Earn 54m Annually as Program Management Assistant at United States US Embassy / Mission

Job Title:        Program Management Assistant
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: USAID/Uganda’s Democracy, Rights and Governance
(DRG) Office, Kampala, Uganda
Salary Grade: FSN-8 (Ugshs 54,207,719 to 78,964,473 p.a.
inclusive of allowances).
Vacancy Announcement Number: 32-16
Reports to: Office Director
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 Management Assistant will be located
in USAID/Uganda’s Democracy, Rights and Governance (DRG) Office. The primary
purpose of the Program Management Assistant (PMA) will be support the DRG team
manage project activities within the USAID/Uganda DRG portfolio and provide
administrative support. The PMA will ensure that the Mission has the necessary
technical expertise to handle program and administrative support related to the
multiple program areas of the DRG office and across the various Development
Objectives (Dos) as described in the Country Development Cooperation Strategy
(CDCS).  The Program Management Assistant
major responsibilities will include program management, preparing acquisition
and assistance procurement documents, managing logistical support, providing
technical expertise, managing professional relationships (i.e. with Government
of Uganda (GoU) officials, Uganda civil society partners, other international
donors), collecting and dissemination project information and other operational
duties (i.e. clerical, administrative, word processing and typing) in support
of the DRG Team). S/he will also assist team members to achieve the office’s
overall and specific program objectives in the areas of democracy, governance, accountability,
human rights, rule of law, conflict prevention, conflict mitigation and
conflict resolution activities. As may be designated, the position will support
the primary Agreement/Contracting Officer’s Technical Representative
(COTR/AOTR) either as an alternate or assistant to manage and monitor activity
funding instruments and implementing partners in a timely and effective manner
to ensure that targeted results are achieved. Where the incumbent has specific
responsibility to manage a contract, grant, and/or cooperative agreement as an
alternate Activity Manager or A/COTR, the incumbent will oversee and monitor
these activities/instruments drawing on USAID approaches and regulations.
Key Duties and Responsibilities: 
1. Office
Management/Program Support to the COTRs/AOTRs 60%
  • The incumbent will maintain the Office
    Director’s calendar and ensure that scheduling conflicts are resolved in a
    timely manner.
  • Prepare memos, letters, cables, spreadsheets,
    no-fund and funding response letters, SOILs, MAARD, GLAAS, briefing
    materials and visa referral requests, etc. at the direction of the DRG
    Office Director. Follow up on GLAAS actions and related documents for both
    a program and non-technical nature for DRG programs, commodity
    procurement, short-term technical assistance and project funded FSN
    salaries. Tracks clearances and liaises with the Finance Management Office
    (FMO) and Contracts Office. Provide quality control for the administrative
    unit of the DRG office. Ensure that all documents produced by the office
    are properly formatted and are completed in a timely manner. Draft country
    clearance cables and secure necessary clearances for TDY travelers, VIP
    visits, etc.
  • Render support in the management, coordination
    and provision of administrative duties including logistical,
    administrative support, monitoring/tracking status and follow-up
    activities with relevant USAID support offices (i.e. Contracts Office,
    Finance Management Office (FMO), Program and Policy Development (PPD)
    office, Front Office), implementing partners, donors and line Government
    of Uganda Ministries (i.e. Ministry of Local Government).
  • Support the DRG Team as a liaison with the
    Executive Office (EXO) staff in the clearance of contractor/ grantee
    equipment or commodities. Assist in managing project commodities to ensure
    that grantees/recipients conform to USAID commodity regulations through
    routine monitoring and verifying of inventory at USAID sites and USAID
    supported organizations.
  • Maintain appropriate documentation
    accordingly. Assists implementing partners working on DRG activities and
    programs to work effectively, including assisting with logistical
    arrangements (such as familiarization with USAID administrative
    policies/procedures).
  • Maintain and assists in checking project
    property inventories both on going and for activity closeouts. When
    assisting with activity closeouts ensure end use checks of equipment,
    disposition plan and transfer to new title and custodian issues resolved
    with EXO/GSO.
  • Renders support in developing budgets relevant
    to procurement of services and goods, and work with FMO to ensure
    availability and source of funds, with PPD to ensure appropriate concept
    reviews are scheduled and programming processes followed and with
    Contracts office to ensure DO2 procurements progress according to the work
    plan.
  • Make appointments, arranges meetings, special
    events and conferences for the DRG Team. Prepare invitations, meeting
    minutes and other relevant correspondence. Secure meeting rooms for
    visiting implementing partners, TDY teams, etc. and assist the DRG team
    with the preparation and coordination of visiting VIP delegations. Prepare
    briefing binders for VIP visits.
  • The incumbent will receive incoming telephone
    communications, transfer calls to the appropriate team member or take messages.
    Place outgoing calls as requested, communicate messages directly to
    project staff and counterparts.
  • Receive, review, and distribute incoming
    written unclassified correspondence, via email, inter-agency mail system
    and external mail system and determine what can be handled personally,
    what must be routed to the supervisor and what can be sent to DRG team
    members. Review outgoing mail for proper address, routing and attachments.
  • Maintain the official DRG electronic and
    paper filing system and oversees routine filing duties of unclassified
    official project files, activity documents and other related DRG filing.
    Assist with archiving and close-out of expired official project files.
  • Schedule, participate and take notes at the
    DRG staff meetings, send out required e-mails, track actions and update
    COTR/AOTRs and Activity Managers as necessary. Schedule and participate in
    the bi-weekly meetings with the Mission Director and Deputy Mission
    Director.
  • Support the PPD office and support the DRG
    team to liaise and organize the Mission’s partner meetings.
  • Maintain the weekly visitors list.
  • Support the DRG Team with preparation and
    routing of all administrative documents related to approved DRG activities
    and consistent with approved DRG instruments; coordinate with technical
    officers and PPD staff and assist in preparation of Action Memos seeking
    approvals for DRG and DRG-related activities.
  • Coordinate TraiNet data with DRG
    AOTRs/COTRs/Activity Managers and contractors/grantees and DRG data inputs
    to Mission reporting. Maintain updated understanding of TraiNet system so
    as to interface directly with implementing partners and, as needed,
    provided assistance.
  • Render support in the preparation and
    presentation of information for the quarterly pipeline reviews and the annual
    portfolio review.
  • As requested, attend meetings and workshops
    with the Government of Uganda, Parliamentary Services, local government
    representatives, implementing partners.
2. Logistics 30%
  • Maintain the DRG team members’ travel, leave
    plan, training schedule, TDY visitor plan and other relevant office
    documents/filing.
  • Prepare and submits time and attendance
    reports for DRG team members. Perform WebTA functions in the event an
    employee is absent.
  • Provide logistical support to DRG team
    members, project staff and TDY visitors. Arranges travel, visas,
    transportation and hotel reservations. Coordinate with USAID Travel
    Assistant for tickets and reservations. Assist with reconfirming or
    changing reservations. Provides support to DRG team members for processing
    of E2 vouchers. Arrange motor pool transportation and visitor access
    requests for DRG team members as needed.
  • Assist with responding to information
    requests on USAID/Uganda and DRG activities and, as requested by the DRG
    team members, disseminates information to implementing partners and
    others.
3. Miscellaneous Tasks
10%
  • Procures expendable and non-expendable
    supplies for the DRG office and ensure the office space is properly
    outfitted.
  • Prepares welcome information for new staff
    and/or visitors.
  • Maintains general information on DRG
    activities.
  • Prepare briefers and work with the PPD
    Development Outreach and Communications Advisor to ensure DRG briefs are
    kept up to date.
  • Perform any other duties may be assigned by
    the Team Leader as deemed fit to meet the office/program/administrative
    needs of the DGC office.
Qualifications, Skills and Experience:
NOTE:  All
applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.
  • The applicants for the US Embassy Program
    Management Assistant career opportunity should have completed college or
    university studies in development studies, agriculture, environment,
    business administration, finance, accounting, international relations or
    similar fields.
  • At least three years of
    program/administrative/clerical experience is required; familiarity with
    USAID or another international agency and the government of Uganda is
    highly desirable.
  • Broad working knowledge and understanding of program
    management, including design, implementation, monitoring, and evaluation.
  • Excellent interpersonal skills, demonstrated
    experience and ability to work in teams, clear concise writing skills,
    ability to meet tight deadlines with logical analyses and clear
    presentation is essential.
  • Demonstrated ability to work collaboratively
    with a range of counterparts at professional levels including those from
    host country government, NGOs, other USAID Missions, other donors and
    rural resource users.
  • Computer literacy in word processing using
    Microsoft, and spreadsheets.
  • Demonstrated experience in the preparation
    and presentation of reports.
  • The applicant must be self-driven with
    ability to perform under minimal supervision.
  • Language Proficiency: Level IV English ability (Fluent) 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:
  • Download a completed and signed Universal
    Application for Employment as a Locally Employed Staff, Download
    it Here
    .
  • Application letter clearly specifying the
    position for which you are applying;
  • An updated Curriculum Vitae/Resume;
  • Copies of Academic Transcripts;
  • Names, contact numbers, and addresses of
    three (3) professional references.
Submit
Application To:
Human
Resources Office
By
email at KampalaHR@state.gov
NB: Your application will be reviewed if you have fulfilled
all the requirements including submission of standard file types such as
Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No
Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please
clearly indicate the position number and title you are applying for on the
DS-174 form.
Deadline: 1st May 2016
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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