Bilingual Program/ Administrative Assistant

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					                                        AID-C-084
                              Project Management Assistant

BACKGROUND

USAID/WA’s Regional Health program addresses the USG strategic priority of
strengthening local health systems capacity and ensuring the adoption of best practices in
health provision and promotion, as a way of ensuring the health of West Africans. The
office supports strategic investments throughout the greater West Africa sub-region to
reinforce national and bilateral programs and to create a shared sense of value in the
different sectors where the program operates (the ECOWAS states plus Cameroon, Chad,
Equatorial Guinea, Gabon, Mauritania and Sao Tome and Principe).

BASIC FUNCTIONS OF THE POSITION

The incumbent provides clerical, administrative, secretarial and program support for staff in
the Health Office. The incumbent must be proficient in English writing, dictation, typing,
Word, Excel, PowerPoint, and Access. The majority of the tasks will be conducted in
English, however, basic communication in French is desirable. The incumbent is also
required to independently learn, apply, and stay current on USAID/US Embassy/ICASS
requirements and procedures for providing clerical and logistical support using the
appropriate forms and formats. The incumbent must develop and ensure the use of
administrative procedures that support USAID requirements. He/she will assist with
program monitoring, budgeting, tracking budgets and program data. He/she will be the
main liaison with the financial management, contract, and program offices.

MAJOR DUTIES AND RESPONSIBILITIES

A.   Administrative Support: 30%

        Prepares (with limited input) letters; memos; vouchers; procurement requests
         (MAARDs); faxes; and other documents

        Puts together and tracks actions such as MAARDs, action memos, and travel
         vouchers;

        Manages deadlines assigned to the health team.

        Responsible for office supply procurement, work orders, vehicle requests, travel
         arrangements, organization of meetings, and logistics requirements for staff as well
         as visiting officials and contractors.

        After reviewing USAID’s Automated Directive Systems guidance, the incumbent
         shall maintain (by filing in a timely manner) a logical non-duplicative working and
         official hard copy, electronic, and to a limited degree technical document (library)
         filing system.

        Performs certain regular and miscellaneous administrative tasks.
B.   Program Management Support: 30%

        Prepares, finalizes and circulates for approval the full range of project
         implementation documents, including: action memos, statements of work, Mission
         Assistance and Acquisition Request Documents (MAARDS), independent
         government cost estimates and other required documents/reports as directed by
         the USDH Health Team Leader and/or CTOs;

        Assists with administration and monitoring of shipments and orders of contraceptive
         and other essential commodities for selected countries.

        Tracks documents from Implementing Partners such as proposals, annual work
         plans, quarterly and annual reports, as well as USAID internal documents.

        Supports the health team and CTOs to monitor health activities by collecting
         relevant data.

        In collaboration with the M&E Specialist, researches regional sources to collect
         relevant data, studies or reports (regional donor databases and information banks);
         summarizes findings and drafts relevant documents, which consolidate all the
         information obtained.

        Collects, collates, prepares and presents, in report or memo form with
         spreadsheets and charts, relevant data, as needed for meetings.

        In collaboration with the M&E Specialist, maintains database on the health sector at
         regional and country levels.

        Assists with the development of required reports for internal USAID purposes (e.g.
         operational plan, briefers, taskers, talking points).

        Develops familiarity with and maintains skills at using current USG and USAID
         Systems, such as FACTS (OP data entry), COPRs (PEPFAR data entry), and entry
         of PMP requirements; ensuring population and health data are entered correctly.

        Assists in organizing program information, reporting data, and success stories from
         implementing partners.

C.   Project Financial Management Support: 30%

        Works closely with the USAID/WA Program Office and Health Team Leader and/or
         Deputy Team leader to track budget databases accurately.

        Works with the USAID/WA Health Team Financial Analyst to make sure that the
         USAID accounting system, Phoenix, accurately reflects money obligated and
         disbursed;

        Acts as the administrative point person for USAID/Washington CTOs for any active
         field support mechanisms using USAID/WA funds.
        Assists with quarterly accruals estimates for all USAID/WA funded partners and
         mechanisms, including trends in burn rates, and remaining pipelines.

        In collaboration with the health team and other mission staff, update and maintain
         the health team’s procurement plan reflecting past, current, and planned
         procurement actions for the Program Office and the Regional Acquisition and
         Assistance Office.

D.   Other work as delegated by the Team Leader 10%

        This may include responsibilities for being the focal point person for the health team
         for a selected number of countries.

DESIRED QUALIFICATIONS

a. Education: A Bachelor’s Degree in public health, sociology/social sciences, business
   studies, international development, or other health-related field.

b. Prior Work Experience: At least five years of progressively responsible experience in
   the clerical and administrative support to medium or large-scale enterprises or
   international agencies, with demonstrated expertise in managing information and
   administrative support to multiple staff members. At least two years of this experience
   should be with working with international organizations, host government, other donors
   or Non-Governmental Organizations is desirable; as well as demonstrated experience in
   performing tasks comparable to this scope of work.

c. Post Entry Training: Extensive on-the-job training on USAID specific policies and
   procedures will be provided through reading relevant documents and short rotations to
   other offices as needed (e.g. Controller’s Office, Program Office). Formal training such
   as PFA and CTO will be provided as available.

d. Language Proficiency:      Fluency in English (oral, reading and written is required).
   Basic communication in French is desirable

e. Knowledge:        Good knowledge of the concepts, principles and practices employed in
   development programs is required. Knowledge of US Government’s health policies and
   strategies is desirable. Knowledge of West and Central African institutions as well as
   familiarity and sensitivity to socio-cultural factors affecting development in the region is
   desired.

f. Skills and Abilities:    The incumbent must be able to collect and use relevant health
   data in preparing precise and accurate reports. The incumbent must also be able to
   draft correspondence pertaining to health activities. High level of proficiency in word
   processing and Excel is required; knowledge of MS Power-point is desirable. Must
   have tact and excellent interpersonal skills.



POSITION ELEMENTS
a. Supervision Received:          The incumbent is supervised by the USDH Health Team
   Leader or the Deputy Team Leader/ Assignments are made via jointly agreed upon work
   objectives and plans, and will be updated as the situation requires. The incumbent
   works independently with minimal guidance from the supervisor, prioritizing all work and
   setting or meeting deadlines as applicable.

b. Available Guidelines:          The incumbent is provided with programmatic guidance on
   overall objectives, priorities and deadlines ; relevant operational guidance from AFR/SD
   and USAID/West Africa; and USAID regulations and policies. The incumbent must
   interpret the guidance for application to specific situations.

c. Exercise of Judgment:            The incumbent must be able to exercise independent
   judgment in prioritizing and carrying out assigned tasks.

d. Authority to Make Commitments: The employee will have no independent authority
   to make resource commitments on behalf of the US Government, USAID or the
   Mission’s Health Office.

e. Nature, Level and Purpose of Contacts:              Works with Mission’s technical staff,
   Program Office, USG Officials, implementing partners and regional counterparts and
   local stake holders to convey information relevant to the health portfolio.

f. Supervision Exercised:       No supervisory responsibilities are assigned to this position.

g. Time Requirement to Perform Full Range of Duties:           Six months


Evaluation Criteria

   1. Education: A Bachelor’s Degree in public health, sociology/social sciences, business
      studies, international development, or other health-related field.

   2. Prior Work Experience (20 pts): At least five years of progressively responsible
      experience in the clerical and administrative support to medium or large-scale
      enterprises or international agencies, with demonstrated expertise in managing
      information and administrative support to multiple staff members. At least two years
      of this experience should be working with international organizations; host
      government, other donors or non-governmental organizations is desirable; as well as
      demonstrated experience in performing tasks comparable to this scope of work.

   3. Language Proficiency (20 pts): Fluency in English (oral, reading and written is
      required). Basic knowledge of French is desirable.

   4. Knowledge (30 pts): Good knowledge of the concepts, principles and practices
      employed in development programs is required. Knowledge of US Government’s
      health policies and strategies is desirable. Knowledge of West and Central African
      institutions as well as familiarity and sensitivity to socio-cultural factors affecting
      development in the region is desired.

   5. Skills and Abilities (30 pts): The incumbent must be able to collect and use relevant
      health data in preparing precise and accurate reports. The incumbent must also be
able to draft correspondence pertaining to health activities. High level of proficiency
in word processing and Excel is required; knowledge of MS Power-point is desirable.
Must have tact and excellent interpersonal skills.

				
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posted:9/17/2012
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