Project Management Assistant at USAID

Job Description

Statement of Duties to be Performed:

Program/Project/Activity Management Assistance

Supports CORs/AORs/Activity Managers in the management, monitoring, and evaluation of program/project/ activity implementation, and manages HPN-specific information in specialized Health, USG and non-USG databases.
Regularly collects, monitors, and interprets performance data to strengthen project activities. Prepares status reports, and provides information on progress in achieving outputs, objectives, and results for Office activities.
Identifies and/or participates in addressing problems encountered in the implementation process, to prepare activity status reports, and to recommend corrective actions in consultation with CORs/AORs/other Activity Managers.
Assists in drafting and preparing action memos, briefing documents, talking points, correspondence and other materials.
Tracks and manages budgets, funding, accruals and expenditures of implementing partners (IPs). Reviews and approves IP’s requests for payments and ensures funding actions comply with USAID regulations.
Supports the USAID team efforts in the development of the Country Operational Plan.
Monitors IP management of and annual reporting on government-furnished property. Verifies the return or disposition at contract close-out.
Completes documents related to program planning, implementation, and management, including memoranda, letters, GLAAS documents, performance reports, trip reports, analyses, operational plan updates, etc. Manages electronic and hard-copy filing systems of the HPN team and health office based on USG and USAID record retention regulations.
Participates in the implementation of evaluation plans and assessments and assists the staff to prepare reports, including organization-specific contributions to outside reporting requirements including the Country Operational Plan, Semi-Annual and Annual Reports, budget and program analyses, quarterly accruals reports, budget tracking tables, briefings, presentations, and other reporting requirements.
Coordinates and takes minutes at meetings and conferences, and assures that obligations and commitments agreed to in the meetings are upheld and that deadlines are met; and, prepares oral and written summaries on request.
Supports travel and logistics for incoming temporary duty (TDY) visitors from USAID/OHA including in-country travel for site visits.
Coordinates with the Office of Security to obtain necessary security clearances and appropriate identification for contractor personnel and TDY personnel. Monitors contractors’ and TDY compliance with security specifications.
Supports Site Improvement through Monitoring System (SIMS) activities, Data Quality Assurance (DQA), and other routine site visits to assist with the oversight and support of Implementing Partner performance.

Data Collection and Analysis

Contributes to monitoring and reporting on developments of implementing partners; supports the monitoring and analysis of reports, preparation of written analyses, evaluation of pertinent issues, and dissemination of information to staff within and outside the Health Office.
Summarizes information in written and oral form for use by coworkers and superiors, as appropriate.
Works with other Assistants (and others) to organize field trips, conferences, and seminars, and to ensure maximum participation by target audiences, providing translation and interpretation as needed.
Contributes to written reports reflecting an understanding of assigned areas of responsibility, and that document that a wide variety of sources and points of view have been consulted in undertaking analyses and in drawing conclusions.
Supports preparation of oral and written briefings for other staff members.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: A college/university diploma is required.

2. Prior Relevant Work Experience: Minimum of five (5) years of progressively responsible experience providing support and/or assistance to health development or health-related programs. Experience working with an international or donor organization, or equivalent work with a private or host-government entity is required. Experience should have included collection, analysis, evaluation, and presentation of information.

CLOSING DATE AND TIME FOR RECEIPT OF OFFERS/APPLICATIONS: June 9, 2024, at 23:59pm Lusaka time