Project Management Assistant Job at USAID

1. SOLICITATION NO.:                                 72066318R10017
2. ISSUANCE DATE:                                     July 23, 2018
3. CLOSING DATE/TIME

FOR RECEIPT OF APPLICATIONS:      August 6, 2018 before and/or at 5:00

PM (Close of Business)

4. POSITION TITLE:                         Project Management Assistant                                                                     

1. MARKET VALUE:                                     FSN-8, $12,133 – $21,829 per annum in

accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/ Ethiopia. Final compensation will be negotiated within the listed market value.

1. PERIOD OF PERFORMANCE:                5 Years. The services provided under this

contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds.

7. PLACE OF PERFORMANCE:                 US Embassy,  Entoto Road, Addis Ababa
8. SECURITY LEVEL REQUIRED:            RSO Certification

1. BASIC FUNCTIONS:

The basic function of this position is to provide essential administrative, program management, and technical support critical to USAID/Ethiopia’s Office of Democracy and Governance (ODG) based in Addis Ababa.  Administrative functions cover essential office management, filing, travel and logistical support for major assessments and events.  The incumbent participates in the development of DG program design, strategy development, and annual reporting, and tracking the office’s entire $34,000,000 budget in coordination with the Program Office and the Office of Financial Management at USAID/Ethiopia.  The incumbent will manage DG activities as an AOR/COR for activities with a range in size from $500,000 to $1,000,000 and be the office’s monitoring and evaluation point of contact. Further, the incumbent assists the DG staff as needed in their duties and responsibilities.

10. STATEMENT OF DUTIES:

1. Provide office and program management support (55%):
   1. Budget management: The incumbent will track and maintain the overall $34,000,000 ODG budget (current as of July 2018) with the Program Office and Office of Financial Management. S/he will also monitor project budget ceilings, obligated amounts, mortgages, accrued expenditures, pipeline, and schedule of incremental funding. The incumbent will also participate in the preparation of cross-cutting program budget and other essential budget support for both Mission-level planning documents (e.g., Project Appraisal Documents [PAD], Pipeline, 1311 and Portfolio Reviews, Procurement plans) and reporting’s to Washington (Operational Plan [OP], Mission Resource Requests [MRR], and Congressional Budget Justification [CBJ])
   2. Program management: The incumbent will contribute to the development of DG program design, strategy development, program management plans, portfolio reviews and annual Performance Plans and Reports [PPR]. As the monitoring and evaluation (M&E) point of contact, s/he will serve on the Mission’s M&E technical working group, advise ODG on maintaining an updated PMP, conduct DQAs, serve as ODG POC for centralized (DC based) monitoring and tracking tools (AidTracker+/DIS) and manage the system for PPR reporting and assist implementing partners, and support Program Management Specialists in all aspects of M&E. S/he will also serve as the office’s POC for Geographic Information Systems (GIS) related tasks and activities. As POC the positon holder will provide summary, analysis and feedback/reports to team members and represents the office in relevant regular meetings.
   3. Project management: The incumbent will serve as an AOR/COR or as an alternate AOR/COR to monitor project implementation, maintain relationships with implementing partners, and provide support as needed. S/he will also manage the close-out of activities in collaboration with AORs/CORs and with the Office of Acquisition and Assistance. This may include the management of awards in size ranging from $500,000 to $1,000,000.

2. Provide administrative support (30%):
   1. Prepare/draft letters, memoranda and fax/cable communications.
   2. Maintain appointment calendars scheduling of meetings, and responding to inquiries from the public, governmental and non-governmental organizations and diplomatic missions
   3. Maintain a full range of electronic and hard copy files relating to the activities and functions of the DG Office.
   4. Provide logistic arrangements for field trips: arranging vehicles, booking hotel rooms, making flight reservations and submitting travel locator to the RSO. Facilitate travel and other logistical arrangements for DG Office and TDY staff members and consultants working in DG Office, which includes creating Travel Authorizations in E2 and country clearances.

3. Represent the DG office (15%):

Represent at relevant meetings, workshops, seminars and briefings, including with the Government of Ethiopia (to include Zonal and Woreda Administrators, and middle-management at the Ministerial level) and Ethiopian civil society. Provide Amharic-English and English-Amharic translations of a variety of documents in DG Office.  Perform various other tasks in support of the function of DG Office activities as assigned

Supervision Received: The incumbent will report to the DG Chief, or Deputy Office Chief as designated by the Chief and will consult with the rest of the DG Office staff as needed.

Supervision Exercised: None

11. AREA OF CONSIDERATION: Internal Applicants. U.S. Government Cooperating Country Nationals (CCNs) applicants. Cooperating country national means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

12. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
13. POINT OF CONTACT: addisusaidjobs@usaid.gov.

1. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: B.A. in management, economics, and/or social sciences, is required.

Prior Work Experience: At least five years progressive experience in program management assistance functions, experience in USG is desired.  Basic knowledge of development programming terms, democracy and governance programming, Ethiopian development challenges, USAID programs and priorities is an additional asset.

Post Entry Training: USAID policies and procedures outlined in the ADS 200 for program development, implementation and monitoring. USAID information management protocols. Basic mission implementation and budget tracking systems. USAID project management certifications.

Language Proficiency: The ability to communicate effectively in both written and spoken English (Level IV). Knowledge of Amharic (Level IV) is essential.

Job Knowledge: The incumbent for this position must have sound knowledge of office practice, including budget tracking and filing systems, and should be able to maintain the high level of confidentiality required by the position. Must demonstrate knowledge in democracy, rights and governance principles and practices. Understanding of basic development terminology and knowledge of USAID administrative and technical requirements is desirable.

Skills and Abilities: The incumbent must demonstrate basic financial management, project management and M&E skills.  Must have strong computer skills including Word, Excel, and PowerPoint. Excellent oral and written communication and interpersonal skills are essential. Should be a self-starter with strong organizational skills.

• EVALUATION AND SELECTION FACTORS

APPLICATION & SELECTION PROCESS: All applicants must submit a completed form (DS-174) along with the credential documents to USAID/Ethiopia, Human Resources Office via the email address addisusaidjobs@usaid.gov.  Each applicant must fully explain his/her job-related duties and qualifications on the application form in order to provide for an accurate evaluation of his/her education, training, and experience. All applicants will be considered without regard to race, color, religion, national origin, marital status, political affiliation, age, sex, sexual orientation, physical disabilities, or membership in an employee organization. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process please notify the Agency. Applicants who are not contacted within thirty days after the final filing date are to assume that their applications were not accepted.

For your application to be considered, the following documents must be submitted:

• Letter of Application/Cover Letter;
• Completed and Signed Application for Employment Official Form–DS-174 found here https://et.usembassy.gov/embassy/jobs/;
• Current Resume/CV;
• Copies of credential documents (i.e., degree, training certificates, etc.);
• Application must be submitted ONLY via addisusaidjobs@usaid.gov and the email subject must say– solicitation 72066318R10017 – Project Management Assistant
• Please submit the application only once; and
• Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (Close of Business).

Applications must be received by the closing date and time specified in Section I, item 3, and submitted to the addisusaidjobs@usaid.gov Section I, Item 13.

To ensure consideration of applications for the intended position, Applicants must prominently reference the Solicitation number and signed in the application form before submission.

Applications will be initially screened by the Human Resources Office to determine whether applicants have met the advertised minimum qualifications. A list of qualified applicants will be referred to the hiring office for further consideration and screening. Final selection of candidates will be made and those selected will be invited to an interview in order to select the best-qualified candidate.

The USAID Mission assumes no liability for the loss or mishandling of applications. For additional information about the position and/or the selection process, please contact the Human Resources Office at 011 130 6002 ext. 6031, 6035, 6043 or 7081.

NOTE: THE APPLICATION FORM IS AVAILABLE FREE OF CHARGE UPON REQUEST AND IS ALSO AVAILABLE FOR DOWNLOAD FROM THE INTERNET https://et.usembassy.gov/embassy/jobs/. THE FINAL SELECTION OF A CANDIDATE IS BASED SOLELY ON THE ADVERTISED QUALIFICATION IN A COMPETITIVE PROCESS.  INDIVIDUALS WHO MEET THE MINIMUM QUALIFICATIONS ARE STRONGLY ENCOURAGED TO APPLY.

1. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) informs the successful Applicant about being selected for a contract award, the CO will provide the successful Applicant instructions about how to complete and submit the following forms.

1. Medical History and Examination Form (Department of State Forms)
2. Finger Print Card (FD-258)

1. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized in accordance with Mission policy and local labor law.

1. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN PSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf .
2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms .
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs .
4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See https://www.oge.gov/web/oge.nsf/OGE%20Regulations .

END OF SOLICITATION

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Ethiopia 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. USAID/Ethiopia also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.