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6 Mar 2019

PROJECT MANAGEMENT ASSISTANT

Job Description

USAID/ZAMBIA JOB ANNOUNCEMENT NO. AID-003-19 PROJECT MANAGEMENT ASSISTANT

OPEN TO: All Interested Candidates

POSITION: Project Management Assistant

OPENING DATE:  March 4, 2019

CLOSING DATE:  March 22, 2019

WORK HOURS:    Full-time; 40 hours/week

SALARY RANGE:  FSN-8 (ZMK 214,403.89 p.a. — 337,486.28 p.a.)

The United States Agency for International Development (USAID) in Zambia is seeking eligible and qualified applicants for the position of Project Management Assistant in the Health Office.

BASIC FUNCTION:

This position is located in the Health Office of USAID/Zambia.  The incumbent serves as a Project Management Assistant (PMA) for the Health Team and will provide programmatic, communications, and administrative support to the Health team.  Under the direct supervision of the Monitoring and Evaluation Division Chief, s/he will have responsibility for data collection, analysis, management and interpretation for health programs.

The incumbent will track and collect project information, assist the Monitoring and Evaluation Advisor and Budget Advisor in monitoring performance against budget and indicators, and share program successes and challenges through development outreach, communications, and research that also guides formulation of new awards.  S/he will identify existing and potential problem areas through monitoring, evaluation, and research and will work closely with health program advisors to resolve these problems.

S/he will draft and prepare necessary project documentation for new activities.  S/he will also apply health communications expertise (e.g. conducting web-based outreach, creating program profiles, summarizing lessons learned from data/research findings, applying multi-media applications  such as blog; twitter; facebook; internet; photography; video streaming) to assist the Health Team in communicating successes broadly and  sharing results to specific audiences.

Under the guidance of Monitoring and Evaluation Division Chief, the incumbent will monitor performance management indicators; assist with semi-annual and annual results reporting; and lead communications and outreach activities for the Health Team.  The incumbent will also support the Administrative Assistant to manage permanent and electronic records, finalize agenda and schedules for high level visitors, and support assessments, evaluations, portfolio reviews, and other events, as needed.

1. Programmatic Support (40%)

The incumbent works closely with the health team in a variety of project management functions. This includes assistance in designing new activities reflective of evidence-based results and/or research; monitoring the results of program activities against established indicators; and evaluating program cost-efficiencies/effectiveness relative to expenditures and achievements. S/he will support Agreement/Contracting Officer Representatives (AORs/CORs) to identify existing and potential implementation and management problems as evident from tracking efforts, prepare detailed site visit reports documenting findings, and work with respective program managers to resolve problems/take corrective action.

S/he will serve as AOR/COR for conducting performance evaluations and independent research to guide program design and adaptability. The incumbent also provides necessary coordination with implementation partners and the Health Team, as well as Government of the Republic of Zambia (GRZ), to organize partner meetings, maintain a site visit schedule, conduct data quality assessments of indicators, and participate in audits. In the absence of health program management staff, s/he will serve as alternate AOR/COR and assume responsibilities of those positions as designated. Other programmatic duties may also be required, and assigned as deemed appropriate by the supervisor.

2. Reporting and Communications (40%)

S/he assists in preparation of internal reporting documents such as the Health Investment Plan (HIP), PEPFAR Country Operational Plan (COP), the Performance Plan and Report (PPR), Resources Requests (Congressional Budget Justifications), and other required project documentation and results reporting. S/he ensures appropriate documentation is maintained for data quality, evaluation, environment, and gender compliance in collaboration with the Health Team, Program Office, and Mission Environmental and Gender Officers.

S/he also leads health communications and development outreach activities for the Family and Community Health division by preparing and maintaining profiles of current health programs and facilitates mapping of USAID funded health activities in an effort to leverage resources. S/he coordinates with communications specialists in the Health Office, Program Office (Development Outreach Coordinator), PEPFAR Coordinator’s Office, as well as US Embassy Public Affairs Office to advise on upcoming events and share programmatic impact/lessons learned. S/he prepares necessary talking points and background information required for USAID and/or USG representation in collaboration with program managers, and supports application of creative multimedia platforms (e.g. internet; blog; twitter; facebook; photography, video streaming; television; radio) to communicate successes and challenges with a broad range of stakeholders.

3. Administrative Support (20%)

The incumbent provides support to health program managers and the Health Office Deputy Director in reconciling electronic and permanent files with USAID records management guidance/regulations. S/he drafts action memos, letters, and prepares project related documents, and correspondence. S/he provides assistance for meetings related to project activities, preparing multimedia presentations, as well as technical minutes of meetings as needed. S/he ensures tracking responsiveness to country requests for support and collaboration. S/he supports implementation of quarterly progress meetings with partners, including planning of semi-annual and annual portfolio reviews with GRZ, in collaboration with the Monitoring and Evaluation Team. When the office administrative assistant is on leave, the incumbent will serve as alternate as needed to assure ongoing administrative support.

QUALIFICATIONS REQUIRED:

Applicants must address each required qualification listed below with specific information/documentation supporting each item.  Failure to do so may result in a determination that the applicant is not qualified.

A.  Education:  Possession of a bachelor’s degree in in Public/Business Administration, Development Studies, Social Work, International Development, Social Sciences, Health Care Management or related field is required.

B.  Prior Work Experience: Five years of progressively responsible experience in development assistance work is required. Previous experience with donor agencies is required.  Direct work experience in the Zambian and public or NGO health system is required.  Program Management and health communications experience is required.

C. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read):  English.  Fluency in speaking, reading and writing should be at Level IV.

D.  Job Knowledge: A good understanding of host-country economic, social, cultural and political context is necessary.   Knowledge of donor programming policies, regulations, methodologies and documentation is desirable.

E. Skills and Abilities:  The ability to establish and maintain contacts with counterparts in relevant host-government and partner organizations is required. Ability to work in a team. The ability to communicate effectively, both orally and in writing, is necessary. The ability to obtain, evaluate, and analyze data and to prepare precise, accurate, and complete information for required reporting is necessary. The ability to recognize significant developments and trends reflected from collected data and bring it to the attention of supervisors is required. The ability to work and coordinate activities with several staff members is required. Skill in the operation of Microsoft Office (Word, Excel, PowerPoint) is required.  Ability to succinctly summarize and post video, photography, twitter, facebook, blog, or other social media applications on the internet to convey USAID Zambia health programs and successes required.

TERMS OF APPOINTMENT:

Subject to availability of funds, this will be a five-year contract, with an option to extend, depending upon continuing need of the services.

BENEFITS:

The position has been classified at a FSN-8 level.  The actual salary of the successful candidate will be negotiated within that range depending on qualifications and previous earnings history.

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How to Apply

Qualified candidates should send:
  1. A formal application letter or cover letter;
  2. A current CV;
  3. Photocopies of all professional certificates and degrees;
  4. A fully complete application form DS-174 (available online at https://eforms.state.gov/forms/ds174.pdf); and
  5. Contact information for at least three professional references.
SUBMIT ALL APPLICATION MATERIALS TO:

[email protected] (E-mailed applications required.)

The email subject heading must read: Application: Project Management Assistant, AID-03-19

Only short listed candidates will be contacted.

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