USAID/Kenya and East Africa (KEA) invests in population and health programs at regional, national, and county levels that aim to improve the survival, well-being, and productivity of the Kenyan and East African population by reducing the burden of major infectious diseases such as HIV/AIDS, malaria, and tuberculosis, and addressing the main causes of maternal and child illness and deaths. This includes cross-cutting work to strengthen healthcare systems and build capacity, and to support national governments to formulate key policies and guidelines, while assisting sub-national units such as counties to better plan, manage, and finance quality health services to meet local needs. The Health Population and Nutrition (HPN) office is USAID/Kenya and East Africa’s (KEA) largest office, managing a portfolio valued at over $400 million annually. USAID/KEA’s regional program is responsible for providing assistance and technical support to Regional Intergovernmental Organizations (RIGOs) and implements health programs across the East Africa region consistent with its Regional Development Cooperation Strategy (RDCS).

The primary purpose of this position is to: coordinate, manage, and complete a range of project management, monitoring, and evaluation reporting requirements for the assigned Team, including operational plans, annual reports, and other projects as assigned. Each position is generally assigned to cover specific projects however, incumbents may be assigned to assist with overall project support to the HPN Office, depending on the needs of the Mission. Each PMA operates independently of any other such position in the HPN Office to which they are assigned, although cooperation in specific circumstances may be required, as directed by the Supervisor or Office Director.

The incumbent shall act as the point of contact for the USAID Lifeline offices including the Offices of Acquisition and Assistance (OAA), Strategic Planning and Analysis (SPA), Development Outreach and Communications (DOC), and Financial Management (OFM) as well interagency where required.

The large HPN portfolio requires flexibility in staff time to support teams to meet required goals and unplanned taskers. The incumbent may be called upon to support other teams when staff are away, to participate in joint site visits, or represent the team in meetings, among other tasks. The Project Management Assistant is not a dedicated administrative position. The PMAs are critical members of the HPN Office. The Assistant works under the supervision of a COE Director.

 

Program/Project Management Assistance 50%

• The principal responsibility of each PMA is to provide support to the administration and oversight of all assigned activities and projects, to identify problems—and recommend corrective actions—that may be encountered in the implementation.
• PMAs draft and prepare, with guidance from AORs/CORs and Team Leaders, documents related to program planning, implementation and management, including action memoranda/letters, reports, acquisition and assistance requests and pre-obligation documentation, analysis of ongoing/past/planned activities and results, will prepare Fixed Amount Award Implementation Letters, focusing on Program Descriptions and Budgets, Senior Obligation Alignment Reviews (SOARs), action memos and justifications for exceptions to competition, and will contribute to drafting program/project Scopes of Work (SOW), PDDs, etc.
• PMAs participate fully with AOR/COR/AMs in managing and maintaining project records, both electronically and hard copy, for projects/activities assigned to them or for all projects in their sections following the requirements of the Agency ASIST system.
• PMAs provide administrative input in coordinating aspects of the HPN development portfolio, specifically providing support related to site visits, program monitoring, and implementation, partner communication and coordination, and interfacing with relevant USAID Life-Line offices as well as other USG agencies.
• PMAs participate and have significant responsibility in the development of evaluation plans and assessments, and actively participate in their implementation.
• PMAs provide assistance to the COE Director, Team Leaders and Deputy Team Leaders and other relevant team members to prepare briefings, presentations, performance narratives, and routine reports, including all section-specific annual/semi-annual operational plans and reporting (OP, PPR, PMI/MOP, COP, MER, POART, ER etc.), prepare the portfolio’s input to Mission Resource Requests, Congressional Budget Justifications, and Congressional Notifications, and other requirements as needed.
• PMAs collect information from other sources (implementing partners, donors, host government, etc.) as needed to identify opportunities to strengthen team programs/projects.
• PMAs support AOR/COR/AMs, Deputy Team Leaders, Team Leaders and the COE Director as they provide technical assistance to regional intergovernmental organizations (RIGOs) through regular evaluation of needs to strengthen HIV/RH/MCH or other relevant activities through activity design, implementation, compliance, management, and evaluation, while promoting critical thinking, innovative approaches, and good practices which lead to sustainable programs and initiatives.
• Assist the COE Director, Team Leader or Deputy Team Leaders to ensure that USG efforts in the East and Horn of Africa for HIV/RH/MCH and related technical areas are complementary to the efforts of other donors and those of other regional non-governmental organizations (NGOs) and public sector regional organizations. Support the Team to actively identify and develop opportunities for improved coordination with other major donors in the region to leverage greater results in HIV/RH/MCH and other relevant technical areas. 

Financial/Budget/Procurement Planning and Management 20%

• PMAs work with the Program Office (PO) and Office of Financial Management (OFM) to ensure effective budget management for his/her areas of responsibility. This includes five year/annual/quarterly budget preparation, coordination, and monitoring, financial planning and reporting, and conducting budget-related aspects of the operational plan.
• PMAs monitor and manage budgets for contracts, grants and cooperative agreements within the assigned team. PMAs are administratively responsible for financial operations, they perform financial audit responsibilities and have primary responsibility for budget forecasting, budget formulation, analysis and control for an annual budget of approximately$50 - $100 Million.
• PMAs assist Teams to budget program funds to priority areas and interventions, while ensuring they are in line with the overall budgets defined for respective areas. Incumbents will be required to prepare internal budget documentation and estimates to process procurement actions and forecast expenditures.
• The incumbents participate fully with AOR/CORs in maintaining project records and status reports, including quarterly technical and financial reports, develops pipeline analysis, accruals, expenditure projections, and budget tracking tables, preparing and updating project documentation, and tracking contractor/grantee expenditures and budgets. Using the PHOENIX financial tracking system, they perform an in-depth analysis and track unobligated pipelines, and in consultation with the SPA office, assist in the correction of any problems noted.
• PMAs work with PO and OFM staff to prepare budget reprogramming tables, Operational Plan Change Notices and operational plan update (OPU), and pre-obligation documentation, including forward funding analyses, IGCEs, supplemental certifications, etc., to ensure that funds are allocated according to Agency standard requirements.
• PMAs, in consultation with OAA and OFM, facilitate the close-out of expired awards and subsequent de-obligations, and any other after-action review from the previous QFR meeting.
• PMAs will have procurement-related responsibilities for the HPN Office or for particular project/activities. Such responsibilities include procurement planning, coordination with the Office of Acquisition and Assistance (OAA), monitoring and managing procurement processes for the Team, managing obligation and documentation requirements, etc. Incumbent reviews contracts for the Team’s performance management and evaluation.
• PMAs are responsible for procurement requisitions related to their projects/activities. As the Team’s designated GLAAS requester for all procurement actions associated with the Team’s programs, PMA is responsible for preparing requisitions in GLAAS for goods, services, contracts, and agreements, as well as REQs for CCN personnel.
• PMAs prepare and upload financial requisitions into GLAAS and enter data into the Foreign Assistance Coordination and Tracking System (FACTS Info), the Mission-wide Indicator Tracker and other information collection databases utilized per the guidance from U.S. Government Agencies.
• Incumbent must familiarize him/herself with reporting timelines, specifically for accrual reports and the Mission‘s Operational Plan in order to manage program and financial data efficiently and complete the required tasks in a timely manner. 

Monitoring and Evaluation 15%

• The PMAs advise the Team on performance management policies and procedures, including the HPN Office’s and implementation partners’ compliance.
• PMAs participate in the Activity Management Teams (AMT) for implementing partner performance monitoring, including supporting the Team during field visits and in the development and revision of standard tools for activity monitoring such as the RMNCAH, SIMS and Surge field monitoring tools.
• PMAs provide substantive M&E support such as taking the lead in monitoring compliance with DQA provisions in awards, FP policy and statutory requirements, environmental compliance, financial management, and fraud risk assessment.
• PMAs assist Teams to manage program/activity/project/development objective indicators, including quality control, collection and reporting, tracking and analyzing targets against actual results/performance, drafting performance evaluations, providing input to portfolio reviews, assist in preparing and maintaining Performance Monitoring Plans, and serving as a subject matter expert for the program evaluation processes and developing new M&E approaches.
• Compliance Monitoring: PMAs support AOR/COR/AMs in ensuring that compliance monitoring systems are in place, e.g., Protecting Life in Global Health Assistance, family planning and HIV/AIDS requirements, Initial Environmental Examination, Branding and Marking requirements, and any/all other relevant agency policy or regulation.
• PMAs work with A/CORs/AMs to monitor gender programming in the program portfolio.
• PMAs collect and monitor data from IPS, prepare program/project status reports, and provide information on progress in achieving compliance and results for HPN activities, as needed.
• PMAs help AOR/COR/AMs disseminate PLGHA, PEPFAR and other relevant guidance and requirements to HPN Teams and IPs, and ensure adherence to the requirements, keeping track of the compliance status for each IP, Team and Office-wide staff. 

Information management 15%

• PMAs play a substantive role in monitoring developments in the relevant sector, helping to maintain data in team database systems (i.e., DATIM, GH Surveys). PMAs upload narratives and indicator information into appropriate databases, collect and verify indicator data and information, and provide input into supporting narratives for the preparation of reporting documents for Agency and Presidential initiatives.
• PMAs develop, update, and maintain information on HPN programs including but not limited to HIV, Malaria, FP/RH, MNCH, Nutrition, WASH, and gender-related activities, success stories, fact sheets, activity geographical inventory and coverage, briefers, and website materials for public consumption, using software tools such as Microsoft Office, (Word, Excel, PowerPoint,) and to a limited extent basic GIS software.
• PMAs work with AOR/COR/AMs to collect and update activity, project, and strategic-level data, summarize and synthesize information, and prepare written reports and oral briefings for use by superiors, as appropriate. PMAs generate complete or partial program-related COP, MOP, OP and PPR reports from the Agency’s database for programmatic actions.
• PMAs work with SI staff and AOR/COR/AMs to conduct data quality assessments, draft DQA checklists, finalize DQA reports, and help track corrective actions.
• PMAs assist Team members in responding to Program Office, Washington DC, and GOK ad hoc information and program related data requests and taskers.

At least five years of professional-level experience in finance, budget management, development assistance, monitoring and evaluation, or closely related work that includes the analysis and interpretation of complex data, and the presentation of findings in written form.

• Must be able to develop and maintain a wide range of working-level management-level contacts on public health-related topics, in government, non-governmental, and private sector circles. Must be able to work effectively in a team environment and coordinate well with others. Excellent writing, editing and office management skills and experience are required in order to support the assigned section and the overall HPN Team in developing and implementing effective USAID/KEA programs/projects, including financial, budget management, performance monitoring, and administrative skills sufficient to track the performance of IPs and program/project activities. Ability to obtain,analyze, organize, and interpret data and present findings in oral and written form. Ability to prepare complete and accurate reports, and to develop and present ad-hoc briefings. The work requires skills in the following areas: office management, administration and financial tracking, budgeting and planning, strong analytical skills, computer software, including Word, Excel, database programs, and PowerPoint, and the ability to clearly present written and oral information. Exceptional verbal and writing skills, tact, and diplomacy are also required, in order to establish and maintain effective working relationships within USAID, the broader USG, and with the public and private sectors.

EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1.  The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c).  In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers.  The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far. 

• Job Knowledge (60 points) 

Thorough knowledge of project management, financial and budget management, business administration, and program/project implementation are required. Excellent knowledge and understanding of monitoring and evaluation techniques and principles is required. Substantive practical knowledge of business correspondence, database management, and budget preparation is required. A very good understanding of the external environment (local/national culture in which the organization operates), and a thorough knowledge of Kenya’s economics, politics, and international relations is required. The position requires familiarity with the public health issues related to HIV/AIDS, malaria, tuberculosis, family planning, maternal and child health, gender-based violence, and women's empowerment in Kenya. The incumbent must be familiar with USG programs, policies, and regulations. Must possess a good knowledge of USG law relating to development assistance, and knowledge of budgeting practices, programming policies, regulations, procedures, and documentation. 

• Skills and abilities (40 points) 

Must be able to develop and maintain a wide range of working-level management-level contacts on public health-related topics, in government, non-governmental, and private sector circles. Must be able to work effectively in a team environment and coordinate well with others. Excellent writing, editing and office management skills and experience are required in order to support the assigned section and the overall HPN Team in developing and implementing effective USAID/KEA programs/projects, including financial, budget management, performance monitoring, and administrative skills sufficient to track the performance of IPs and program/project activities. Ability to obtain, analyze, organize, and interpret data and present findings in oral and written form. Ability to prepare complete and accurate reports, and to develop and present ad-hoc briefings. The work requires skills in the following areas: office management, administration and financial tracking, budgeting and planning, strong analytical skills, computer software, including Word, Excel, database programs, and PowerPoint, and the ability to clearly present written and oral information. Exceptional verbal and writing skills, tact, and diplomacy are also required, in order to establish and maintain effective working relationships within USAID, the broader USG, and with the public and private sectors. 

Total possible points:  100

SUBMITTING AN OFFER 

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

Step 2: Complete the job application at www.myjobsinkenya.com

 

Step 3: Internal Offerors/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 attach all the documents and upload them to MyJobsInKenya.

                        OR

External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents and upload them to MyJobsInKenya.

Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.

Note to Applicants:

1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
2. Submissions will only be accepted through www.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.
3. All Applicants must provide at least three professional references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

LIST OF REQUIRED FORMS PRIOR TO AWARD 

The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award. 

BENEFITS AND ALLOWANCES 

Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP). 

1. TAXES

The Contractor must observe Kenyan laws including those concerning income and related tax obligations. 

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

USAID regulations and policies governing CCN and TCN 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. Pricing by line item is to be determined upon contract award. 

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.
   
   
5. PSC Ombudsman
   The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. 

The PSC Ombudsman may be contacted via: [email protected].