Program Development Assistant job opprtunity at United States US Embassy

Job Title:  Program Development Assistant

About Embassy:

Welcome to the United States Embassy in Kampala, Uganda.  The United States has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Scott H. DeLisi currently heads the U.S Mission to Uganda.  The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:

• United States Agency for International Development (USAID)
• Centers for Disease Control
• Peace Corps

Job Summary: The US Embassy Program Development Assistant will work closely with teams on activity design and implementation including procurement planning, procedures related to site-visits and end-use checks, and activity close-outs. The incumbent also establishes and ensures adherence to Mission Orders related to activity implementation, reviews and amends, when necessary.  The position participates in the Mission-wide process of the annual Federal Managers’ Financial Integrity Act (FMFIA) process to ensure Mission compliance of PPD-related actions.  Assists in coordination of Mission partners meetings and also coordinates all Mission participant training activities, including pre-departure requirements/clearances, training database (TraiNet) management, monitors the Visa Compliance System (VCS), follow-up, AID/W reporting, and liaison with Mission partners on participant training matters.

Key Duties and Responsibilities:  

1. Training:
2. Federal Managers’ Financial Integrity Act (FMFIA):
3. Deputy Chief/PPD Support:
4. Partners Meetings: Coordinate and organize Mission partner meetings including invitations, planning and management of event.
5. Correspondence:
6. Other:

• Serve as the participant training coordinator for United States Telecommunications Training Institute (USTTI) and other Mission and centrally funded training programs under various activities. Prepare pre-departure requirements (in-country clearance, medical examination and visa forms) for participants’ travel, contacts travel agents for arrangements and planning of itineraries; and advise participants of their travel plans.
• Actively coordinate all matters related to training activities for the Mission and arranges visas and other documentation for travel, as well as conducts pre-departure orientation and manages the Missions training data collection system, Training Results and Information Network (TraiNet), and monitors the Visa Compliance System (VCS).
• Ensure data entered into the TraiNet system is complete and accurate in the VCS.
• Liaises with/consults SO teams, local grantees/technical assistance staff to compile a unified Training Plan to facilitate the integration of training (skills development) with other interventions required to improve organizational (institutional) performance; schedules and oversees security risk inquiries; liaises with EGAT/ED and the Embassy Consular Officer regarding visa issues, advises USAID staff, local grantees and contractors on policies and procedures, enters or oversees entry of TraiNet data; responds to internal and external reporting requirements; periodic reviews to ensure the availability and internal consistency of participant and training documentation; develops and maintains other operational processes to minimize Mission vulnerabilities; and randomly checks the application and results of training.
• Guide and advise Government, private institutions and individuals on sponsorship possibilities and procedures for various programs and  on mission strategies and objectives tied to possible training access.

• Actively participate in the Mission-wide process of the annual Federal Managers’
• Financial Integrity Act (FMFIA) to ensure mission compliance.
• Prepare checklist draft related documentation for the Mission Director’s signature and ensure timely dispatch of documents to AID/W. Advise Mission’s Management Control Review Committee (MCRC) on continuing issues.
• Work with teams and offices during the course of year on recommendations.

• Work in liaison with the Deputy Chief/PPD, prepare activity development documentation such as Strategic Objective Agreement amendments, Modified Acquisition and Assistance Documents (MAARDs), and other documentation for Mission and GOU clearances.
• Draft country clearance cables for PPD.

• Draft, process clearances and finalizes routine correspondence, memorandums, action memorandums, faxes, cables, Modified Acquisition and Assistance Request Documents (MAARDs) for signature by the Deputy Chief/PPD and the Chief, Program and Policy Development Officer (C/PPD).
• Determine need or respond to request for preparation of these documents.

• Shares overall administrative responsibility with the PPD Administrative Assistant, including: providing a variety of secretarial, clerical and administrative support services to PPD; controlling incoming and outgoing correspondence, documents photocopy; receiving phone calls and visitors; making some appointments; and liaising with host-country ministries and organizations to track correspondence and official documents.
• Drafts and processes clearances and finalizes routine correspondence, memorandums, action memorandums faxes, cables and other correspondence for the office Chief, Deputy
• Chief and other professionals within the PPD team).
• Finalize briefing documents and related materials.
• Maintain official USAID files.
• Ensure time sheets are duly filled, accurate and submitted in time to the Mission Office of Financial Management.

Qualifications, Skills and Experience:  

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

• The applicant for the US Embassy vacancy should hold a three (3) years of collegiate studies (Associate’s Degree level or higher).
• At least four (4) years of progressively responsible experience in project documentation, or similar work, at least 3 years of which should be with a donor Agency or other donor organization.
• Past exposure and experience in project management support, the collection, analysis and interpretation of data, and presentation of findings in both oral and written form is required.
• The candidate must have a thorough knowledge of administrative and documentation procedures including comprehensive filing system, standard business formats for correspondence and business protocol.
• Good knowledge and understanding of GOU organization and operations, and a capacity to learn and understand USG operations, procedures, and policies.
• Thoroughly familiar with participant training program.
• Possess the ability to use and train others in various office machines and computers with a variety of software programs i.e. WP, dbase and spreadsheets.
• Basic administrative, secretarial and management skills, 50 wpm typing, tact for screening of visitors/callers, determining appropriate person or officer to see or contact.
• Ability to find and maintain a wide variety of contacts in public and private sectors.  Must have professional and social skills to handle and facilitate cross-cultural and interagency relationships.
• Possess the ability to obtain, analyze and organize data and to prepare precise and accurate and factual reports.

Language Requirement:  This position requires Level IV (fluency) in both written and spoken English.

How to Apply for the job:

All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:

• Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
• A current resume or curriculum vitae.
• Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
• Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.

Submit Application To:

Human Resources Office

By email at KampalaHR@state.gov.

NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.

Please clearly indicate the position applied for in the subject area of the email submission.

Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.

Telephone:  0414-306001/259-791/5

Deadline: 17^th November, 2014

The US Mission in Kampala provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

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