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PROJECT MANAGEMENT ASSISTANT |
USAID |
Advert
Posted 2019-03-06 04:55:51
USAID/ZAMBIA JOB ANNOUNCEMENT NO. AID-003-19 PROJECT MANAGEMENT ASSISTANT
OPEN TO: All Interested Candidates
POSITION: Project
Management Assistant
OPENING DATE:
March 4, 2019
CLOSING DATE:
March 22, 2019
WORK HOURS:
Full-time; 40 hours/week
SALARY RANGE: FSN-8 (ZMK 214,403.89 p.a. — 337,486.28 p.a.)
The
United States Agency for International Development (USAID) in Zambia is seeking
eligible and qualified applicants for the position of Project Management
Assistant in the Health Office.
BASIC FUNCTION:
This
position is located in the Health Office of USAID/Zambia. The incumbent
serves as a Project Management Assistant (PMA) for the Health Team and will
provide programmatic, communications, and administrative support to the Health
team. Under the direct supervision of the Monitoring and Evaluation
Division Chief, s/he will have responsibility for data collection, analysis,
management and interpretation for health programs.
The
incumbent will track and collect project information, assist the Monitoring and
Evaluation Advisor and Budget Advisor in monitoring performance against budget
and indicators, and share program successes and challenges through development
outreach, communications, and research that also guides formulation of new
awards. S/he will identify existing and potential problem areas through
monitoring, evaluation, and research and will work closely with health program
advisors to resolve these problems.
S/he
will draft and prepare necessary project documentation for new
activities. S/he will also apply health communications expertise (e.g.
conducting web-based outreach, creating program profiles, summarizing lessons
learned from data/research findings, applying multi-media applications
such as blog; twitter; facebook; internet; photography; video streaming) to
assist the Health Team in communicating successes broadly and sharing
results to specific audiences.
Under
the guidance of Monitoring and Evaluation Division Chief, the incumbent will
monitor performance management indicators; assist with semi-annual and annual
results reporting; and lead communications and outreach activities for the
Health Team. The incumbent will also support the Administrative Assistant
to manage permanent and electronic records, finalize agenda and schedules for
high level visitors, and support assessments, evaluations, portfolio reviews,
and other events, as needed.
1. Programmatic Support (40%)
The
incumbent works closely with the health team in a variety of project management
functions. This includes assistance in designing new activities reflective of
evidence-based results and/or research; monitoring the results of program
activities against established indicators; and evaluating program
cost-efficiencies/effectiveness relative to expenditures and achievements. S/he
will support Agreement/Contracting Officer Representatives (AORs/CORs) to
identify existing and potential implementation and management problems as
evident from tracking efforts, prepare detailed site visit reports documenting
findings, and work with respective program managers to resolve problems/take
corrective action.
S/he
will serve as AOR/COR for conducting performance evaluations and independent
research to guide program design and adaptability. The incumbent also provides
necessary coordination with implementation partners and the Health Team, as
well as Government of the Republic of Zambia (GRZ), to organize partner
meetings, maintain a site visit schedule, conduct data quality assessments of
indicators, and participate in audits. In the absence of health program
management staff, s/he will serve as alternate AOR/COR and assume
responsibilities of those positions as designated. Other programmatic duties
may also be required, and assigned as deemed appropriate by the supervisor.
2. Reporting and Communications (40%)
S/he
assists in preparation of internal reporting documents such as the Health
Investment Plan (HIP), PEPFAR Country Operational Plan (COP), the Performance
Plan and Report (PPR), Resources Requests (Congressional Budget
Justifications), and other required project documentation and results
reporting. S/he ensures appropriate documentation is maintained for data
quality, evaluation, environment, and gender compliance in collaboration with
the Health Team, Program Office, and Mission Environmental and Gender Officers.
S/he
also leads health communications and development outreach activities for the
Family and Community Health division by preparing and maintaining profiles of
current health programs and facilitates mapping of USAID funded health
activities in an effort to leverage resources. S/he coordinates with
communications specialists in the Health Office, Program Office (Development
Outreach Coordinator), PEPFAR Coordinator’s Office, as well as US Embassy
Public Affairs Office to advise on upcoming events and share programmatic
impact/lessons learned. S/he prepares necessary talking points and background
information required for USAID and/or USG representation in collaboration with
program managers, and supports application of creative multimedia platforms
(e.g. internet; blog; twitter; facebook; photography, video streaming;
television; radio) to communicate successes and challenges with a broad range
of stakeholders.
3. Administrative Support (20%)
The
incumbent provides support to health program managers and the Health Office
Deputy Director in reconciling electronic and permanent files with USAID
records management guidance/regulations. S/he drafts action memos, letters, and
prepares project related documents, and correspondence. S/he provides
assistance for meetings related to project activities, preparing multimedia
presentations, as well as technical minutes of meetings as needed. S/he ensures
tracking responsiveness to country requests for support and collaboration. S/he
supports implementation of quarterly progress meetings with partners, including
planning of semi-annual and annual portfolio reviews with GRZ, in collaboration
with the Monitoring and Evaluation Team. When the office administrative
assistant is on leave, the incumbent will serve as alternate as needed to
assure ongoing administrative support.
QUALIFICATIONS REQUIRED:
Applicants
must address each required qualification listed below with specific
information/documentation supporting each item. Failure to do so may
result in a determination that the applicant is not qualified.
A. Education: Possession of a bachelor’s degree in in Public/Business
Administration, Development Studies, Social Work, International Development,
Social Sciences, Health Care Management or related field is required.
B. Prior Work Experience: Five years of progressively
responsible experience in development assistance work is required. Previous
experience with donor agencies is required. Direct work experience in the
Zambian and public or NGO health system is required. Program Management
and health communications experience is required.
C. Language Proficiency (List both English and host country
language(s) proficiency requirements by level (II, III) and specialization
(sp/read):
English. Fluency in speaking, reading and writing should be at Level IV.
D. Job Knowledge: A
good understanding of host-country economic, social, cultural and political
context is necessary. Knowledge of donor programming policies,
regulations, methodologies and documentation is desirable.
E. Skills and Abilities: The ability to establish and
maintain contacts with counterparts in relevant host-government and partner
organizations is required. Ability to work in a team. The ability to
communicate effectively, both orally and in writing, is necessary. The ability
to obtain, evaluate, and analyze data and to prepare precise, accurate, and
complete information for required reporting is necessary. The ability to
recognize significant developments and trends reflected from collected data and
bring it to the attention of supervisors is required. The ability to work and
coordinate activities with several staff members is required. Skill in the
operation of Microsoft Office (Word, Excel, PowerPoint) is required.
Ability to succinctly summarize and post video, photography, twitter, facebook,
blog, or other social media applications on the internet to convey USAID Zambia
health programs and successes required.
TERMS OF APPOINTMENT:
Subject
to availability of funds, this will be a five-year contract, with an option to
extend, depending upon continuing need of the services.
BENEFITS:
The
position has been classified at a FSN-8 level. The actual salary of the
successful candidate will be negotiated within that range depending on
qualifications and previous earnings history.
APPLYING:
Qualified
candidates should send:
1. A formal application letter or
cover letter;
2. A current CV;
3. Photocopies of all professional
certificates and degrees;
4. A fully complete application
form DS-174 (available online at https://eforms.state.gov/forms/ds174.pdf);
and
5. Contact information for at least
three professional references.
SUBMIT ALL APPLICATION MATERIALS TO:
EXOZambiaHR@usaid.gov (E-mailed
applications required.)
The email subject heading must read: Application: Project Management
Assistant, AID-03-19