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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