Advert View :: Project Management Assistant (OTI) - INTERNAL APPLICANTS ONLY | Nairobi | Program / Project Management

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Job Title

Project Management Assistant (OTI) - INTERNAL APPLICANTS ONLY

Reference

18-136


 

Advert Details

Recruiter: USAID Kenya Updated on: 2018-08-07 08:24:50
Contract Permanent
Location: Nairobi Available: Immediately
Category: Program / Project Management Offer: Equivalent to FSN-PSC 08 (Step 1 1,941,063 KSH to Step 13 3,299,811 KSH per annum).

 

Introduction

The Project Management Assistant will provide project management support to the Somalia Stabilization Initiative of the USAID Office of Transition Initiatives (OTI).
 

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.

REQUIRED QUALIFICATIONS

A. Education:  A two-year College Diploma in social sciences, liberal arts, business management, public administration or a related field is required. 

B. Prior Work Experience:  Three years of professional work experience as a program manager or technical support officer for a public or private organization is required, preferably including time as an assistant with USAID or a similar US government or donor agency. Experience with programs in Somalia is required. Experience on economic, political, and/or social development, conflict resolution, and/or political analysis is required.

C. Post Entry Training:  On-the-job training will be provided as necessary and as available to familiarize the incumbent with working in an administrative function within a USAID Mission. On-the-job training will be provided to familiarize the incumbent with the processes of a USAID/OTI program including those related to the USAID/OTI-Somalia activity cycle, the relationship between USAID/OTI-Somalia and its implementing partners, and the USAID/OTI Activity Database.

D. Language Proficiency: Complete Level IV fluency in English (written/spoken/reading) is required. 

E. Job Knowledge: Broad knowledge of the Somalia’s political, security, economic and cultural environment is required.

F. Skills and Abilities:  Advanced competency in using Microsoft Office Suite (Word, Excel, Access, Power Point) is a requirement. The incumbent must be able to relate well to a variety of professionals and to prioritize efforts to serve all program-related interests.  The incumbent’s ability to maintain clear and open office communication is required.  

 

II. EVALUATION AND SELECTION FACTORS

Applicants must submit a cover letter of no more than one letter-size page, 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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 18-136

2. ISSUANCE DATE: August 7, 2018

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 20, 2018 (4:30 PM East Africa Time)

4. POSITION TITLE: Project Management Assistant (OTI)

5. MARKET VALUE:  Equivalent to FSN-PSC 08 (Step 1 1,941,063 KSH to Step 13 3,299,811 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 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 and;

• Obtain and Retain an embassy issued Security Certification.

9. STATEMENT OF DUTIES: (See Below)

10. AREA OF CONSIDERATION: Open only to INTERNAL/CURRENT employees of the U.S. Mission.  Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, age, religion, sex, sexual orientation, national origin, political affiliation, disability status, veteran status, marital status or any other characteristic for equality of opportunity in all aspects of employment.

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

 

II. BACKGROUND

The Project Management Assistant will provide project management support to the Somalia Stabilization Initiative of the USAID Office of Transition Initiatives (OTI).  The incumbent will support the Somalia Country Representative and Deputy Country Representative of  OTI on day-to-day project management duties including performance monitoring, maintaining official and working files, drafting project documents, meeting minutes, letters and other necessary documentation, monitoring the USAID/OTI web-based database for consistency and accuracy, and will perform other programmatic and administrative functions as required.  The incumbent must have a thorough understanding of performance monitoring, administrative skills, work planning processes, superior organizational skills, excellent interpersonal skills, superior communication skills (oral and written), and be able to make independent decisions and take action as required without supervision. 

 

III. MAJOR DUTIES AND RESPONSIBILITIES  

Project Management Support – 40% - The Project Management Assistant shall engage in program management functions including (1) Drafting, preparing, and processing administrative and program documentation; (2) Preparing standard briefing packages that will be used to inform USG and other officials of program status and progress; (3) Assisting program field personnel as needed in collection of data; (4) Preparing standard Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintaining administrative and program files; (5) assist with basic financial and program management tasks such as database monitoring and quality control, grant closures, reporting, and M&E; (6) Assisting USAID/OTI-Somalia staff members in the planning, design, and development of retreats and other meetings; (7) Preparing event calendars for USAID/OTI-Somalia activities and , with others, coordinating event schedules and resource requirements. 

The incumbent  shall, in consultation with the USAID/OTI-Somalia Country Representative and/or Deputy Country Representative provide entries into the USAID/OTI Activity Database based on information received from the programs implementing partners,  assist in activity monitoring and evaluation,  and assisting in program reporting  as requested.  The incumbent reviews program activity materials for Non-Partisan Review, maintains program activity files per USG regulations, reviews program activities for consistency and adherence to program strategy and objectives.

Program Administrative Support – 40% - The incumbent shall develop and maintain permanent filing systems, including an electronic an electronic and central, hard copy filing system that is up-to-date and easy to retrieve in accordance with agency regulations on records management.  The incumbent shall maintain orderly records of USAID reference materials, regularly used forms, and update various office publications.  The incumbent shall support program monitoring and tracking, drafting of communications products (such as success stories, fact sheets, briefing materials, and USAID/OTI-Somalia reporting.  The incumbent shall assist the Office with production of technical PowerPoint presentations and, where necessary, assist in presentations.

The incumbent shall order services, equipment and supplies as necessary through the Mission system, assist in financial tracking, budget planning, and financial reporting.  The incumbent shall process USAID/OTI-Somalia travel requests and travel authorizations, advising travelers about travel and schedule options, and submit E-2 travel vouchers.

The incumbent shall participate in USAID/OTI-Somalia team meetings and conferences take notes/minutes and assure that obligations and commitments are upheld and deadlines are met.  The incumbent shall maintain up-to-date contact details for USAID/OTI-Somalia contacts and ensure that the Mission and Embassy contact lists are regularly kept up-to-date.

Representation and Coordination – 20% - As requested by the USAID/OTI-Somalia Country Representative and/or Deputy Country Representative, the incumbent shall attend meetings, brief on program and administrative activities, and assist with representation and coordination, internally and externally. 

 

IV. POSITION ELEMENTS:

A. Supervision Received:  Incumbent is directly supervised by the OTI Country Representative or his/her designee who will provide verbal instructions and general guidance on projects to be completed, or special work assignments.  Incumbent is expected to perform the work with minimal supervision in a complex, fast-paced program environment is required.

B. Supervision Exercised: It is not expected that the incumbent will supervise any staff.  

C. Available Guidelines:  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.  Incumbent will also secure guidance from the USAID/OTI Field Guide (“Guidance to Implement OTI’s Programs”), the USAID/OTI Operations Guide (“Operational Guidelines for OTI Staff and Partners”), and the USAID/OTI “Online Activity Database User Guide.”

D. Exercise of Judgment:   Incumbent shall exercise independent judgment in task prioritization, task completion, resolution of administrative challenges, and when to seek guidance from the USAID/OTI-Somalia Country Representative and/or Deputy Country Representative on workload organization.

E. Authority to Make Commitments: None with respect to financial commitments of the USAID/OTI-Somalia program.  Incumbent is authorized to manage USAID/OTI-Somalia office information resources, documentation and retrieval, and is authorized to speak for/represent USAID/OTI-Somalia in oral and written communications with relevant offices of the USAID Mission/Embassy.

F. Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or by written or electronic communications with USAID/OTI-Somalia, USAID/OTI office in Washington, D.C., US Embassy and USAID Mission-Somalia, with USAID/OTI’s implementing partners, and with relevant Government of Somalia officials, private-sector representatives, and staffs of other foreign donor institutions.

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

 

V. How to Apply

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

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

Step 3: Internal Applicants/Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, 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.

 

Note to Applicants:

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

2. To ensure consideration of applications for the intended position, applicants must prominently reference the Solicitation number in their cover letter submission.

3. Submissions will only be accepted through www.myjobsinkenya.com/usaid. Late and Incomplete applications (those that do not contain a cover letter, the applicant’s most current and up to date detailed CV, relevant education certificates and three (3) to five (5) references with contact information) will not be considered for the position. The closing date for receipt of applications is indicated above.

4. 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.

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