GENERAL INFORMATION

1. SOLICITATION NO.: 20-113.

2. ISSUANCE DATE: October 27, 2020.

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: November 10, 2020 (4:30 PM East Africa Time).

4. POSITION TITLE: Project Management Specialist (Budget).

5. MARKET VALUE: Equivalent to FSN-PSC 11: Step 1: 4,597,211.00          KSH to Step 13: 7,815,239.00 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:

•  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. Mission.  Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for the 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.

BACKGROUND

The USAID Project Management Specialist – Budget (the “Specialist”) is located within the Health, Population, and Nutrition Office and reports to the HPN Partnerships and Operations Manager.

The Specialist serves as a subject matter expert on the full range of USAID Health Office budget activities. The Specialist is responsible for leading or performing a wide array of budget actions for the entire Health Office portfolio, including budget planning, development, implementation and monitoring of complex, multi-million dollar health initiatives, a large portion of which includes President’s Emergency Plan for AIDS Relief (PEPFAR) funds. The Specialist provides senior-level guidance to Health, Population and Nutrition Office and other Mission colleagues related to all budget and financial components of the Health, Population and Nutrition Office portfolio and liaises closely with the PEFAR team in USAID/ Washington on PEPFAR-funded activities. The Specialist also plays a primary role in coordinating the financial aspects of the Health Office and other Mission reporting requirements.

MAJOR DUTIES AND RESPONSIBILITIES 

A.  BUDGET PLANNING AND DIRECTION  40%

• Serves as subject matter expert in leading the Health Office Team in the preparation of annual and multi-year office budgets and ensures program budget planning and development is aligned with Mission and PEPFAR strategy and cross-cutting priorities. 
• Provides extensive advisory services to a wide array of stakeholders including project managers, USAID/Washington PEPFAR team as well as other USG agencies implementing PEPFAR funding and implementing partners to ensure annual multi-million-dollar USAID budgets are aligned with USAID priorities in the host country.
• Analyzes budget guidance from a variety of sources, and guides Health Office and Mission leadership to ensure adherence.
• Provides the appropriate fiscal data to be used for new and existing projects. 
• Advises the Health Office on budgeting issues and pertinent regulations that apply to the use of USAID funds by source, type, and duration.
• Makes recommendations to the Teams regarding appropriate contractual and financial actions.
• Compiles budget information, project obligation materials, and budget scenarios in conjunction with the Office of Financial Management (OFM).
• Coordinate closely with USAID/Washington PEPFAR team on PEPFAR-funded activities to ensure Health Office budget planning and direction aligns with PEPFAR goals and guidance.

 BUDGET IMPLEMENTATION, MONITORING AND ANALYSIS  30%

•  Ensures health program budgets adhere to agency requirements, (adequate documentation, forward funding compliance, adherence to earmarks, initiatives, directives, and budget guidelines).
• Updates uncommitted balances regularly and provide technical and programmatic recommendations to Health Office management on the use of un-sub-committed balances for new or ongoing activities.
• Tracks obligations, outlays, accruals, and pipeline and ensure their conformity to action plans, budgets, and U.S regulations, as well as PEPFAR guidelines. Analyzes existing financial data, including pipelines, disbursements, accruals, and forecasted expenditures to inform the budget formulation process.
• Prepares field support budget requests, in coordination with the Technical Teams
• Develops and/or edits obligation documents, action memos, waivers, and other documents needed for budget decisions.
• Serves as Health Office subject matter expert (SME) for GLAAS.

REPORTING 30%

• Provides guidance and coordinates Health Office contributions to a variety of plans and reports, including PEFAR Country Operational Plan (COP), Congressional Budget Justification, Mission Resource Request (MRR), and Performance Plan and Report (PPR).
• Organizes and coordinates Health Portfolio Reviews and assists in preparing the necessary document and presentations for Mission Portfolio Reviews. Helps track and follow-up action items from the portfolio reviews.
• Identifies existing and potential program implementation and management problems as evident from tracking efforts and work with respective program managers to resolve problems/take corrective action.
• Serves as a key liaison with the Mission’s Program Office (PRO) responding, on behalf of the Health Office, to regular and ad hoc reporting and programmatic requests.

 POSITION ELEMENTS

A. Supervision Received: The Specialist reports to the HPN Partnerships and Operations Manager. The Specialist is expected to work independently in carrying out responsibilities. S/he is expected to develop annual work objectives in consultation with his/her supervisor. The supervisor makes assignments in terms of the overall objectives and resources available. Completed work is reviewed in terms of achievement of program/ project/activity goals, effectiveness in meeting host-country and USAID objectives, and integration with other initiatives in the Office and Mission portfolio. Some technical direction may come from other professionals in the Office; in general, however, the Specialist will be expected to exercise considerable autonomy and best judgment in discharging the duties of the assignment

B. Supervision Exercised: Position is non-supervisory.

C. Available Guidelines: Federal Acquisition Regulation (FAR); AID      Acquisitions Regulations (AIDAR); AID Automated Directives System (ADS Series); Contract Information Bulletins (CIBs); Office of Procurement Acquisition Memorandum (OPAMS); U.S. Department of State Standardized Regulations (DSSR); Federal Travel Regulations (FTR); Office of Management and Budget (OMB) Circulars and Controller General Decisions, PEPFAR requirements and guidance,          USAID Mission Orders, Project Papers, Mission Strategy, USAID policies and procedures.

D. Exercise of Judgment: Professional-level judgement in planning and executing work. Substantial reliance will be placed on the incumbent, a recognized expert and well-qualified professional, to independently plan, prioritize and carry out the duties and responsibilities of the position. The incumbent will be expected to analyze and address problems by applying relevant guidance (for management/administrative issues) and evidence-based strategies (for technical issues) to advance the Mission’s objectives. The use of initiative, discretion, cultural sensitivity, collaboration and teamwork is expected of the incumbent to resolve challenges for which there are no clear or immediate solutions. In the event that no formal guidance exists, the incumbent will use her/his own personal, well-informed judgment, making independent decisions that can be defended as necessary and seeking input when appropriate.

E. Authority to Make Commitments: This position holds no authority to make financial commitments.

F. Nature, Level, and Purpose of Contacts: The Specialist occupies a high profile and important position in the Mission. S/he serves as a subject matter expert to Health Office and Mission leadership on budget planning and execution for a complex, multi-million-dollar health portfolio. S/he guides Mission colleagues, Team Leads, and management, and Mission colleagues, including Program Office, Office of Finance Management, Office of Acquisition and Assistance, and other technical offices. S/he also coordinates extensively with USAID/Washington PEPFAR team as well as other USG agencies implementing PEPFAR funding. Coordinates planning and reporting with other Missions offices and USAID implementing partners. Coordinates information from host government and other donors.

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

Prior Work Experience: Five years of progressively responsible work in financial management, budgeting, accounting, and/or audit and compliance. At least two years must be related to preparing and/or monitoring development project budgets and expenditures. Must have experience working with the USG, implementing partners, host country government, and/or other international donor organizations.

Job Knowledge: Senior-level knowledge of professional accounting principles, theories, practices, procedures, and regulations, including the principles and accepted practices of federal governmental and/or business financial accounting, budgeting, and reporting. Knowledge of theoretical and practical aspects of program/project management, performance management frameworks, and tools in the delivery of development objectives. Working knowledge of Federal agency regulations, USAID and PEPFAR policies and procedures, especially as related to budget and financial management. S/he must be intimately familiar with HIV/AIDS prevention, care, and treatment activities in order to accurately price and track activities and commodities.

 

Skills and Abilities: Expert-level skills in financial management and budgeting are required. Excellent computer proficiency, including skills with Microsoft Excel, spreadsheet development and management, pivot tables, data visualization, web-based databases, and electronic filing. Skilled attention to detail and the ability to ensure the accuracy of documents, analyses, and reports. Good interpersonal skills, including the ability to communicate effectively both orally and in writing. S/he must have strong conceptual and analytical skills to be able to quickly grasp and translate new concepts into operational plans which are reflected in the budget. This position requires an outstanding ability to exercise flexibility and prioritization skills to be able to accept and react to evolving planning and implementation contexts. Ability to exercise sound judgment, take initiative, and offer leadership.

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)
• 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.

How to Apply

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

Step 2:  Complete the job application questionnaire at www.myjobsinkenya.com  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 and upload to MyJobs In Kenya

                                                OR 

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 MyJobs In Kenya.

Note to Applicants:

1. Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

 2. Submissions will only be accepted through 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. The closing date for receipt of applications is indicated above.

3. 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.