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

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:  

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:

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;

Team Leaders and other team members in providing an understanding of financial
data and analysis for quarterly, semi-annual and annual reports;

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;

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;

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

EYCD funds in all development objective agreements;

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

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

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;

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;

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

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:

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.

critiquing and approving project planning, implementation and monitoring
documents including work plans, quarterly and annual reports, and project
management plans.

activity spending; reviewing and responding to quarterly accruals and pipeline

Taking a
field-based approach to monitoring implementation to ensure the accuracy of
their reporting and progress toward meeting project goals.

closely with other units within EYCD and with other offices to support joint
field visits that inform integrated approaches.

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.

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.

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.

experience working with international donor organizations or donor-funded
projects in budgeting, financial management or related work is required.

knowledge of accounting and budgeting practices and procedures is required.

of program management, including design, implementation, monitoring, and
evaluation is required.

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.

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.

literacy in Microsoft products, including for word processing and complex
spreadsheets. Demonstrated experience in the preparation and presentation of
complex reports and analyses.

with demonstrated ability to perform with minimal supervision.

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).

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.

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.)

duties performed that fully detail the level and complexity of the work.

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.

[separate] document specifically addressing each QRF as outlined in the

of Academic Transcripts

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.

offers and documents become the property of USAID and will not be returned.

Submit Application

Human Resources

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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