Posted on :
14 Nov, 2016
14 Nov, 2016
When the United States Agency for International Development (USAID) was created, it brought together several existing foreign assistance organizations and programs. Until then, there had never been a single agency charged with foreign economic development, so with the passage of the Foreign Assistance Act of 1961 by Congress, U.S. foreign assistance activities underwent a major transformation.
Leading this transformation was President John F. Kennedy. President Kennedy recognized the need to unite development into a single agency responsible for administering aid to foreign countries to promote social and economic development. On November 3, 1961, USAID was born and with it a spirit of progress and innovation. November 3, 2011 marked USAID’s 50th Anniversary of providing U.S. foreign development assistance From the American People. Our workforce and USAID’s culture continues to serve as a reflection of core American values–values that are rooted in a belief for doing the right thing.
Job Title: Aid Development Assistant Specialist
The U.S. Mission in Accra, Ghana is seeking a highly motivated and qualified Ghanaian for the position of Aid Development Assistant Specialist. This position is located in the Health and Population Office of USAID/Ghana. The Program Management Specialist will perform a range of administrative and financial management tasks for the overall portfolio of the Health Population and Nutrition (HPNO) Office, which includes several Presidential Initiatives and other directives that require special handling. S/he will support the Office Chief and all of the teams of the office in accomplishing key requirements to keep funds and program reporting on track, and serve as a key resource person to ensure good financial reporting by technical assistance teams.
BASIC FUNCTION OF POSITION:
• The Program Management Specialist will perform a range of administrative and financial management tasks for the overall portfolio of the Health Population and Nutrition (HPNO) Office, which includes several Presidential Initiatives and other directives that require special handling.
• S/he will support the Office Chief and all of the teams of the office in accomplishing key requirements to keep funds and program reporting on track, and serve as a key resource person to ensure good financial reporting by technical assistance teams.
MAJOR DUTIES AND RESPONSIBILITIES % OF TIME
• The incumbent shall oversee preparation of all major program obligating and reporting documents for the health portfolio, with up to $80 million in obligations per year. This will include development of pre-obligation documents and Strategic Objective Agreement (SOAG) amendments, and ensuring correct entry into the USG systems required for different health initiatives, including FACTS, Country Operational Plan (COP) and Mission Operation Plan (MOP) reporting. S/he will be responsible for consolidation, documentation, and tracking of bilateral and activity programmatic and financial information including budgets, pipelines, accruals, evaluations, and audit requirements, assisting in the correction of any problems noted in the financial tracking system.
• Organize quarterly partner meetings to share results and train partners on new procedures. Using information collected from partners and office teams, the incumbent will consolidate, organize, and prepare information and data to include in performance monitoring reports, OP, MOP and COP reporting and any other types of required reporting. The incumbent will collect, review, and consolidate data quality control documentation and alert partners and senior staff to data quality control requirements. The incumbent shall also update and prepare basic communication information on USAID’s health activities, power point presentations, and success stories. (20%)
• Prepare administrative actions related to program management of activities including preparation of action memorandums, justifications for less than full and open competition, Modified Acquisition and Assistance Request Document (MAARD) face-sheets and budgets, bilateral amendments, and routine implementation letters. S/he will also liaise with the Program Office in the management of the field support database and USAID web-based applications (GLAAS actions, Ops Master) (20%)
• The incumbent will serve as a resource person for all of the major health portfolios (Malaria, HIV/AIDS, Maternal and Child Health/Reproductive Health and Water/Sanitation, with a particular focus on the latter, to assure compliance with USAID regulations and procedures for planning, budgeting, implementing and reporting on activities. This will include preparation of important sections of solicitations serving on review panels as required, and orientation of technical assistance teams on USAID procedures. (15%)
• Assist Acquisition Officer Representative/Contract Officer Representative (AORs/CORs) and Program Management Assistants in the tracking, documentation, and priority setting for closeouts of bilateral agreements, programs, grants, and contracts including those for personnel. Incumbent shall assist in securing the approval of equipment disposition plans and close-outs by obtaining inventories of equipment purchased with USAID funds and final vouchers, reports, and any other documentation required for close-outs. (10%)
• Provide miscellaneous administrative and technical services to assist team members, including representing the Strategic Objective (SO) team members, as required, at technical meetings and providing secretarial coverage during the absence of the Administrative Assistant and/or if the workload requires additional lower-level administrative support.
Such administrative duties include, but are not limited to;
A) Effecting efficiencies and economies in administrative operations,
B) Developing and maintaining administrative support procedures for effective management of SO and;
C) Maintaining database of key contacts and partners (10%)
Qualification Required & Experience
Applicants must address each required qualification listed below with specific information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
• Education: Bachelor’s degree in administration, business studies, accounting or related field, or the equivalent in work experience is required.
• Prior Work Experience: At least 5 years of progressively responsible experience in the administration of international development programs, with demonstrated expertise in planning, budgeting and monitoring technical assistance activities, as well as experience in organizing programmatic, technical and administrative information for decision-making is required.
• Language Proficiency: Fluency in English language Level IV (Excellent oral and written communication skills) is required. (Language proficiency will be tested).
• Knowledge: Knowledge of business practices and basic financial management principles is critical. Familiarity with procurement regulations and funding environment, especially those related to development assistance including Presidential Initiatives is required.
• Skills and Abilities: Ability to interact effectively with a broad range of counterparts, to perform routine financial and administrative tasks and to determine the right way to respond to unusual requirements in a fast-paced environment is required. (Language proficiency will be tested).
Salary Range: Grade FSN-10 = GH¢ 63,369.00 – GH¢ 95,060.00 p. a; (depending on qualification and experience).
How To Apply For The Job
Interested individuals should submit cover letter, Curriculum Vitae with references and relevant certificates to:
Regional Executive Office
P.O. Box 1630, Accra
By Email to: [email protected]
Closing Date: 17 November, 2016
Note: Applicants must address each required qualification listed above with specific information supporting each item to be eligible for consideration. When submitting your application via email, start the subject line with the position title. Failure to state this and submit signed letter with required document will result in a determination that the applicant is not qualified. No relocation expenses are provided to the job location, Accra-Ghana. If transportation to Accra is required, it will be the employee’s responsibility.