Project Management Assistant (Health) – Family Health At US Agency for International Development

I. GENERAL INFORMATION

1. SOLICITATION NO.: 21-169 **

2. ISSUANCE DATE: November 1, 2021**

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: November 12, 2021 (4:30 PM East Africa Time)

4. POSITION TITLE: Project Management Assistant (Health) – Family Health.**

5. MARKET VALUE: Equivalent to FSN-PSC 8 (Step 1 2,152,002.00 KSH to Step 13 3,658,410.00 KSH per annum)**.** In accordance with AIDAR Appendix J and the Local Compensation Plan of 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 Kenyan Citizens and current employees of the U.S. Government. 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.

II. BACKGROUND

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 PMA is generally assigned to cover specific projects/activity management sections; however, jobholder may be assigned to assist with overall project support to the Office, depending on the needs of the Mission. The PMA’s primary responsibility is to provide project support to Project Management Specialists and/or AORs/CORs who manage a project or projects in the Office. This may include assistance with management, implementation, budgeting, monitoring and evaluation, and helping to direct any of the program/project activities within the Office. The PMAs play an important role in the achievement of the HPN program objectives and are critical members of the HPN Office.

The jobholder provides organizational and logistical program, project, financial and high-level administrative support across assigned activities as well as technical input, analysis, and judgment pertinent to strengthening USAID’s overall health program performance. Each PMA operates independently of any other such position in the Office to which they are assigned. PMA supports monitoring, reporting and evaluation functions for the Team and helps to define health sector strategies and program approaches, as well as the program results framework. The jobholder participates in working-level and high-level meetings with GoK, regional, and local officials, implementing partners (IP), donors, non-governmental organizations (NGOs), and other organizations to take notes, assist with presentations, collect and share information, etc. As assigned, the Assistant accompanies USAID and USG officials in meetings, field trips, and discussions with external organizations, drafts documents, backstops AOR/COR/AMs in monitoring on-going programs, and gathers information for performance reports, briefing papers, concept papers, and other periodic documentation for USAID and the USG. The work includes a variety of research, reporting, contact, monitoring, and analytical duties. Within USAID, the jobholder works closely with the Financial Management Office (OFM), Office of Acquisition and Assistance (OAA), and Program Office (PO), as well as with the Strategic Planning and Analysis (SPA), Development Outreach and Communications (DOC), and interagency where required.

The large HPN portfolio requires flexibility in staff time to support teams to meet required goals and unplanned taskers. The jobholder 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. However, the jobholder will during the absence of Administrative Assistants, on occasion and as directed by the Supervisor or Office Director, provide administrative support to the assigned team and HPN Office. The Assistant works under the supervision of the Family Health COE Director.

III. MAJOR DUTIES AND RESPONSIBILITIES

a. Program/Project Management Assistance (50%)

● The principal responsibility of each PMA is to provide organizational and logistical support to the administration and oversight of all assigned activities and projects, provide active field monitoring of on-going programs, and to identify and assist in resolving problems.

● PMAs prepare and process, with guidance from AORs/CORs, all necessary internal USAID project implementation documentation for smooth program planning, implementation, and management, including project assistance-related documents, action memos, memoranda/letters, reports, analysis, Modified Assistance and Acquisition Request Documents (MAARDs), and other required documentation.

● Draft and prepare required reports for ongoing program performance monitoring and reporting, including annual operational plans, semi-annual portfolio reviews, briefers, and talking points, and participate in the preparation of monitoring indicators for Team and Office programs/ projects/ activities.

● PMAs provide administrative input in coordinating aspects of the development portfolios within the assigned Team, specifically providing support related to program monitoring and implementation, partner communications, interfacing with relevant support offices, field visits, etc. They also participate and may have responsibility in the development of evaluation plans and assessments, and actively participate in their implementation.

● 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 collect information from other sources (implementing partners, donors, host government, etc.) as needed to identify opportunities to strengthen team programs/projects.

● PMAs will assist AORs/CORs in their related responsibilities. While PMAs are not primary AORs/CORs, there may be occasions when they act as alternate AOR/COR for designated projects.

b. Financial/Budget/Procurement Management (20%)

● PMAs work with the Program Office (PO) and Office of Financial Management (OFM) to ensure effective budget management for their areas of responsibility. This includes annual/quarterly budget coordination and maintenance, financial planning and reporting, and budget-related aspects of the operational plan.

● PMAs participates fully with AORs/CORs in maintaining project records and status reports, including quarterly technical and financial reports, accruals, and budget tracking tables, preparing and updating project documentation, pipeline analyses, and tracking contractor expenditure and budgets.

● PMAs manage financial matters related to program activities such as providing administrative approval of vouchers, planning and preparing for annual incremental funding amendments, and other financial administration activities.

● PMAs will take the lead responsibility for the timely and accurate preparation of acquisition and assistance request documentation for their Teams 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 Office, managing obligation and documentation requirements for the Office, assisting with the contract/agreement closeout process, preparing and submitting requisitions in GLAAS for goods, services, contracts, and agreements, as well as MAARDs paper requests.

c. Office and Information Management (20%)

● PMAs will provide general office support and assistance to the HPN Leadership and the technical team to ensure smooth and efficient office operations. This may entail a range of functions including managing external relations and inquiries (by phone and in writing), HPN management schedules, meeting requests, TDY assistance, etc.

● PMAs cultivate productive working relationships with other teams and members of the HPN Office, as well as other technical and support offices – Program Office, OFM, OAA, EXO, SPA, DOC and others to coordinate health activities across all the Mission sector strategies.

● PMA plays a substantive role in monitoring developments in the relevant sector, helping to maintain data in team database systems (i.e., DATIM, Surveys).

● PMAs help to monitor, review/proof read, draft reports, evaluate pertinent issues, and other related information, as required, summarizing information in written and oral forms for use by superiors, as appropriate.

● Through meetings, correspondence, and exchange of messages, PMAs share information and reports with other donors and organizations in the health sector to ensure dissemination of important data on best practices in the health field, and lessons learned from program implementation — ensuring synergy and maximum collaboration between USAID’s program activities and those of the GOK and other donors.

● PMAs prepare official correspondence to the GOK and other partners related to project activities, assist the office of Development & Outreach Communication (DOC) in identifying press opportunities and assist in preparing scene setters and press releases for events related to the assigned programs.

d. Monitoring and Evaluation: (10%)

● PMAs support AOR/COR/AMs in the implementation of the performance management policies and procedures, including the Team’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 assist AOR/COR/AMs in managing indicators, including quality control, collection and reporting, monitoring and analyzing activities/projects (including field visits and other interaction with implementation partners’ work), drafting performance evaluations, providing input to portfolio review, and providing support during program evaluation processes.

● 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.

● Compliance Monitoring: The PMA may also support AORs/CORs in ensuring that compliance monitoring systems are in place, e.g., Initial Environmental Examination, Branding and Marking requirements, and any/all other relevant agency policy or regulation.

IV. POSITION ELEMENTS:

a. Supervision Received: This position is supervised by the Family Health COE Director. The supervisor will generally provide overall guidance and direction, thus giving the jobholder considerable discretion in carrying out his/her responsibilities. The Assistant must be able to prioritize work assignments and judge what tasks are urgent and require immediate follow-up and/or response. In case of uncertainty, the Assistant must know when to refer questions to coworkers and when to seek further guidance and/or explanation from the Supervisor.

b. Supervision Exercised: This is a non-supervisory position.

c. Available Guidelines: The USAID Automated Directive System (ADS) provides the policies and procedures which govern work in project management. Compliance with U.S. Federal Acquisition Regulations (FAR) and USAID’s AIDAR for the Office’s contracts and agreements. Mission Orders and other established policies and procedures or other required sources.

d. Exercise of Judgment: Given the nature and level of supervision, the PMA must exercise substantial independent judgment in performing his/her duties. Judgment is required to make decisions, based on careful analysis of facts and possible alternatives; the jobholder must exercise good judgment, complete work independently, monitor implementation of activities, and track results achieved.

e. Authority to Make Commitments: Within the scope of the assignment, the Assistant is regularly called upon to establish due dates and advise coworkers on progress and completion of reviews and analyses. The Assistant is not authorized to commit the USG to the expenditure of funds.

f. Nature, Level, and Purpose of Contacts: The PMA will establish and maintain mid-level contacts with implementing partners (contractors, grantees, NGOs, etc.) and government officials at local and national levels. The jobholder has a full range of contacts within the Mission, at all levels. Daily contacts will include AOR/COR/AMs, all team and HPN office members, USAID senior staff, and personnel in OAA, OFM, EXO, and PO to discuss, analyze, and/or to provide various information about programs and budgets.

g. Time Expected to Reach Full Performance Level: One year.

V. 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.

REQUIRED QUALIFICATIONS

a. Education: A two-year collegiate Diploma in Project Management, Public Administration, Business Administration, International Relations, or a related field of study.

b. Prior Work Experience: At least three years of directly related experience in budgeting, project performance management, monitoring and evaluation, program planning, development assistance, and/or related management functions is required. Two years of this experience with an international organization, donor agencies, host-government organizations, or private sector institutions or non-governmental organizations in an English-language work environment is required.

c. Post Entry Training: Familiarization with USAID program/project management procedures, per current ADS guidance, to include USAID Programming Foreign Assistance and Program Development and Management courses, and other related courses offered for professional USAID staff, as appropriate. On-the-job training will provide additional expertise in mission-specific context and operating environment and familiarization with USAID-specific procedures, regulations, and methods, orientation to working from a donor-Agency perspective, etc.

d. Language Proficiency: Level IV (fluent) English and Kiswahili (reading, speaking and writing) is required.

e. Job Knowledge: Knowledge of financial management, business administration, project management, monitoring and evaluation, and implementation are required. A good knowledge of USG law relating to development assistance, and knowledge of USAID budgeting practices, programming policies, regulations, procedures, and documentation is required or must be developed. Excellent understanding of general office management and administrative practices and internal controls relevant to the position required. A very good understanding of the external environment (local/national culture in which the organization operates), and a thorough knowledge of Kenyan economics, politics, and international relations is required. A good understanding of the health sector development and challenges in Kenya is required.

f. Skills and Abilities: Strong communication (written and oral), interpersonal and teamwork skills are required, as well as the ability to work independently, with minimal guidance, outstanding organizational and analytical skills are required. The Assistant must be tactful, possess good judgment, be able to work independently, and be able to maintain positive working relationships with supervisors and with Specialists and other Mission, Office, and Team employees, IPs, grantees, and other external contacts. Excellent writing skills are required to prepare regular project reports, procurement documents, and basic memoranda and correspondence. A high degree of computer literacy is required including the ability to create and manipulate budget spreadsheets, maintain and manipulate databases, and utilize office technology for increased productivity and organization. Skill in the operation of computers and software program applications used in USAID – GLAAS, Phoenix, Excel, PowerPoint, and other database, and word processing programs such as Microsoft Word.

VI. 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)
• Language (Pass/Fail)
• 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.