Project Management Assistant

Position Title: Project Management Assistant

Position Number: 94-12

Duration: One year with options to renew

Organization: USAID/Democracy & Governance Office

Salary Potential: FSN-8

Application Deadline: 12/27/2011

Salary Range for a Fully

Qualified Candidate: Salary ranges between LE69,295-LE110,875

Gross Per Annum (This is the Gross Annual

Salary before deducting Taxes)

“SOFT COPIES OF THIS VACANCY ANNOUNCEMENT ARE AVAILABLE ON THE USAID MISSION INTRANET, UNDER JOB OPPORTUNITIES & THE USAID MISSION EXTERNAL WEBSITE (Egypt.usaid.gov). HARD COPIES CAN ALSO BE OBTAINED FROM THE USAID HR OFFICE OR THE US EMBASSY HR OFFICE.”

“Priority will be given to qualified FSNs who have been involuntarily RIF’ed.”

Applications or Resumes must include the month, year and company name of employment for all experience or the experience cannot be considered.

Candidates must provide in the application or in their CVs names of family members working in the Mission.

BASIC FUNCTION OF POSITION:

Provides a wide-range of project management and administrative assistance to the Democracy and Governance (DG) Office including a U.S. Direct Hire (USDH) Office Director, and four to six other DG staff members to include USDHs, USPSCs and FSN professionals. Assistance includes support for the administration, development, design and management of specific program activities including direct support for over $60 million dollars in rule of law, human rights and civil society activities under the direction of three or more Contracting/Agreement Officer Technical Representatives (COTR/AOTRs); and office-wide support in compiling, analyzing and presenting project financial data. Upon request and after training, the incumbent may serve as AOTR for one or more small grants, each valued at up to $100,000.

The position also supports broader office-wide activity of the DG Office which consists of three USDHs, one USPSC, five professional FSNs and two FSN administrative/project assistants. The DG portfolio includes over $100 million in contracts and grants designed to support the rule of law, protect human rights, combat corruption, strengthen civil society and enhance local governance and the media. The position supports the office’s collection, analysis and reporting of project financial and factual data and develops and maintains office-relevant documentation.

MAJOR DUTIES AND RESPONSIBILITIES:

a. Supports the development and implementation of DG activities including the Rule of Law and Human Rights portfolio. Assists in reviewing project proposals and amendments. Prepares or assists in the preparation of various program and project documentation such as Activity Approval Documents, obligating agreements, Scopes of Work, implementation letters, action memoranda, the Annual Program Statement, the Operational Plan, grant packages, procurement requests, periodic activity reports, and related supporting documents such as graphs and tables, PowerPoint presentations, letters, memoranda, forms and cables. Maintains contact and collaborates with other Mission offices including PROG, FM, PROC and LEG regarding the development and clearance of documents related to proposed activities and Mission reporting. As requested, represents the DG Office at meetings within and outside the Mission. Attends meetings and conducts telephone conferences with Egyptian Government (GOE) counterparts and contractor/grantee staff, as requested.

b. Supports the management of activities and provides assistance in: maintaining project budgets; reviewing, analyzing and monitoring project vouchers; compiling, reviewing and reporting on pipeline analyses and expenditure rates. Raises potential cash flow issues in a timely manner to support project management.

c. Actively participates in review of responses to grant proposals under contracts including serving on any Technical Evaluation Committees (TECs) for evaluating and selecting grantees.

d. Supports the Office Director with compiling, organizing and presenting all requested budget and financial data for the DG office. Coordinates with other Program Assistants and COTRs throughout the office in compiling, analyzing and presenting information to the Office Director on quarterly accruals, activity pipelines, burn-rates and any other requested financial data. Where applicable, coordinates with colleagues in USAID’s offices of Financial Management and Procurement.

e. Assists C/AOTRs in fulfilling end-use check obligations and documentation according to Agency requirements and guidance. Assists C/AOTRs in carrying out project monitoring responsibilities to support progress in achieving project objectives and adherence to work plans, including through site visits which may require travel to the field for several days at a time. Conducts and documents site visits and, based upon observations, recommends to the C/AOTR, the necessary follow-up actions to achieve project objectives, increase project effectiveness, improve grantee/contractor performance and/or resolve issues. Incumbent assists C/AOTRs with tracking deliverables and analyzing project performance reports. S/he assists in maintaining contact with GOE counterparts and contractor or grantee staff, to share or obtain relevant information. As AOTR for small grants, s/he will take primary responsibility for these project management actions.

f. In assisting C/AOTRs, receives contractor invoices, determines that amounts and sources are adequate and accurate, prepares processing documents, and follows up through notification of payment to contractor. Maintains appropriate controls for documentation and contractor payments. As an AOTR for small grants, would take primary responsibility for these actions.

g. Establishes and maintains files for up to five DG staff members, including organizing and retiring old and/or unused files in accordance with USAID procedures. As requested, searches files to gather information and/or assemble materials for the preparation of various project documents, and maintains appropriate documentation to support program and financial audits.

h. Provides and coordinates administrative support to at least five DG staff members. Makes travel arrangements and vehicle requests. As requested, translates correspondence, news articles, local and national decrees, and other work-related documentation from Arabic to English and vice versa. As needed, reviews documents in Arabic and provides a written English summary. Composes or drafts routine official correspondence, routine administrative memoranda and other documentation, as required, to facilitate management of activities. Provides guidance on the preparation of correspondence and program-related documents and reviews completed assignments to ensure accuracy and consistency with USAID regulations/procedures. Prepares all forms of routine Mission documentation; reviews draft materials for completeness and conformance with USAID regulations and procedures; assembles charts, tables and other materials for final presentation; and prepares and distributes copies as necessary. Keeps time and attendance for all DG office staff. Oversees distribution of incoming and outgoing interoffice and other mail for DG staff.

REQUIRED/DESIRED QUALIFICATIONS:

a. Education: Completion of a college degree is required. LLB (law degree) is preferred.

b. Prior Work Experience: Two to three (2-3) years of providing project, administrative and secretarial support is required. It is highly desirable that at least one year of this experience was with a US Government agency. .

c. Language Proficiency: Level IV fluency in both oral and written English and Arabic is required.

d. Knowledge: A thorough knowledge of standard office procedures and a basic understanding of development are required. Knowledge of USAID project implementation procedures is highly desirable. Knowledge of financial data management and presentation, as well as project design requirements, are highly desirable. Familiarity with USAID grant procedures is preferred. Knowledge of Egypt’s political and legal environment, particularly for civil society, is desirable.

e. Abilities and Skills: Typing level II (40 wpm) with a high degree of accuracy is required. The ability to operate PCs, scanners, faxes and duplication machines is required. Excellent skill in using MS software including Word, Outlook, Excel and PowerPoint is required, and excellent skill in using other software programs is highly desirable. Good organizational and analytical skills are required, including to collect and analyze financial and project implementation data and to develop accurate reports, tables, charts and graphs. Good interpersonal skills, tact and courtesy are required in dealing with Mission staff, GOE officials and contractors and grantees. Considerable tact, communication skills, financial skills, analytical ability, initiative, resourcefulness, and project management skills to effectively manage grants.

POSITION ELEMENTS:

a. Supervision Received: The incumbent works under the direct supervision of the DG Deputy Office Director. The incumbent is expected to take initiative in setting priorities and in accomplishing virtually all assigned work.

b. Available Guidelines: Guidelines include USAID’s Automated Directive System (ADS), Mission Orders, Mission Notices, the AIDAR and FAR, USAID and USG program strategy and policy documents, the Operational Plan and the Mission Performance Plan (MPP).

c. Exercise of Judgment: Exercises judgment in managing diverse project management and administrative responsibilities.

d. Authority to Make Commitments: As an AOTR, the incumbent would be delegated the authority for project management of assigned small grants.

e. Nature Level and Purpose of Contacts: Maintains contacts with USAID mission staff at all levels, senior contractor and grantee staff, Egyptian Government officials and other donors to gather and provide information and to follow up on required actions.

f. Supervision Exercised: None.

Selection Criteria:

Category	Scoring Percentage
Education/academic requirement	10%
Experience	20%
Language Proficiency	20%
Knowledge	20%
Skills & Abilities	30%
TOTAL	100%

* As per details reflected under Qualifications above.

RECRUITMENT PROCEDURES AND GUIDELINES:

Qualified candidates who are interested in this vacancy should apply by submitting an up-to-date CV with a cover letter detailing how they are qualified for the position as part of the application, quoting the position number, to USAID Human Resources Office, attention Sanaa Shoukry by no later than COB of the application deadline noted above.

Internal Mission employees can submit the CV in person, via inter-office mail, or by fax. External candidates should submit the CV by fax to 25160388 or via e-mail to usaidhr@usaid.gov (submissions made in any other way will be disregarded). The CV and attachments must not in all cases exceed five pages. The USAID HR Office will disregard any submissions exceeding five pages and/or those received after the deadline.

Mission employees are not eligible to apply for a vacant position during their three month probationary period. The Mission mandatory retirement age is 60 years. Non-Egyptian candidates who have a valid, long-term resident visa in Egypt and who can obtain a valid work permit from the appropriate Egyptian authorities are eligible to apply.

The evaluation and selection process usually takes two to three months after the deadline. Successful applicants are invited for tests and/or interviews during this time frame. Due to the high volume of applications, only candidates who are seriously being considered for a position are contacted for an interview. Please do not contact HR for a status report on your application once your application has been acknowledged. Interviewed candidates will normally be advised of the outcome of the selection process after a period of about four weeks.

If the external successful candidate meets all the qualifications listed in the position description, he/she will be appointed at the starting salary rate of the position. If s/he does not meet all the qualifications listed in the position description, s/he will be normally appointed to an appropriate trainee grade level, below the position grade.

In determining the appropriate salary, no salary adjustments will be made for fringe benefits such as uniforms, free airline tickets, free medicine or company products, life/medical/accident insurance policies, transportation, meal allowance, or other similar company benefits provided by former employers. Applicants with prior U.S. Government service may receive salary adjustments at the grade level of the position, to match highest previous USG salary levels in a relevant field. The USAID Human Resources and Contracting Officers determine the appropriate salary rate.

It is the U.S. Government policy to prohibit discrimination on the basis of race, color, religion, national origin, handicap or gender.

Samia Joseph

USAID/Human Resources Officer