Organisation: United States
Embassy, US Mission in Uganda
Salary Grade: FSN-8 (Ug shs 54,207,719
to 78,964,473 P.a. inclusive of allowances).
The United
States Embassy in Kampala is the diplomatic mission of the United States which
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 (PC)
Job Summary: The Project Management Assistant (PMA) will
provide program, project, financial and administrative support within the
Project support unit specifically for the Vulnerable Populations and Environment
Units in USAID/Uganda’s Economic Growth Office. This includes work across a
variety of food security programs, such as Feed the Future (FTF) and Food for
Peace (FFP), the Mission’s disaster response and management function and the
Environment/Biodiversity and Climate Change portfolios.
Key Duties and Responsibilities:
1.
Program Support to Contracting Officer’s Representatives/Agreement Officer’s
Representatives (COR/AORs) (60%):
Program
Planning and Administration:
·
Render support in the administration of
cross-functional project management teams for the Vulnerable Populations and
Environmental Units. This includes preparing agendas, assisting with logistics,
taking high-quality notes at meetings, sending out required e-mails, taking
follow-up actions to ensure maximum participation by targeted audiences, and
updating Contracting/Agreement Officer Representatively (COR/AOR) and Activity
Managers as necessary
·
Support the design teams planning new projects or
programs; provide logistical support and collect and manage the necessary
documentation for concept reviews and project appraisal
·
Draft, with guidance from COR/AORs, documents
related to program planning, implementation, and management, including
memoranda, letters, briefers, and analyses
·
Prepare concise and accurate budgets for each
activity to assist in planning, tracking expenditures, and quarterly financial
reviews; liaise with the Economic Growth Office Budget Specialist to ensure
consistency and validity of information
·
The incumbent will draft Action Memos, procurement
requests, responses to letters requesting funding, and other briefing materials
for the Unit; work with COR/AORs to secure the necessary clearances for these
documents
·
Act as the Global Acquisition and Assistance System
backstop for the Unit and support team members with proper use and provision of
any refresher training to enable team members to use the system appropriately
·
Provide logistical and reporting support to the
Mission Environmental Officer Disaster Relief Officer and Alternate during
emergencies and disasters and assist with the emergency grants process
·
Actively participate in regular weekly /, biweekly
meetings and other relevant activities
·
Support and participate in portfolio reviews,
financial reviews, and annual reporting processes, providing original analysis
and drafting on results, challenges
·
Support COR/AORs in the planning and execution of
field visits; participate in field visits to monitor program activities on a
quarterly basis
·
Provide logistical support for evaluations and
assessments; participate in their implementation as needed
·
Keenly track priority issues during team members’
absence
·
Serve as alternative for PMA for Agriculture and
Private Sector programs
·
Manage and monitor all day-to-day correspondence,
including all incoming and outgoing official correspondence and Action Boards;
draft communication to GOU entities and partners
·
Work in liaison with AOR/CORs to develop external
communications, including weekly reports, quarterly monitoring reports to
Washington, success stories and other information for the public
·
Assist with response to requests for information
from Washington or other key stakeholders
·
Ensure that official cables related to FFP and
Environment programs are cleared and released
·
Work closely with the Development Outreach
Coordinator team to plan public events and launches related to the Unit’s work
·
Represent the Units in internal and external
meetings; draft and disseminate meeting notes
2.
Information Management (15%)
·
The incumbent will manage electronic and hard-copy
filing systems for the Units, documenting and archiving program paperwork and
maintaining project records and status reports, including quarterly technical
and financial reports, accruals, and budget tracking tables and work to
streamline the filing system to improve knowledge management and efficiency
·
Create and maintain a project database for the Units
which tracks field visits, monitoring activities, reports and other information
on Vulnerable Populations and Environment Units activities
·
Manage and periodically update the Units calendar
·
Create and maintain the Unit’s contact database,
including contact sheets for all programs and key GOU ministries with which the
Unit works
·
Support the Unit to comply with all office trackers
(field visit, reports, etc.)
3.
Administrative Support (15%):
·
Draft and prepare for clearance memos to the Front
Office and Ambassador
·
Provides timely support for trainings, conferences,
events and field visits from USAID/Washington or other missions
·
Complete access requests for visitors and room
requests for meetings
·
Support Units on local and international travel
requests in collaboration with office Secretary
·
Assist in the preparation and coordination of
visiting delegations, including site visits
·
Support with requisitioning office supplies for the
Units
·
Act as the Vulnerable Populations and Environment
liaison with the Executive Office and General Services Office staff in
negotiating contracted goods and services – such as meetings and conferences
outside of the office and/or special gatherings
·
Support partners/contractors with logistical
arrangements and other support (such as familiarization with USAID/Uganda
policies/procedures)
4.
Other Responsibilities (10%): The PMA will be part of a dynamic and fast-paced
Economic Growth Office, and will be expected to perform other duties as
assigned. New USAID and interagency initiatives may also require the focus and
support of the PMA.
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 US Embassy USAID Program
Management Assistant PMA should hold a University degree in public administration,
business administration, management, economics, finance, agriculture,
nutrition, or other relevant degree is required. Some administrative or
management courses advantageous.
·
A minimum of four years of substantive experience in
the areas of project or administrative assistance is required, ideally within
an international organization. This level of experience is necessary because of
the urgent and time-sensitive nature of the work to be performed. Prior work
experience with government and donors is desirable.
·
Detailed working knowledge of business
correspondence, database management, and budget preparation is required.
·
Familiarity with United States Government programs,
policies, and regulations or other donor programs is desired; and a familiarity
and strong interest in economic growth issues related to vulnerable populations
in Uganda is desired.
·
Working knowledge on agricultural issues and the
cultural environment in Uganda, including Ugandan economic growth donors and
related private sector programs is preferred.
·
The PMA should demonstrate flexibility,
resourcefulness, and initiative in working on a high-performing team that faces
a great diversity of day-to-day tasks.
·
The PMA must be able to prioritize and complete
tasks quickly and efficiently and be highly motivated, dedicated, a
self-starter, and able to work in challenging environments.
·
The PMA must have excellent interpersonal skills and
the ability to work in a team setting. The employee needs to be able to work
independently and to deal comfortably with a wide range of individuals. They
must be able to develop and maintain a range of working-level and
management-level contacts in government, non-governmental, and private-sector
circles.
·
Excellent office management skills and experience
are required in order to support the assigned Unit and the overall Economic
Growth team in developing and implementing effective USAID/Uganda
programs/projects, including financial and administrative skills sufficient to
track the performance of implementing partners, and program/project activities.
·
The work requires skills in the following areas:
office management and administration; financial tracking, budgeting and
planning; computer software, including Word, Excel, PowerPoint, and database
software; and the ability to write and speak clearly, concisely and accurately.
·
Language Proficiency: Level IV
(fluent) English language proficiency, speaking and writing is required.
All those
interested in working with the US mission in Kampala should send their
applications and strictly adhere to the following:
·
Universal Application for Employment as a Locally
Employed Staff or Family Member (DS-174) Download it Here.
·
A current resume or curriculum vitae.
·
Candidates who claim US Veterans preference must
provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans
preference must submit documentation confirming eligibility for a conditional
preference in hiring with their application.
·
Any other documentation (e.g. essays,
transcripts/certificates, awards) that addresses the qualification requirements
of the position as listed above.
By email at
KampalaHR@state.gov
NB: Only electronic submissions will be accepted and
only shortlisted candidates will be contacted.
Please clearly
indicate the position applied for in the subject area of the email submission.
Please use
standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and
please send all documents in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 31st August 2015
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.
Duty Station: USAID Office, Kampala, Uganda
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