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13 June 2016

Earn 88m annually as one of the 2 Public Health Administrative Management Specialists - Cooperative Agreements at United States US Embassy

Organisation: United States Embassy, US Mission in Uganda
Salary Grade: FSN-10 (Ugshs 88,050,617 to 128,626,328 p.a.inclusive of allowances).
Vacancy Number: 59-16
Duty Station: CDC Office, Entebbe, Uganda

About US Embassy:
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Deborah R. Malac 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
About CDC:
The Centers for Disease Control and Prevention (CDC) is an international public health agency engaged in HIV prevention and care programs and research activities in Uganda.  CDC offers excellent career opportunities for professional growth, training, and collaboration with other health professionals. The main CDC offices are located at the Uganda Virus Research Institute (UVRI) in Entebbe. CDC is an agency of the United States Mission in Uganda."

Job Summary: The CDC Public Health Administrative Management Specialist - Cooperative Agreements will be one of four specialists responsible for oversight at the post level of the administrative aspects of the agency’s cooperative agreements portfolio. The incumbent’s administrative role extends throughout the life cycle of the implementing instrument, beginning with funding proposal preparation, initial award and carrying through to close out. These administrative functions provide the infrastructure for effective and coordinated implementation, monitoring and overall administrative management of the Centers for Disease Control and Prevention (CDC) PEPFAR-funded and other public health programmatic activities carried out by implementing partners in Uganda.

Key Duties and Responsibilities:  
1. Management of Administrative Activities for Cooperative Agreements (70%)
  • The incumbent is one of the agency’s administrative specialists for cooperative agreements and the liaison with the agency headquarters grants and acquisition office on technical reviews and funding awards. This role requires that the job holder be thoroughly acquainted with the purpose, terms, conditions and the respective roles and responsibilities of the recipient, the program manager and the Contracting Officer’s Technical Representative (COTR) or Agreements Officer’s Technical Representative (AOTR). Job holder’s portfolio includes ten grants, contracts and cooperative agreements with an annual portfolio value of approximately $30 million.
  • The job holder coordinates within a team concept with agency deputies, team leads, public health specialists and implementing/cooperating partners to make sure that programs are conducted according to the terms and conditions in the notice of award and that USG funds are appropriately utilized. Job holder works closely with program managers and program activity liaisons on quarterly monitoring activities, supplemental awards reviews, and requests for extensions.  The jobholder also provides detailed procedural advice and guidance to other members of the administrative management team on how to coordinate the review of all applications, supplemental awards, requests for extensions and funding for technical and budget soundness.
  • The incumbent provides suggestions to implementing partners on how to develop financial controls, quarterly and annual budget plans for the project and how to adhere to reporting requirements.
  • The incumbent develops solutions with implementing partners and program managers for resolution of recordkeeping discrepancies.
  • The job holder serves as administrative liaison with the agency headquarters grants and acquisitions office to ensure all necessary documents are complete and submitted in a timely manner.
  • The incumbent closely tracks reports on supported cooperative agreement activities (quarterly reports, continuation applications, supplemental applications, and financial status reports).
  • The incumbent provides written recommendations to the agency headquarters grants office, the program manager and the COTR/AOTR when any changes to the program description, technical provisions and/or any other term or condition of the award are necessary, along with a justification for the proposed action.
2. Records Management of Implementing Agreements (30%)
  • Serves as the central source responsible for the management of an electronic or paper records system that accounts for the at-post receipt and location of all grants, contracts and cooperative agreement files in assigned portfolio. The records system criteria is to store retrievable reporting/audit quality cooperative agreement files, including funding opportunity announcements (FOA’s), applications, technical and budget reviews of the applications, awards, financial and programmatic reports, reprogramming requests and other supplemental documentation associated with the cooperative agreement process from initial award to close out of each agreement.
  • The incumbent will ensure that systems are in place and maintained that provide timely notification of appropriate agency and partner staff of deadlines for funding opportunity announcements (FOA), deadlines for interested parties to file applications in response to the FOA, partner continuation requests and required partner financial reports and funding mechanisms.
  • Work closely with agency headquarters and other program staff, prepares monthly and annual calendars of actions related to the administrative management of the implementing instruments including providing site visit schedules, routine trainings for staff and grantees, setting deadlines for important actions necessary for grants management (continuing applications, FOAs, supplements) and other date sensitive elements.
  • Verifies that all documents related to assigned cooperative agreements are complete and submitted to the requiring offices in appropriate and auditable records management format.
  • The incumbent develops guidelines and recommendations for cooperative agreement recipients regarding administrative aspects of implementation, reporting and administration of the various cooperative agreements. 

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 CDC Public Health Administrative Management Specialist - Cooperative Agreements career placement should possess a Master’s degree in public administration, public health, international development, business administration, management or finance is required.
  • At least three years of progressively responsible administrative management experience in a public health or international development program that includes administrative management of acquisitions, grants, contracts or cooperative agreement documentation and reporting, files management and exposure to external clients is required.
  • Detailed working knowledge of overall management principles, guidelines and procedures related to the administration of cooperative agreements, as well as related audit and accounting requirements, is required.
  • An in-depth understanding of the structure and functions of the CDC’s role and function in support of the President’s Emergency Plan for AIDS Relief (PEPFAR) is required.
  • The job holder must also have a detailed knowledge of the host country operational environment, including a good understanding of host government laws and regulations regarding public health-related implementing agreements.
  • Comprehensive knowledge of routine health information systems . in developing countries, including knowledge of HIV administrative systems is required.
  • Excellent communication skills, both oral and written, are required, to include ability to write clear and concise documents, reports, program and policy guidelines and ability to deliver oral presentations on programmatic matters.
  • Excellent inter-personal skills are required in order to coordinate with USG colleagues and implementing/cooperating partners to ensure mutual cooperation.
  • Proven ability to multi-task in a highly-detailed work environment is required.
  • Possess the ability to assess problems and develop realistic solutions is required.
  • Ability to plan and monitor budget expenditures to meet PEPFAR-program needs is required.
  • Intermediate user level of word processing, spreadsheets and databases is required.
  • Keyboarding skills that include both speed and accuracy are required.
  • A facility to work with higher mathematical calculations for purposes of reporting is required.
  • Language required: Level IV English ability (fluent written, spoken and reading).

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.
  • Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
  • Submit Application To:

Human Resources Office
By email at

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: 23rd June 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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