up on the process of clearance of program documents from relevant offices until the relevant action has been taken.
The incumbent shall, in consultation with AOR/CORs, undertake all administrative actions related to program management of activities including preparation of action memorandums, justifications for less than full and open competition, modifications and budgets, and routine implementation letters (including those activities for which the incumbent acts as AOR/COR). The incumbent manages the data and financial information required for Operational Plan and FACTS submissions. S/He ensures that indicator data, data quality assessment and budget information is obtained in a timely manner and is accurate, prior to submission to The Finance Office for input into the FACTS database.
The incumbent shall, in consultation with AOR/CORs, consolidate, document, and track programmatic, procurement planning and financial information including budgets, pipelines, accruals, evaluations, and audit requirements. Assists in the correction of any problems noted, such as information recorded in the PHOENIX financial tracking system. Creates and disseminates weekly and/or monthly reports on procurement and pipeline of economic growth activities.
Project Administrative Support – 50%
The incumbent shall develop and maintain permanent filing systems, including an electronic and central, hard copy filing system that is up-to-date and easy to retrieve in accordance with agency regulations on records management. The incumbent shall maintain orderly records of USAID reference materials, regularly used forms, and update various office publications. The incumbent shall contribute to Office strategy development, specifically support related to program monitoring and tracking, as well as to drafting of communications products, such as success stories and fact sheets, briefing materials, and annual reporting. The incumbent shall assist the Office with production of technical PowerPoint presentations and, where necessary, assist in presentations.
The incumbent shall be responsible for tracking, documentation, and priority setting for closeouts of all economic growth agreements, programs, grants, and contracts including those for personnel. Incumbent shall assist in securing the approval of equipment disposition plans and closeouts by obtaining inventories of equipment purchased with USAID funds and final vouchers, reports, and any other documentation required for close-outs.
The incumbent shall participate in Office meetings and conferences, takes notes/minutes and assure that obligations and commitments are upheld and deadlines are met. The incumbent shall maintain up-to-date contact details for Office contacts and ensure that the Mission contact list is regularly. The incumbent shall make travel and logistical arrangements for staff and high-level visitors on international travel and field sites visits and facilitate their contact with our partners as well as for other international other NGO officials. The incumbent shall prepare travel vouchers, work orders, purchase orders, and other documentation for office staff, and coordinate events held outside the US Embassy.
A. Supervision Received: Incumbent is directly supervised by the Economic Growth, Agriculture, and Resilience Office Chief. The incumbent’s progress against objectives is evaluated by the Economic Growth Office Chief with 360 degree input from other Mission colleagues.
B. Supervision Exercised: It is not expected that the incumbent will supervise any staff.
C. Available Guidelines: The incumbent is required to understand Mission and Agency-specific policies and procedures which govern project activity management in addition to USAID/East Africa-established administrative and operating procedures, policies and formats. Oral guidance from the immediate supervisor and specific detailed instructions will be given when necessary for carrying out unique assignments.
D. Exercise of Judgment: Exercise independent judgment in task prioritization, completing tasks, bringing program and administrative issues to the attention of leaders.
E. Authority to Make Commitments: None.
F. Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or by written or electronic communication with Office and Mission staff, and with relevant Somalia Government officials, private-sector representatives, and staffs of other foreign donor institutions. The nature of these contacts will be principally administrative.
G. Time Expected to Reach Full Performance Level: One year.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.
A. Education: Completion of Secondary Schooling, and an additional two years of post-secondary studies in agriculture, business management, development studies, or social sciences is required
B. Prior Work Experience: Three to five years of professional experience as a program manager or technical support officer for a public or private organization is required, preferably including time as a project assistant with USAID or a similar U.S. Government or donor agency. Experience in Somalia or the Horn of Africa is preferred. Experience with agriculture or economic growth programming is required
C. Post Entry Training: Introduction to Program Cycle (IPC), GLAAS 101 Requesting- New Users, Program Managers, Records Management, Performance M&E Essentials Course
D. Language Proficiency: Complete Level IV fluency (written/spoken/reading) in English and Level III fluency (written/spoken/reading) in Somali is required.
E. Job Knowledge: A thorough knowledge of Somalia’s economic, political, social, and cultural characteristics is necessary. A good knowledge of USAID’s or another type of relevant organization’s (bilateral or multilateral donor) programming policies, regulations, methodologies, and documentation procedures is required. After a training period, knowledge of USAID specific programming policies, regulations, methodologies and documentation procedures as well as the history of development efforts and basic concepts, principles and practices of youth-friendly services, is also required. The candidate should be proficient in Word and Excel, and Internet communication. The position requires the use of high level procedural expertise, expertise in procurement and financial management, as well as interactions with other USAID offices, other USAID Missions, and other USG agencies. The position requires the use of mid-level technical/professional skills in support of the Economic Growth, Agriculture, and Resilience Office activity managers and AOR/CORs.
F. Skills and Abilities: Must be able to carry out duties independently and proactively, with a minimum of supervision, as well as recommend ways to improve program performance. Must possess critical thinking skills and problem solving capabilities, as well as apply complex regulations, policies and procedures to numerous program situations. The position requires the incumbent to actively plan ahead at least three months/one quarter, and make use of highly developed multi-tasking skills. A detail-orientation to the performance of work and strong organizational skills are absolutely required. The ability to establish and maintain contacts with counterparts in relevant host-government and private sector organizations is required; the ability to communicate clearly and effectively, both orally and in writing, is necessary. The ability to obtain, evaluate, and interpret factual data and to prepare precise, accurate, consistently formatted, and complete reports is necessary i.e. results reports from partners using instructions from USAID/W, is required. The ability to recognize significant developments and trends from collected and consolidated data and bring it to the attention of supervisors is required. Skill in the operation of personal computers is required including demonstrated ability to use word processing, spreadsheet, and calendar software applications and, with moderate training, knowledge of Outlook, Word, Excel, Power Point, and Access. The ability to guide and indirectly supervise or coordinate specific tasks performed by lower-level employees (permanent or roving secretary staff assigned by the EXO, such as maintenance staff, DMD and motor pool staff) is required, when their input is needed to accomplish part of an assignment.
EVALUATION AND SELECTION FACTORS
Applicants must submit a cover letter of no more than one letter-size page, which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above. As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided. The selection committee may conduct reference checks at any time during the selection process.
Applications that do not meet the required minimum qualifications will not be scored.
- Prior work experience (30 points)
- Job Knowledge (40 points)
- Skills and abilities (30 points)
Total possible points: 100
Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks. References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria. USAID reserves the right to conduct interviews with the top ranked short-listed applicants. The interview will be one of the determining factors in the final selection.
How to apply:
HOW TO APPLY
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com
Step 2: Complete the job application questionnaire at www.myjobsinkenya.com/usaid. The applicant must answer all the questions in the Questionnaire.
Step 3: Internal Applicants/Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsInKenya.
External Applicants/Not Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsInKenya .
Note to Applicants:
Applications must be received by the closing date and time specified above, and submitted through myjobsinkenya.com.
To ensure consideration of applications for the intended position, applicants must prominently reference the Solicitation number in their cover letter submission.
Submissions will only be accepted through www.myjobsinkenya.com/usaid. Late and Incomplete applications (those that do not contain a cover letter, the applicant’s most current and up to date detailed CV, relevant education certificates and three (3) to five (5) references with contact information) will not be considered for the position. The closing date for receipt of applications is indicated above.
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