Administrative Assistant / Secretary Job Careers - Goodman International Ltd

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USAID Jobs - Project Management Assistant (Budget) - United States Embassy / US Mission

Job Title:         Project Management Assistant (Budget)
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: USAID/Uganda Office of Education, Youth, and Child Development (EYCD), Kampala, Uganda
Salary Grade: UGX 80,301,804 - 117,612,946 per annum (FSN 09)
Reports to: EYCD Office Director

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

Job Summary:  USAID/Uganda is seeking for qualified individuals to fill the Project Management Assistant (Budget) position. The position is in the USAID/Uganda Office of Education, Youth, and Child Development (EYCD). EYCD manages multiple funding streams including Basic Education, Higher Education and President's Emergency Plan for AIDS Relief (PEPFAR) funds which support basic education, child protection, and positive youth development activities. The multiple funding sources are allocated across activities and have different reporting and management requirements. The primary purpose of this position is to provide support to the EYCD Office in managing its multi-year portfolio of $200 million. The position will assist the EYCD Office to develop the annual program budget; oversee the procurement plan and track procurement actions; complete financial reporting requirements for presidential initiatives and other USAID activities; and assist the office in responding to additional financial information needs as requested. The position plays a major role in managing EYCD's complex and unique portfolio.

Key Duties and Responsibilities:  
Financial Management (40% of time)
With limited supervision, the PMA will provide programmatic and administrative leadership in structuring, updating and overseeing the entire EYCD Office financial portfolio of $200 million in multi-year funding, which is complex due to multiple funding sources with different allocation, attribution, and management requirements. The PMA is responsible for monitoring funds for interventions in basic education, higher education, orphans and vulnerable children, and positive youth development. Responsibilities shall include:
·        Working with Office Director, Deputy Director and Team Leaders and counterparts in the offices of Financial Management (OFM) Program & Policy Development (PPD) to construct EYCD program budgets by program area and element level and by congressional earmarks for planning purposes;
·        Assisting Team Leaders and other team members in providing an understanding of financial data and analysis for quarterly, semi-annual and annual reports;
·        Preparing monthly pipeline reports and spend plans and reviews with EYCD leadership to update planning figures, and presenting financials to EYCD Office and USAID/Uganda Mission leadership;
·        Receiving quarterly financial pipeline data from OFM, reviewing activities with activity managers and team leaders, providing pipeline analysis to EYCD leadership for quarterly mission pipeline and procurement plan reviews;
·        Working with the PPD and other EYCD staff to prepare the EYCD Congressional Budget Justification, annual operational plans, annual obligations by program area, documentation for obligation into development objective agreements, amendments/modifications, and on preparing the field support budget for USAID/Washington;
·        Tracking EYCD funds in all development objective agreements;
·        Negotiating joint program funding with other Mission technical offices, and tracking the funding for reporting and to assist EYCD and the other technical offices with strategic decision-making regarding sub-obligation of funds; and
·        Leading financial management capacity building within EYCD, training other support staff to manage financial aspects of program management, and Team Leaders and Contracting Officer/Agreement Officer Representatives (COR/AORs) to improve financial management of activities.
Procurement Support (40% of Time)
Provide programmatic and administrative oversight to procurement actions. Responsibilities shall include:
·        Working closely with activity managers to provide financial data for preparation of documentation on sub-obligations into specific implementing partner instruments and other mechanisms of a general and overall nature through GLAAS, Implementation Letters, and other mechanisms;
·        Participating in the clearance process of GLAAS requests and other documents by reviewing and clearing off on the documents before they go to the EYCD Office Director or Deputy Director;
·        Working with activity managers, unit leaders and OAA representatives to update the EYCD Procurement Plan, leading weekly procurement plan reviews with EYCD and OAA, preparing the office for monthly front office technical meetings, and quarterly portfolio reviews; and
·        Participating in program/pipeline/procurement Mission review, responding to EYCD budget-related procurement issues.
Program Management (20% of Time)
Managing, as COR/AOR, implementing instruments and partners, providing technical support and direction. Responsibilities shall include:
·        Fostering collaboration, participation, and agreement among implementing partners and USAID staff in the implementation and monitoring of EYCD activities. Responsible for providing strategic advice to implementing partners to ensure adherence to USAID/Uganda's strategy and relevant U.S. Government policies.
·        Reviewing, critiquing and approving project planning, implementation and monitoring documents including work plans, quarterly and annual reports, and project management plans.
·        Monitoring activity spending; reviewing and responding to quarterly accruals and pipeline analysis.
·        Taking a field-based approach to monitoring implementation to ensure the accuracy of their reporting and progress toward meeting project goals.
·        Working closely with other units within EYCD and with other offices to support joint field visits that inform integrated approaches.
·        Ensuring compliance with USAID regulations in all aspects of project implementation.

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 United States US Embassy Project Management Assistant (Budget) job opportunity should have two years of full-time post-secondary study at college or university in Financial Management, Business Administration, and Accounting, Social Sciences. Required.
·        Three years of progressively responsible work in financial management, budgeting, accounting, business administration, with one year of program management, project development, social economic or related field is required.
·        Prior experience working with international donor organizations or donor-funded projects in budgeting, financial management or related work is required.
·        Demonstrated knowledge of accounting and budgeting practices and procedures is required.
·        Knowledge of program management, including design, implementation, monitoring, and evaluation is required.
·        Strong interpersonal skills, demonstrated experience, and ability to work in teams, clear concise writing skills, ability to meet tight deadlines, and logical analysis, accuracy and clear presentation skills.
·        Proven ability to work collaboratively with a range of counterparts at all levels including those from host country government, NGOs, other USAID Missions, other donors and rural resource users.
·        Computer literacy in Microsoft products, including for word processing and complex spreadsheets. Demonstrated experience in the preparation and presentation of complex reports and analyses.
·        Self-directed with demonstrated ability to perform with minimal supervision.
·        Language Proficiency: Level IV (fluent) in English with excellent speaking and writing skills 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:
·        A typed and hand signed (around Section 6 - Declaration) DS-174 Employment Application for Locally Employed Staff or Family Member (Click Here; Version Exp. 06/2022). Offerors are required to complete sections 1 through 6. (Make sure to use additional Work Experience pages (Section 4), if needed, to provide complete work history).
·        Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
·        Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:
·        Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
·        Specific duties performed that fully detail the level and complexity of the work.
·        Education and any other qualifications including job-related training courses, job-related skills, or job- related honors, awards or accomplishments.
·        Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
·        Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation.
·        Copies of Academic Transcripts
·        Offers should be in a standard file type such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.
·        Submitted offers and documents become the property of USAID and will not be returned.

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: 10th July 2020

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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