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Job Title

Project Management Assistant


19 -104


Advert Details

Recruiter: USAID Kenya Updated on: 2019-07-16 02:10:01
Contract Permanent
Location: Nairobi Available: Immediately
Category: Health Offer: Equivalent to FSN-PSC 8 (Step 1: 1,941,063.00 KSH to Step 13: 3,299,811.00 KSH per annum)



The incumbent of this position is a Project Management Assistant and a Site Improvement through Monitoring System (SIMS) assessor responsible for administrative and management support services. SIMS is a standardized monitoring system funded under the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR)Program in Kenya.

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: At least two years of full-time post-secondary study at a college or university in medical laboratory sciences, social work, community development, public health, child development, health education, pharmacy, pharmaceutical technology, medical logistics, clinical medicine and surgery, clinical medicine and community health, nursing, or a closely related field is required.

B.  Prior Work Experience: Five years of substantive administrative experience is required with at least three years working experience as a laboratory technologist or medical logistics officer; clinical officer or a nurse; or case management or social programs specialist.  This level of experience is necessary because of the urgent and time-sensitive nature of the programmatic work to be performed; PMAs must be able to perform at a high level upon entering the job. Demonstrated ability to handle confidential and sensitive information.

C.  Post Entry Training: Familiarization training in USAID-specific procedures, regulations, and methods.  Orientation to working from a donor agency perspective will be provided. On-the-job training regarding USAID and PEPFAR policies, procedures, and regulations, including the Automated Directives Systems (ADS), Mission Orders, and all planning and reporting databases will be provided. Formal COR/AOR certification courses (necessary because of the substantive back-stopping role) and other appropriate training will be provided as courses become available, subject to availability of funds.

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: A practical knowledge of business correspondence, database management, and budget preparation is required; familiarity with USG programs, policies, and regulations, and a familiarity with the public health issues related to HIV/AIDS, gender based violence and women’s empowerment and in Kenya.

F.  Skills and Abilities: Must be able to develop and maintain a range of working level and 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 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 and administrative skills sufficient to track the performance of implementing partners and program/project activities. The work requires skills in the following areas: office management, administration, and financial tracking; budgeting and planning; computers, including Word, Excel, database software, and PowerPoint software; 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 and with the public and private sectors.


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. 

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      

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. 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 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.




Job Specification


 1.      SOLICITATION NO.: 19-104

 2.      ISSUANCE DATE: July  1,  2019

 3.      CLOSING DATE/TIME FOR RECEIPT OF OFFERS: July 15,  2019 (4:30 PM East Africa Time)

 4.      POSITION TITLE: Project Management Assistant (SIMS) 3 positions.

5.       MARKET VALUE: Equivalent to FSN-PSC 8 (Step 1: 1,941,063.00 KSH to Step 13: 3,299,811.00 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 1 year probationary period with 4 additional option years 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:

9.      STATEMENT OF DUTIES: (See Below): 

10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and 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, 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.


The incumbent of this position is a Project Management Assistant and a Site Improvement through Monitoring System (SIMS) assessor responsible for administrative and management support services. SIMS is a standardized monitoring system funded under the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) Program in Kenya. The position offers diverse technical area support as needed within the sub unit. The jobholder plays an integral role in logistical coordination, schedule management, and ensuring resource requirements in the day-to-day conduct of SIMS. In addition, the jobholder provides administrative and management support to multiple Contract/Agreement Officer Representatives (C/AOR) and Activity Managers (AM) in the areas of financial and programmatic planning, monitoring, and reporting for the HIV and TB portfolio. Using knowledge of USAID requirements and procedures, and information and guidance provided by the leadership staff, the incumbent shall provide technical and administrative support, performing such tasks as: preparing planning narratives and performance reports; developing budgets for implementing mechanisms and personnel; conducting pipeline analyses and accruals; organizing and documenting various analyses for review and use by senior staff; organizing and participating in SIMS and other field visits; liaising with the Offices of Acquisition and Assistance, Strategic Planning and Analysis (SPA), and Financial Management; and providing procedural support for the management of the HIV portfolio. The Assistant has the knowledge and skills to carry out SIMS assessments and working with technical experts, provide technical guidance to implementing partners and sites based on findings.


A. Program Management Support (70%)

  1. The incumbent shall support the HIV Team with planning and management of activities. The incumbent shall provide assistance in the formulation, management, administration, monitoring and evaluation, and documentation and reporting of the HIV portfolio.
  2. The incumbent will have special focus on project management support for activities relating to SIMS. The incumbent shall support the COR/AOR/AMs and SIMS Specialist with performance monitoring of HIV programs, including participation in routine SIMS visits.
  3. In consultation with the COR/AOR/AMs, the incumbent shall collect and consolidate information from quarterly/semi-annual/annual reports; track activity/project/development objective-level indicators; perform data quality assessments; and upload information into AidTracker and other information collection databases. The incumbent shall prepare documentation and presentations for PIRs and other internal/external portfolio reviews. The incumbent shall track activity and program evaluations and assist in preparing and maintaining Performance Monitoring Plans. In addition, the incumbent shall manage the collection of data and information, and provide inputs into the drafting of narratives and other information for the POART, SAPR, and APR. S/he shall 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.
  4. In consultation with the COR/AOR/AMs, the incumbent shall draft and circulate pre-obligation checklists, activity checklists, and other documentation required prior to obligation; prepare Global Acquisition and Assistance System (GLAAS) requisitions, routine implementation letters, action memos and justifications for exception to competition; ensure compliance with forward funding guidance; monitor implementing partner inventories; maintain official files of all implementing mechanisms; and support the close-out of expired/terminated implementing mechanisms, including disposition plans.
  5. In consultation with COR/AOR/AMs, the Acquisition and Assistance Office and the Financial Management office, the incumbent shall track accruals and pipelines of implementing mechanisms, and facilitate the close-out of expired awards and subsequent de-obligations. In consultation with the SPA Office, the incumbent shall track project design and learning budget and pipeline. To track the required information, the incumbent shall use the PHOENIX financial tracking system and OPS Master and will assist in the correction of any problems noted. The incumbent shall perform in-depth analysis of and tracking of all unobligated pipeline. In consultation with the SPA, and Financial Management Offices, the incumbent shall track all pending issues from Quarterly Financial Reviews.
  6. The incumbent shall support internal/external audits of prevention activities, including keeping a calendar of upcoming audits.
  7. In consultation with SPA Office, Regional Legal Advisor Office, Financial Management Office, and Acquisition and Assistance Office, the incumbent shall help C/AOR/AMs prepare documentation in advance of the audit; respond to requests by the auditors; and track pending issues from previous audits.

B. Information and Compliance Monitoring (20%)

  1. The incumbent plays a substantive role in the monitoring of activities and helping to maintain integrity of information in the HIV team databases.
  2. S/he helps to monitor, review/proofread and draft reports, evaluate pertinent issues, and provide information to other members of the HPN team.
  3. The incumbent also keeps reports pertaining to the HIV Program Quality portfolio, including SIMS assessments, and prepares oral and written briefings on request.
  4. The incumbent supports COR/AORs in ensuring that compliance monitoring systems are in place (e.g. family planning and HIV/AIDS requirements, Initial Environmental Examination, branding and marking requirements, and any/all other agency policy or legislation).
  5. S/he interfaces with implementing partners to collect and monitor compliance data, and prepares status reports for use within the HPN team.

C. Administrative Support (10%)

  1. The incumbent provides administrative and logistical support to the HIV Team and its Program Quality Sub-Team including the set up and management of meetings, note-taking, site visits, support for VIP visits, and other visitors.
  2. S/he processes and tracks approval of local government duty and VAT exemption forms for implementing partners. S/he also drafts and processes visa referral forms for Class A or B visas and advises on new rules and regulations on issuance of visas.

The incumbent shall provide any additional administrative support as needed.


Supervision Received: Works collaboratively with assigned COR/AOR(s), and under the general supervision of the technical area leadership. Assignments are made orally and in writing, with a discussion of any elements of the assignment that may be new or to determine priority. Once the office work-flow is established, most assignments will occur in the normal course of the work, but the incumbent must be aware of situations that must be coordinated with superiors. The COR/AOR, Team Leader or sub-Team Leader provides a review of the assignment, the goals and objectives to be achieved, and the results expected. The incumbent must seek advice and assistance as required.  Work is reviewed in terms of results achieved.

a. Supervision Exercised: The position has no direct supervisory responsibilities.

b. Available Guidelines: Available guidelines include USAID and PEPFAR requirements; 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. Many guidelines are general in nature and not specific to the situation at hand; in situations where considerable interpretation is required the incumbent will coordinate with appropriate superiors.

c. 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. These positions support the assigned section and the full HPN Team, other relevant USAID and other USG agency staff, and the support staff of partners (MOH, other donors, NGOs, and the private sector).  Exercises significant judgment in resolving operational problems encountered, as well as in determining the need for consultation with superiors when required.

d. Authority to Make Commitments: The incumbent has limited authority, but within the limits of training and experience – during times of backstopping COR/AORs – the incumbent exercises the authority given to all USAID activity managers and COR/AORs, and may make administrative arrangements consistent with ADS guidance and Mission policy. The incumbent takes action and establishes priorities based on available guidelines and practical judgment, but guidance must be sought when needed.  Within the scope of the authority delegated, the incumbent may indicate to counterpart and IP officials that they will make a recommendation to USAID on a specific activity issue or problem.

e. 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. When traveling with or in lieu of a COR/AOR, the incumbent has frequent and substantive personal contacts with IPs, local officials, and with the private sector, and may be called upon to explain and defend PEPFAR and USAID policies, objectives, and procedures, and to transmit and interpret local-official and private-sector attitudes and concerns to superiors upon return.

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

Please note this advert has expired and you can not apply for it any longer.


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