Advert View :: USAID Project Management Specialist ( SIMS) | Nairobi | Hiv / Aids

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Job Title

USAID Project Management Specialist ( SIMS)




Advert Details

Recruiter: USAID Kenya Updated on: 2019-02-28 02:10:01
Contract Permanent
Location: Nairobi Available: Immediately
Category: HIV / AIDS Offer: Equivalent to FSN-PSC 11 Step 1 (4,327,568 KSH) to Step 13 (7,356,848 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



The incumbent of this position is an HIV/AIDS Project Management Specialist and a key public health advisor responsible for the implementation of the Site Improvement through Monitoring System (SIMS).

Minimum Requirements


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.


A. Education: Bachelor’s degree in public health, nursing, health policy, public administration, computer science, social sciences or health care development related field is required. 

B. Prior Work Experience: Minimum of five years of mid-to-senior level public health experience in developing, implementing, and evaluating HIV/AIDS care and support programs or other public health or development assistance programs that involve coordination with an international agency or implementing partner is required.  

C. Post Entry Training: Ongoing professional certification seminars focusing on changing quality assurance methods, including and specific to HIV programming. PEPFAR and Agency-specific training in approaches to program design, implementation and reporting. Attendance at conferences and workshops dealing with the AIDS pandemic. Training (short-term) in USAID leadership development and Acquisition and Assistance courses for Agreement/Contracts Officer Representative (A/COR) and other grant management courses required..

D. Language Proficiency: Level IV (fluency – speaking/reading/writing) in English is required. Level III (good working knowledge, speaking, and writing) in Kiswahili or another local language in Kenya is required.

E. Job Knowledge: Comprehensive knowledge and experience in program quality management is required. Thorough public health knowledge of current HIV/AIDS issues is required. Experience in coordinating and conducting SIMS visits, analyzing and disseminating results is preferred. Comprehensive knowledge of the Government of Kenya health care system and structures including familiarity with Ministries of Health and Devolution policies, program priorities, and regulations is required. Good working knowledge of HIV/AIDS public health programs, strategies, methods, processes and techniques used to plan, develop, implement and evaluate results of treatment programs is required. Good working knowledge of team management techniques to plan, organize and direct project teams and activities and overall administrative requirements, budgeting, and fiscal management in support of contracts and cooperative agreements is required.

F. Skills and Abilities: Strong oral and written communication skills are required to develop and maintain effective, sustainable working relationships with national and international working partners. Ability to analyze, understand and discuss new program design, management and implementation approaches is required. This includes the development of evaluation designs, use of reliable and valid instruments, and methods for data collection, analysis and reports. Intermediate user level of word processing, spreadsheets and proprietary databases is required. Numerical skills for data analysis are required. Keyboarding skills that include speed and accuracy are required. Ability to cultivate and sustain working relationships with government, civil societies and the private sector is required. Leadership skills are required to lead results-driven project teams and workgroups. The incumbent will be expected to exercise considerable ingenuity and tact in applying guidelines to unique and different settings, as the work is highly complex. Considerable innovation will be required to influence other collaborative organizations engaged in HIV programming to adopt appropriate strategies for their program activities. Intermediate user level of word processing, spreadsheets and databases is required. Strong skills in the interpretation of program monitoring and evaluation data are required. Good computer skills in MS Office are required.


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 ( 40 points) 

- Job Knowledge (   30 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.



Job Specification


  1. SOLICITATION NO.: 19-18
  2. ISSUANCE DATE: February 6, 2019
  3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: February 27, 2019 (4:30 PM East Africa Time)
  4. POSITION TITLE: USAID Project Management Specialist - Site Improvement through Monitoring System (SIMS) 
  5. MARKET VALUE:  Equivalent to FSN-PSC 11 Step 1 (4,327,568 KSH) to Step 13 (7,356,848 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 1 year probationary period with renewable contract(s) contingent on performance, position need, and funds availability. 
  7. PLACE OF PERFORMANCE: Nairobi, Kenya; with expected travel as stated in the Statement of Work. 
  8. SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

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


The incumbent of this position is an HIV/AIDS Project Management Specialist and a key public health advisor responsible for the implementation of the Site Improvement through Monitoring System (SIMS), a standardized monitoring system and a component of partner quality management funded under the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) Program in Kenya. SIMS is used to increase the impact of PEPFAR by introducing a standardized approach to monitoring for program quality and performance at supported sites (e.g., health facility, community, etc.) and entities that guide and direct service delivery (e.g., Ministry of Health (MOH), Implementing Partners, University, County Health Management Team, etc.). The position functions under the supervision of the Program Quality Management Sub-Team Leader. The jobholder’s duties include technical support, advice and guidance; day-to-day program and administrative management; and coordination and collaboration with USAID/KEA colleagues and those of other agencies and public health entities that administer PEPFAR funded programs in Kenya. The jobholder coordinates funding, report compliance, and administrative recordkeeping with implementing partners to ensure projects are conducted in accordance with the implementing agreement and that USG funds are appropriately utilized. The job requires public health technical knowledge, results-oriented analytical skills, advocacy, and constant and clear communication with implementing partners, County Health Management Teams (CHMT), and host country ministries (including the Ministries of Health; Labour and Social Protection), responsible for HIV/AIDS services in public health and social welfare programs.

The Specialist is based at the USAID Kenya and East Africa offices, with extensive (at least 40%) travel throughout Kenya, and working with interagency SIMS representatives, technical specialists, and HPN/HIV program management assistants. This is accomplished through monitoring and improving the quality of service delivery at the site and above-site levels on key program elements. S/he provides technical expertise to improve the quality of HIV/AIDS services that PEPFAR Kenya is providing in collaboration with the MOH. Additionally, s/he will support USAID Kenya and East Africa in the assurance of service quality through review of service delivery activities.


A. Technical Leadership (40%)

  1. The Specialist is responsible for planning and implementing the collection and use of SIMS data for performance tracking, program management, and learning. The Specialist works closely with other Technical Specialists (Prevention, Care and Support, Treatment, Health Systems Strengthening, and Strategic Information) as well as Agreement/Contract Officer’s Representatives (AOR/CORs) to guide and support SIMS activities at PEPFAR supported program sites. The Specialist works to ensure that the SIMS effort provides decision-makers with accurate, practical, and useful information (both quantitative and qualitative) in a consistent, timely, and cost-effective manner.
  2. Provides support to the HIV team on the use of relevant data management systems (databases) such as PEPFAR’s DATIM, and serves as the point of contact responding to data needs required during the PEPFAR Country Operational Plan (COP), PEPFAR Oversight and Accountability Review Team (POART) calls, APRs, and other PEPFAR related requests for partner performance data and analysis. Supports the training of SIMS enumerators in quality assurance methods. Identify and provide ongoing capacity building to staff in various aspects of SIMS. Supports the HIV team in improving how they incorporate data into programming, including guiding the formulation of targets and assessing target achievement over time. The annual budget for SIMS in FY 2018 is $5 million.
  3. Work with program staff, implementing partners, and stakeholders to develop appropriate objectives, indicators, and tools to measure effects of PEPFAR interventions and identify ways to provide local feedback of results. Provides guidance and direction to implementing partners on management and implementation of activities to ensure consistency with PEPFAR policies and guidance and host country policy regulations. Guides partners in the development of workplans for implementation of activities, and monitors performance to ensure satisfactory completion of the program description and/or scope of objectives. Serves as a global health care and support technical liaison with implementing partners conducting HIV programs to achieve desired results as specified in the implementing grant, cooperating agreement or contract. 
  4. Working closely with senior and mid-level host government staff, implementing partners, and Agency and inter-agency colleagues, incumbent is required to follow closely all quality improvement initiatives under his/her purview to assure that the specific objectives are achieved and/or appropriate remedial activities are instituted. Serves as one of the key technical advisors to the HIV Team in the management of performance monitoring information for continuous quality improvement of HIV control through SIMS. The Specialist compiles and organize performance indicators, baseline data, targets, and a plan to evaluate performance and produce timely, accurate, and complete reporting. Ensures that all data collection adheres to international and host-country ethical standards. Analyzes monthly data, identify best practices and provide recommendations on the use of SIMS data in PEPFAR programming. Documents and presents program results and lessons learned to USAID and other key stakeholders.
  5. Monitors implementation activities and collaborates with each partner organization on a regular basis to ensure program results are achieved and all HIV activities and study protocols meet human subject requirements and pass through ethical review with the appropriate Agency authority. This involves regular site visits and meetings with representatives of each organization to review progress. Draws attention to inadequate facilities and/or staffing.
  6. Work with the HIV Program Quality Sub-Team Lead, or designate, to ensure timely submission of data from partners and from AOR/CORs. Uses program databases to track and report on SIMS indicators. Ensure that SIMS data is captured, documented, and reported to properly demonstrate the impact of PEPFAR to strengthen relevant national, county, and sub-county level systems. Prepares oral and written reports on the progress of SIMS and other assigned quality improvement activities for an audience that includes agency and post management, other agency PEPFAR officials.

B. Management and Administration (40%)

  1. Provides oversight and monitors the budgets allocated to implementing partner awards within the HIV clinical service delivery portfolio. This includes activity management for both cooperative agreements and contracts. Reviews budgets for appropriateness, monitoring use of funds for adherence to proposed activities, quarterly pipeline reviews and budget status reports, following up on irregular findings, providing advice for realignment of budgets, and accruals monitoring.
  2. Develops evaluation strategies in order to collect data and prepare reports, as required on a monthly, quarterly, annual, or more frequent basis. Manages the data collection and review process, ensuring personal data integrity and security of information in the reporting databases is safeguarded. Whenever possible these records will be filed electronically for recordkeeping purposes.
  3. Prepares briefings for VIP visitors, participates in making arrangements for visits, and serves as spokesperson, as required, on matters within his/her technical expertise.
  4. Work with the Program Quality Management Sub-Team Lead, or designate, to ensure timely submission of data from partners and from AOR/CORs. Prepares regular and ad hoc activity reports on progress for USAID SIMS and partner quality management. These will be included in regular reports to USAID/Washington, OGAC, and ultimately to the U.S. Congress. Reporting responsibilities are monthly, quarterly and annually. Contributes the Adolescent HIV components of the annual Country Operational Plan (COP).
  5. Develops agency SIMS targets for USAID contracts and cooperative agreements. Provides work guidance to over 30 implementing partners.
  6. Coordinate the overall portfolio of SIMS-related activities, ensuring the effective use of human and knowledge resources for data collection, analysis, and data use. Contribute to the design, through consultation, and implement a SIMS action planner and travel calendars to collect and use strategic information for USAID/Kenya, inclusive of facility, community and above site visits. Lead SIMS team visits to increase the impact of programs on the HIV epidemic through standardized monitoring of the quality of PEPFAR support at the site level. Support PEPFAR data collection, analysis, reporting and quality improvement needs through the use of the SIMS tools (estimated 40% travel).
  7. Designated formally as the Agreement/Contracting Officer Representative/Alternate (A/COR) for approximately one local partner award valued at $42 million. As A/COR, takes a major technical role in development of solicitation documents, reviews applications, supplemental awards, and requests for extensions. Liaises with USAID's Agreement and Contracting Officers on technical reviews, funding awards and agreement/contract amendments. Oversees cooperating partner/contractor performance, carries out technical reviews, reviews progress, identifies potential issues and informs supervisor, recommending actions for improving programmatic performance. Serves as SIMS Activity Manager valued at $5 million.

C. Representation and Coordination (20%)

  1. As a public health specialist on matters pertaining to quality improvement and data management, represents USAID/KEA at technical, policy, and strategic planning meetings, including meetings with private sector collaborators and donor agencies. Focuses on non-duplication of services provided by USG agencies, cooperative partners and contractors and will share strategies to influence other organizations engaged in HIV/AIDS care and support programs to adopt a collaborative approach to program activities. Briefs senior agency officials on the results of such meetings and prepares written reports for submission to other interested parties.
  2. Represents USAID in the President's Emergency Plan for AIDS Relief (PEPFAR) interagency team (PIAT) in discussing and developing financial commitments and sets SIMS targets at administrative and strategic planning meetings. This includes all PEPFAR implementing agencies: Departments of State, Defense, Labor, Commerce, and Health and Human Services (including Centers for Disease Control and Prevention and the Health Resources and Services Administration, National Institutes of Health, Substance Abuse and Mental Health Services Administration, Food and Drug Administration), and USAID. Represent USAID/KEA in interagency SIMS working groups, conference calls, and other fora. Provides technical expertise and guidance to HQ-based epidemic control teams (ECT) and other country teams.
  3. Represents USAID and may serve as co-chair on inter-agency technical teams (ITT).  Provides leadership to the ITT by promoting effective and collaborative interagency relationships, holding regular meetings, leading the development of Country Operational Plans (COP), and presenting USG achievements during quarterly PEPFAR Oversight Accountability Response Team (POART) reviews.


a. Supervision Received: The Program Management Specialist works under the supervision of the HIV Program Quality Sub-Team Leader. Assignments are made orally and in writing, with a discussion of any elements of the assignment that may be new or to determine priority. Most assignments are self-generated, and occur in the normal course of the work, but the incumbent determines those that must be coordinated with the supervisor. 

The supervisor provides a review of the assignment, the goals and objectives to be achieved, and the results expected. The incumbent will seek advice and assistance as required. Completed work is accepted as technically correct, and the overall assignment is reviewed in terms of results achieved.

b. Supervision Exercised: The Position has no direct supervisory responsibilities but as the SIMS expert, provides guidance to 28 employees and has a results-oriented working relationship with over 30 implementing partners, and numerous host country employees.

c. Available Guidelines: Annual PEPFAR country operational plan guidance and directives provide broad guidelines as to the conduct of work related to the duties described above. Other guidelines include USAID Mission Orders, Mission strategy, and other relevant reports; the Automated Directives System (ADS); and, USAID Mandatory and Standard Provisions, the FAR and AIDAR, and other published and unpublished guidelines. Guidelines are often general in nature and not specific to the situation at hand, requiring considerable interpretation.

d. Exercise of Judgment: Substantial judgment (discretion) is used daily in giving technical guidance to USG, USAID, and GOK colleagues, to implementing partners, and in representing USAID in multiple stakeholder fora, including the highest levels of the Embassy and GOK. Management decisions over certain implementing partners are at the discretion of the incumbent. Independent judgment is required for developing, implementing, and managing assigned programs/projects/activities, for reporting, and for other assignments. Required to make independent and professional judgments on the quality and effectiveness of SIMS and other assigned program quality management activities. Required to develop strategies for eliciting cooperation and commitment for implementation and evaluation activities from implementing partners of programs for which responsible.

e. Authority to Make Commitments: The incumbent retains the authority given to activity managers and CORs/AORs within USAID, and may make administrative arrangements consistent with ADS guidance and Mission policy. The incumbent takes action and establishes priorities based on available guidelines and professional judgment. Guidance is sought when needed, and the supervisor informed of activity and project status. Within the scope of the authority delegated, the incumbent may indicate to ranking counterpart and implementing partner officials that they will make a recommendation to USAID on a specific activity issue or problem. The incumbent may negotiate ad referendum for the Office Chief, Team Leader, and/or the Sub-Team Leader.

f. Nature, Level, and Purpose of Contacts: The incumbent maintains a full range of contacts: within USAID and the USG; with GOK, county, and local governmental organizations; and, maintains contact with awardees implementing USAID-funded programs/projects/activities. Within the Embassy, contacts include up to the PEPFAR Coordinator level. Within Mission they include up to the Mission Director level and within the Office, contacts are with counterpart staff, as needed. Host-government, county, local, and other contacts vary widely with the type of activity being implemented, and may be at any level. Frequent and substantive personal contacts with mid-level officials of the county and local governments, and with the private sector, are for the purpose of explaining and defending USAID policies, objectives, and procedures, and to transmit and interpret GOK counterpart, county, local level, and private-sector attitudes and concerns to senior USAID officials.

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

How to Apply


Step 1:             Register in MyJobsInKenya at      

Step 2:             Complete the job application questionnaire at 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 attach all the documents as one attachment and upload to MyJobsInKenya.


External Applicants/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 as one attachment and upload 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 as stated in Section IV.
  2. Submissions will only be accepted through 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.
Please note this advert has expired and you can not apply for it any longer.


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