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PROJECT MANAGEMENT ASSISTANT

USAID Kenya NAIROBI, KENYA

Summary

GENERAL INFORMATION

1SOLICITATION NO.: 21-112

2. ISSUANCE DATE: July 14, 2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: July 28, 2021          (4:30 PM East Africa Time). 

4. POSITION TITLE: Project Management Assistant (Environment) –          INTERNAL Applicants ONLY

5. MARKET VALUE: Equivalent to FSN-PSC 7: Step 1: 1,654,244.00          KSH to Step 13: 2,812,220.00 KSH per annum). In accordance                with AIDAR Appendix J and the Local Compensation Plan USAID/          Kenya and East Africa. Final compensation will be negotiated within          the listed market value.

6.  PERIOD OF PERFORMANCE: Initial six (6) months probationary           period, with an additional six (6) months upon successful completion       of probation period. Additional four (4) option years contingent on           fully successful or better performance rating, funds availability and           the continued need to retain the position.

7.  PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as         stated in the Statement of Work.

8.  SECURITY CERTIFICATION REQUIRED: Prior to joining USAID,           the selected candidate will be required to:

  • Undergo a comprehensive background investigation
  • Undergo a health check to obtain medical clearance and;
  • Obtain and Retain an embassy issued Security Certification.

 9.  STATEMENT OF DUTIES: (See Below).

10. AREA OF CONSIDERATION: Open to qualified current employees          of the U.S. Mission. USAID provides equal opportunity and equitable        treatment for employment of all people without regard to race, color,        religion, sex, national origin, age, disability, political affiliation,                marital status or sexual orientation.

11. PHYSICAL DEMANDS: The position requirements do not involve            rigorous physical demands.

BACKGROUND

The Project Management Assistant position, working under the direct supervision of the Office Director or his/her designee is located in Kenya and East Africa, Environment Office (ENV). The Project Management Assistant is a member of the Operations Team and the Technical Programs Team. The incumbent serves as the principal administrative support person to the Office Director and Deputy Director(s). The incumbent will perform a variety of functions as required and will support activity management for small projects or programs and supports the Contracting and Agreement Officer Representatives (CORs/AORs) on day-to-day project management duties, including performance monitoring; records management (maintaining the official and working files), drafting project documents, taking meeting minutes, letters and other necessary documentation; GLAAS procurements.

Description

MAJOR DUTIES AND RESPONSIBILITIES 

1.  PROGRAM SUPPORT                                                     40%

The Project Management Assistant assists COR/AOR staff with administrative and programmatic aspects of implementing comprehensive monitoring, evaluation and reporting systems that include monitoring progress toward objectives and managing project activities including completing activity reports. Works with Activity Managers to conduct site visits and technical meetings with representatives of partner organizations to review progress.

Provide logistical support for internal and external meetings, workshops and retreats as well as support, as needed, on project oversight and project implementation. As required, accompany staff on official visits for program performance monitoring.

The Project Management Assistant assists in seeking and retaining Private Sector partnerships under dedicated activities. Additionally, the incumbent will assist in conducting private sector assessments for dedicated projects.

The Project Management Assistant is the back up to the PMA (FSN 9) during times of absence. In this capacity, the incumbent assists in GLAAS actions initiation, requisition and modification for an offsite conference meeting venue and including new procurements, USPSC actions, and any other procurements. Additionally, follows up with an action memo, procurement team, motor pool coordination and submission of signed registration forms to the finance team after meetings for payment.

2. ADMINISTRATIVE SUPPORT                                                40%

The Project Management Assistant is the first point of contact to people seeking out the help of staff in ENV. The incumbent interacts with people throughout the whole Mission, guiding them to the correct resource or person. The Project Management Assistant also coordinates administrative responsibilities for the Office that are regulated by the Mission and/or Agency.

The incumbent will utilize the highest level of organizational, planning, and communication skills to help keep the Office organized including, but not limited to scheduling appointments for the ENV Office Director, Deputy Office Directors, maintaining the Office calendar, arranging and managing appointments, meetings, courtesy calls, field visits, country clearances, etc.

The Project Management Assistant updates and disseminates Mission and Agency administrative and programmatic procedures including delegation of authority and action clearances and ensures ENV office staff adhere to these procedures when planning, designing and implementing activities including travel. Accurately maintains the Office Master tracker which includes a whereabouts list with current contact information for the ENV office including permanent and TDY staff.

The Project Management Assistant supports TDY travel including administrative and logistical support such as: front office approval, eCC, RSO link/form, accommodations, airport transfers and compound access. Although permanent office staff are encouraged to arrange and file their own travel, the Project Management Assistant supports travel logistics for office staff, in time of need.

The Project Management Assistant is the Office timekeeper and tracks staff time and attendance, annual leave, sick offs, compensatory/travel time and overtime on WEBTA. Establishes and maintains a travel calendar showing planned staff travel and meetings updated regularly for the ENV office. Provides logistical support for internal and external meetings, workshops and retreats as well as support, as needed, on project oversight and project implementation.

The Project Management Assistant Maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington.   

3.  COMMUNICATIONS/OPERATIONS SUPPORT                    20%

The Project Management Assistant works closely with the ENV Communications strategy manager liaising with USAID and USG staff, external partners, including international NGOs, Private Sector organizations, international donor organizations, implementing partners, and visiting government delegations from Kenya and the region.

The Project Management Assistant keeps an updated list of partners contacts and is the first point of contact for all external partners and acts as the mission point person for any mission-wide contact management systems.

The Project Management Assistant assists the ENV Senior communications manager to track activities, events, as well as coordinating the updating and office level clearing of fact sheets, county brochures, calendars, audio-visual, and any other external communication materials.

POSITION ELEMENTS

A.  SUPERVISION RECEIVED: The Project Management Assistant receives direct supervision from the Office Director and day-to-day leadership and guidance from the Deputy Director for Operations and Strategy. Incumbent is expected to perform the work with minimal supervision in a complex, fast-paced program environment is required.

B. SUPERVISION EXERCISED:

C. AVAILABLE GUIDELINES: The incumbent is required to understand Mission and Agency-specific policies and procedures which govern project activity management, administrative and operating procedures, policies and formats. Oral guidance from the immediate supervisor and specific detailed instructions will be given when necessary, for carrying out unique assignments. Incumbent will secure guidance from ADS 200 for Programming Policy, ADS 300 for Acquisition and Assistance, ADS 500 for Management Services, and ADS 600 for Budget and Finance.

D. EXERCISE OF JUDGMENT: Good judgment is required to analyze, interpret, and adapt prior experience, particularly as guidelines are updated and new activities developed. Within a range determined by the incumbent and superiors, the incumbent exercises independent judgment in planning and follow-up of program actions and other assignments. The work involves many different, complex, and interrelated processes. The very nature of public health programming requires sensitivity and discretion in developing interventions and working with diverse partner organizations.

E.  AUTHORITY TO MAKE COMMITMENTS: The Project Management Assistant is not authorized to independently commit the USG to the expenditure of funds.

F. NATURE, LEVEL, AND PURPOSE OF CONTACTS: The incumbent has a wide range of contacts within the Mission and maintains contact with counterparts and peers in contractor and grantee organizations implementing USAID-funded programs/projects in the sector. Host-government, local, and other contacts vary widely with the type of activity being implemented but are usually at the counterpart level.

G. TIME EXPECTED TO REACH FULL PERFORMANCE LEVEL: One year.

Education
Completion Of Secondary Schooling And Two Or More Years Of Post-secondary Schooling In Business Administration Or Project Management Equivalent To A Us Junior College Or Community College Diploma

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short-listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

EDUCATION: Completion of Secondary Schooling and two or more years of post-secondary schooling in Business Administration or project management equivalent to a US junior college or community college diploma is required.

POST ENTRY TRAINING: Introduction to Program Cycle course, Project Development, Collaborating, Learning & Adapting, Financial Management and Accruals training; GLAAS Requisitions and Records Management.

LANGUAGE PROFICIENCY: Level IV English and Kiswahili is required.

 

More Details on Experience

PRIOR WORK EXPERIENCE: A minimum of three years of progressively responsible administrative or program support work experience, of which two years should be in related work, NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.

JOB KNOWLEDGE: The Project Management Assistant should be familiar, or able to become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The incumbent should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

More Details on Skills

SKILLS AND ABILITIES: Must be able to develop and maintain a range of working contacts in government, non-governmental, and private-sector circles. Must be able to work effectively in a team environment and coordinate well with others. Excellent project/ administrative skills and experience are required in order to support the assigned section and the overall ENV Team in developing and implementing effective USAID/Kenya programs/ projects.

Terms And Conditions

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above.  As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided.  The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored. 

  • Prior work experience  (30 points)
  • Job Knowledge (40 points)
  • Skills and abilities (30 points)                                                          Total possible points: 100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks.   References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria.  USAID reserves the right to conduct interviews with the top ranked short-listed applicants.  The interview will be one of the determining factors in the final selection.

How to Apply

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com      

Step 2: Complete the job application questionnaire at www.myjobsinkenya.com  The applicant must answer all the questions in the Questionnaire.

Step 3: Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and upload all the documents to MyJobsInKenya.

Note to Applicants:

1. Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2. Submissions will only be accepted through myjobsinkenya.com Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.