Job Description

Summary

The Project Management Assistant (PMA) position, working under the direct supervision of the Office Director or his/her designee is located in USAID Kenya and East Africa Mission, Bureau for Humanitarian Assistance (BHA). The Project Management Assistant is a member of the Kenya Team but may be asked to provide support to any one of the five BHA teams within the East and Central Africa Regional Office (ECARO). The incumbent serves as the principal administrative support person to the Kenya Team Leader. The incumbent will support activity management for small projects/programs and Activity Managers on day-to-day project management duties that include performance monitoring; records management (maintaining the official and working files), supporting the drafting of project documents, taking meeting minutes, letters and other necessary documentation; GLAAS procurements.

Description

MAJOR DUTIES AND RESPONSIBILITIES 

ADMINISTRATIVE SUPPORT                                              40%

• The PMA is the first point of contact to people seeking out the help of staff in the
  
  
  
  • BHA/ECARO Kenya Team. The incumbent interacts with people throughout the whole Mission, guiding them to the correct resource or person. The PMA also coordinates administrative responsibilities for the Office that are regulated by the Mission and/or Agency.
  
  
  
  

• The incumbent will utilize the highest level of organizational, planning, and communication skills to help keep the Office organized including, but not limited to scheduling appointments for the Kenya Team Leader, maintaining the Office calendar, arranging and managing appointments, meetings, courtesy calls, field visits, etc.

• The PMA updates and disseminates Mission and Agency administrative and programmatic procedures including delegation of authority and action clearances and ensures BHA office staff adhere to these procedures when planning, designing and implementing activities including travel. Accurately maintains the Office Master tracker which includes a whereabouts list with current contact information for the Kenya Team including permanent and TDY staff.

• The PMA supports TDY travel including administrative and logistical support such as: front office approval, eCC, RSO link/form, accommodations, airport transfers and compound access. Although permanent office staff are encouraged to arrange and file their own travel, the PMA supports travel logistics for office staff, in time of need.

• The PMA is the Office timekeeper and tracks staff time and attendance, annual leave, sick offs, compensatory/travel time and overtime on WEBTA. Establishes and maintains a travel calendar showing planned staff travel and meetings updated regularly for the Kenya Team. Provides logistical support for internal and external meetings, workshops and retreats as well as support, as needed, on project oversight and project implementation.

• The PMA maintains control of all correspondence for the Office, including program/project/activity files provided by Activity Managers, establishing and maintaining computerized tracking systems to track Office actions according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington.

PROGRAM SUPPORT                                                          40%

• The PMS assists Activity Managers 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. Works with Activity Managers to conduct site visits and technical meetings with representatives of partner organizations to review progress.

• Provide logistical support for internal and external meetings, workshops and retreats as well as support, as needed, on project oversight and project implementation. As required, accompany staff on official visits for program performance monitoring.

COMMUNICATIONS/OPERATIONS SUPPPORT                     20%

• The PMA keeps an updated list of partners’ contacts and is the first point of contact for all external partners and acts as the mission point person for any mission-wide contact management systems.

• The PMA assists the Mission Communications Team to track activities, events, as well as coordinating the updating and office level clearing of fact sheets, county brochures, calendars, audio-visual, and any other external communication materials.

POSITION ELEMENTS

Supervision Received: The PMA receives direct supervision from the Kenya Team Leader. The incumbent is expected to perform the work with minimal supervision in a complex, fast-paced Office.

Supervision Exercised: None.

Available Guidelines: The incumbent is required to understand Mission and Agency-specific policies and procedures which govern project activity management, administrative and operating procedures, policies and formats. Oral guidance from the immediate supervisor and specific detailed instructions will be given when necessary for carrying out unique assignments. Incumbent will secure guidance from ADS 200 for Programming Policy, ADS 300 for Acquisition and Assistance, ADS 500 for Management Services, and ADS 600 for Budget and Finance.

Exercise Of Judgement: Good judgment is required to analyze, interpret, and adapt prior experience, particularly as guidelines are updated and new activities developed. Within a range determined by the incumbent and superiors, the incumbent exercises independent judgment in planning and follow-up of program actions and other assignments. The work involves many different, complex, and interrelated processes.

Authority to Make Commitments: Within the scope of the assignment, the Job Holder is regularly called upon to maintain calendars and/or otherwise schedule meetings, to advise staff, callers, and visitors when work items or particular individuals will be available, and to otherwise provide appropriate information. The Job Holder is not authorized to commit the USG to the expenditure of funds.

Nature, Level, and Purpose of Contacts: The incumbent has a wide range of contacts within the Mission and maintains contact with counterparts and peers in contractor and grantee organizations implementing USAID-funded programs/projects in the sector. Host-government, local, and other contacts vary widely with the type of activity being implemented but are usually at the counterpart level.

Time Expected to Reach Full Performance Level: One year (12 Months)

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.

Education Higher National Diploma

Two years College Diploma equivalent to a US junior college or community college in Project Management, Business Administration or related diploma is required.

More Details on Experience

A minimum of three years of progressively responsible administrative or program support at an English-language work environment at International Organization, Non-Governmental Organization, Donor Agency or Embassy is required.

More Details on Skills

Must be able to develop and maintain a range of working contacts in government, non-governmental, and private-sector circles. Must be able to work effectively in a team and coordinate well with others. Excellent project/administrative skills and experience are required in order to support the assigned team in developing and implementing effective BHA programs/projects.

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