Project Management Assistant (Peace and Democratic Governance Office)
REF No.: HR-PDG-001-2018-PMA (must inserted in the subject line of emails)
GRADE LEVEL: FSN PSC-08 (If an applicant does not meet all required qualifications for the position and is selected for the position, s/he may be hired at a lower grade than the position classification grade).
BASIC FUNCTION: The incumbent serves as a Project Management Assistant, managing the office for the Peace and Democratic Governance (PDG) extended team, which includes the humanitarian portfolio, Office of Food for Peace (FFP) and Office of Foreign Disaster Assistance (OFDA). The incumbent will take the lead in all administrative management issues and programmatic support. The incumbent will support activity planning, program/project document preparation, tracking project activity budgets in coordination with program and financial management offices, process extensions and track commodities. Incumbent is expected to provide efficient high quality office management support and services, processing internal and external documents and communication, maintaining office records, maintaining an official list of contacts in the Government of Mali and civil society organizations, requesting Embassy transportation and logistics for office staff and temporary duty staff visiting from elsewhere, requesting Embassy access for visitors.
The incumbent will utilize solid management and organization skills to ensure that programmatic and administrative needs are accurately considered and immediately accomplished in a qualified manner. The Project Management Assistant shall perform his/her responsibilities under the direct supervision and in close coordination with the Food for Peace Officer.
MAJOR DUTIES AND RESPONSIBILITIES:
- Assist COR/AOR/AM staff with administrative and programmatic aspects of implementing comprehensive monitoring, evaluation and reporting systems that include monitoring progress toward objectives, and managing project activities including completing activity reports. The budget for the humanitarian portfolio is estimated at $65 million yearly.
- Draft reporting documents and assist with translating certain basic governance documents from French into English or English into French in coordination and guidance from the FFP and OFDA Officers;
- Coordinate the preparation of basic data collection. Periodically compiles and aggregates data from activities across the portfolio for review by humanitarian portfolio staff;
- When asked, attend technical level meetings within USAID or with partners, take notes for sharing with the rest of the office;
- Control written correspondence including sending documents for clearance, communicating with partners on office-wide events, and tracking external letters and invites;
- Assists and prepares the office data and reports from across activities in humanitarian staff;
- Maintain office efficiency by planning/creating and implementing office-wide systems for maintaining contact lists of project stakeholders and budget tracking.
- Prepare standard briefing packages which will be used to brief USG officials, using information included in the humanitarian activity database;
- Prepare standard project management documents, correspondence, and procurement documents, and help maintain program files on projects and activities.
- Prepare and generate MAARDs and GLASS and other procurement requisitions in support of program implementation and management. Act as a liaison between USAID, Malian Ministries, and contractors and grantees for administrative and VAT exonerations and exemption issues.
- Update and maintain contact lists with partners, grantees, civil society, host government, etc.
- Assist in coordination and follow up of program assessments and site visits; as well as the organization of other visits as needed.
The incumbent tracks the FFP and OFDA Offices’ multi-year budgets estimated at $65 million yearly to ensure that the offices have the necessary information to ensure that US taxpayer funds are efficiently used. These responsibilities include:
- Designing a budget tracker and working with the Office of Financial Management, the Program Office, and the office Activity Managers and Contracting/Agreement Officers’ Technical Representatives to keep the tracker updated.
- Collecting and organizing data, drafting reports, charts, tables, graphs and similar materials to support projects. Analyzes and interprets information contained in such materials including from cross-sectoral funding sources.
- Sharing analysis with the other team members using spreadsheets, graphics, narratives or oral briefings as needed.
Administrative, Records Management and Logistics Support (40%)
The incumbent is responsible for providing administrative and logistical support to all humanitarian staff:
- Office Management
The Project Management Assistant is responsible for various administrative support functions. S/he manages communications with partners and other offices within USAID and the Embassy and proactively works with team members to maintain a regularly updated list of the offices’ key points of contact. The incumbent manages access and vehicle requests using the Embassy’s designated systems, making sure that USAID contractors and grantees and other contacts are able to enter the USAID office on schedule and that team members arrive at meetings and events on time. S/he will maintain office services by organizing office operations and procedures; preparing timesheets; controlling correspondence; designing filing systems, organizing office meetings, reserving meeting rooms, sending out invitations, and working with the FFP and OFDA Officers to create meeting agendas. S/he takes meeting notes and shares clear and concise readouts with the rest of the staff. S/he manages the FFP and OFDA Officers’ schedule and facilitates meetings either on or off-site as requested. Duties performed by the incumbent will include:
- Organize and streamline record-keeping procedures.
- Organize office operations.
- Prepare staff time sheets.
- Maintain office equipment.
- Update and maintain staff schedules.
- Plan and implement office systems, layout and equipment procurement in coordination with EXO.
- Maintain and replenish inventory of office supplies.
- Anticipate needed supplies and inventory.
- Records Management
S/he will be responsible for managing the correspondence (paper and electronic) control system and ensuring that FFP and OFDA Office files are in compliance with USAID Communications and Records (C&R) guidelines. As such s/he will:
- Assist COR/AOR/AM to maintain and manage paper and electronic records in compliance with current Mission rules and regulations.
- Assist with management of program activities reports and documents by keeping the records under USAID Vital records management system which is an essential part of effective program management.
- Ensure that files are up-to-date and appropriately filed for an easy retrieval.
- Review outgoing correspondence for typographical and grammatical accuracy and conformance with agency formatting procedures and special instructions. Follow up to ensure that correspondence is answered in a timely manner and that responses are filed appropriately.
- Determine “who” incoming correspondence are for in order to provide timely answers.
S/he will be responsible for assisting and preparing staff on-site, regional and international travel. S/he acts as the primary Person of Contact (POC) in all logistical and programmatic matters. Responsibilities are:
- Provide logistical support for the preparation and holding of meetings, retreats, donor working group meetings, and periodical synergy meeting.
- Coordinate with the Executive Office and ensure that hotel reservations; hotels for meeting space and reservations are appropriately set up. Provide any supplemental logistical information (transportation, briefing materials, etc.) if necessary.
- Prepare correspondence to partners, including relevant Ministries, agencies, and implementing partners, civil society and preparing copies of documents to be shared during the meetings.
- Participate as POC in organizing, providing logistical support for USAID retreats, Temporary Duty Officers, including preparation of background documentation, hotel bookings, setting up of meeting rooms and equipment, preparation of guest lists, invitations.
- Manage all logistical support and ensure that travel authorizations are prepared in accordance with requested itinerary. Ensure that staff is cognizant of the travel plan itinerary, ticket delivery due date and all appointments are made and confirmed accordingly.
- Assists employees with completing travel vouchers and ensure timely submission to Executive and Financial Management Offices.
- Assists with the tracking of commodities.
To be considered for this position, applicants must meet the minimum qualifications:
MINIMUM QUALIFICATIONS: Applicants MUST meet the minimum qualifications below and ONLY preselected candidates will be contacted:
- Education (10 points): At least two years of full-time post-secondary study at college or university in development assistance, business administration or management.
- Prior Work Experience (20 points): A minimum of 3 years of progressively responsible duties in administration and project management experience. Prior experience working for an international organization, a Malian governmental institution, or legal work in a private sector institution required.
- Language Proficiency (20 points): Fluent in English and French Level IV required. H/she must be capable of drafting error-free routine correspondence and basic translations in English and French.
- Knowledge (25 points): A strong capacity in general administration, project management, database management, communications and records management, and budgeting is required. A general knowledge of USG programming methods and procedures.
- Skills and Abilities (25 points): Must be able to maintain effective working relationships with Mission personnel at USAID/Mali and Embassy as well as with host-government, implementing partners, and other donor agencies. Ability to obtain, organize, analyze, evaluate, and present information in clear, concise reports. S/he must be able to communicate effectively both orally and in writing. Proficiency in word processing, spreadsheet applications, and PowerPoint – including typing skills in French and English, is required. The incumbent must be proactive, flexible, and dedicated, with a willingness to take on new and various tasks and responsibilities.
To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.
Applicants are required to address each of the selection criteria on a separate sheet describing specifically and accurately what experience, training, education, and/or awards or recognition they have received relevant to each criteria described below, and any related considerations.
Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
Full Statement of duties and the qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers
TO APPLY: All cv/resume and cover letter must be in English; otherwise application package will be considered as incomplete and will be rejected.
Interested candidates for this position must submit the following required documents:
- A cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of subject position.
- A resume or curriculum vitae (CV) relevant to the subject position.
- Copy of Diplômas, degrees, certificates, recommendation letters, etc.
- Three (3) to five (5) professional references with complete contact information including email addresses and telephone numbers. References should have knowledge of the candidate’s ability to perform the duties set forth in the application and must not be family members or relatives.
- Full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions.
SUBMIT APPLICATION: Indicate the Vacancy Reference Number: HR-PDG-001-2018-PMA in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email Human Resources Management Section: email@example.com with the above reference in the subject line, or
Local Address for Application Submission: US Agency for International Development (USAID/Mali) -BP 34, Bamako-Mali
CLOSING DATE FOR THIS POSITION IS: October 23, 2018 at 4:59pm