US Agency for International Development Project Management Specialist Jobs in Kenya

US Agency for International Development Project Management Specialist Jobs in Kenya

Closing date: 07 Nov 2019

Background

The incumbent will support the Democracy, Stabilization, and Governance (DSG) Office in the planning, implementation, and monitoring of the Office’s programming.

The incumbent must follow up on correspondence and funding documentation related to the awards he/she manages as Contracting/ Agreement Officer Representative (AOR/COR) and provide support to other CORs/AORS on day to day project management duties as required.

The incumbent must have a thorough understanding of work planning, Somalia DSG program issues, superior office skills, good interpersonal skills, make independent decisions, and take action as required without supervision.

The incumbent will oversee the maintenance of the official and working files for the portfolio, in accordance with agency regulations on records management; will compose draft letters and other necessary correspondence; and will perform other programmatic and administrative functions as required.

Major Duties and Responsibilities

Project Management and Related Duties – 40 %

As the Agreement Officer’s Representative (AOR) and the Contracting Officer’s Representative (COR), the Program Management Specialist is responsible for the development and implementation of annual work plans, scheduling of obligations, monitoring expenditures, portfolio reviews, evaluation planning and implementation, audits, development and outreach communications, and closeouts.

These responsibilities are defined in the AOR/COR letter issued by the Nairobi Office of Acquisition and Assistance. The Specialist provides day to day guidance and direction to implementing partners as needed; monitors implementation progress and provides feedback to the DSG Office and implementing partners as appropriate; monitors implementing partner submission of deliverables and reports and notifies the DSG office of upcoming and missed deadlines; and provides overall project management input to CORs/AORs if serving as an Alternate AOR/COR or as Activity Manager.

S/he drafts documents related to program planning, implementation and management including memoranda, letters, performance reports, trip reports, analyses, etc.

S/he manages the annual Performance Plan and Report process for the DSG team; prepares required data for Mission portfolio reviews; and presents monitoring data to Mission members and other audiences as required.

S/he ensures indicator data and data quality assessment data is obtained in a timely manner from AORs/CORs and is accurate, prior to submission to the Program Office. In consultation with AORs/CORs, the Specialist consolidates, updates, and monitors programmatic procurement planning.

Technical Specialist and Representational Duties – 40 %

The Specialist assists AORs/CORs with information gathering, data analysis, drafting activity descriptions and scopes of work, preparing budgets, and evaluating proposals for DSG activities.

The Specialist shall contribute to Office project appraisal documents, as well as the Mission’s strategy development processes, linking closely with other Mission portfolios.

The Specialist shall keep abreast of and analyze political, social, economic and other trends affecting democratic development, governance systems strengthening, and stabilization activities in Somalia, and shall keep the Mission informed of these trends.

S/he shall draft communications products, such as fact sheets and success stories, briefing materials, and annual reporting, and shall coordinate communications activities with the Mission’s Development Outreach Coordination Office (DOC) and the communications staff of implementing partners and provide guidance to implementing partners on project outreach activities.

The Specialist provides the environmental review and compliance for the DSG team through reviewing required 22 CRF 216 documents and related documentation, such as the initial environmental examinations requests for categorical exclusions and environmental assessments.

The Specialist shall serve as an adviser to DSG and other USAID Somalia teams on: (1) how best to comply with USAID’s Environmental Procedures and (2) how to obtain additional environmental expertise to assist in compliance with USAID’s mandatory environmental procedures.

Office Management Support – 20 %

The Specialist will maintain and update the DSG Office’s financial planning records and forward planning documentation, including tracking the expenditure of program area and program element funds, and ensuring that the Operational Plan and Congressional Notifications are adhered to, including notifying AORs/CORs and the Office Chief if changes need to be made.

The Specialist shall be responsible for tracking, documentation, and priority setting for closeouts of all DSG awards including those for personnel.

The Specialist shall assist in securing the approval of equipment disposition plans and closeouts by obtaining inventories of equipment purchased with USAID funds and final vouchers reports and any other documentation required for close-outs.

The Specialist develops and maintains permanent filing systems; maintains orderly records of USAID DSG reference materials, regularly used forms, updates office publications, and provides records management guidance to DSG team members.

The Specialist shall attend Office meetings and conferences and assure that obligations and commitments are upheld, and deadlines are met. S/he shall produce technical PowerPoint presentations and assist other staff members where necessary.

S/he shall maintain up-to-date contact details for Office contacts and shall make travel and logistical arrangements for staff and high-level visitors on international travel and field visits and facilitate their contact with partners.

The incumbent shall assist the DSG Office staff in preparing other documentation, and follow up on the clearance process of clearance documents from relevant offices until the relevant action has been taken.

The incumbent shall coordinate events held outside the US Embassy when required, and serve as the primary administrative liaison with other USAID staff and external partners.

How to Apply

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com (Please use Internet Explorer to access this site).

Step 2: Complete the job application questionnaire at www.myjobsinkenya.com/usaid. (Please use Internet Explorer to access this site). The applicant must answer all the questions in the Questionnaire.

Step 3: Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates.

Scan and attach all the documents as one attachment and upload to MyJobsInKenya***. *(Please use Internet Explorer to access this site).**

OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsInKenya***. *(Please use Internet Explorer to access this site).**

Note to Applicants:

Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

Submissions will only be accepted through www.myjobsinkenya.com/usaid. (Please use Internet Explorer to access this site). Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

USAID Does Not Charge a Fee at Any Stage of the Recruitment Process (Application, Interview Meeting, Processing, or Training) and Does Not Concern Itself With Information on Applicants' Bank Accounts.

US Agency for International Development Project Management Specialist Jobs in Kenya

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