USAID/Nigeria in Abuja is seeking to employ suitable and qualified candidates for the position of: Program Assistant in the HIV/AIDS & TB office.
Position Title: Program Assistant (2 Positions), FSN-08
Location: Abuja - HIV/AIDS & TB Office
Work Hours: Full-time; 40 hours/week
Basic Function:
The Program Assistant will provide project/program management support to one or more Divisions within the Office of HIV/AIDS & TB team to ensure programmatic and strategic achievement of USAID NIGERIA’s priorities. Duties include but not limited to financial and performance monitoring and oversight for assigned partners/initiatives, analytical and contract duties in support of project management teams. Other specific assignments will vary, but the Program Assistant position additionally provides support to project management teams in handling a variety of administrative and process orientated tasks involved in the management to the program/project activities within the assigned Division, including but not limited to, managing quarterly data gathering processes, assuring vital records are maintained, and assisting to monitor activity budgets. Work includes a variety of research reporting, monitoring and analytics duties, and coordinating the work with other activity managers, Division chiefs and HIV/AIDS Office Director and Deputy Office Director, Mission Office Directors and senior Mission management, Government of Nigeria (GoN) officials, and Implementing Partners (IP)counterparts.
This requires considerable specialized knowledge of USAID or USG programming policies, procedures and documentation in addition to keeping abreast of and adapting to changing public health, agency and global priorities.
Major Duties and Responsibilities:
a. Project Management
- The Program Assistant is responsible for providing project management support to assigned implementing partners.
- The Program Assistant identifies problems that may be encountered in the implementation of projects.
- Support includes but not limited to project achievement and financial monitoring, correspondence and provision of guidance and recommendations to resolve any issues, and providing written activity status reports to activity managers and Division Chiefs.
- The Program Assistant ensures that performance monitoring systems are in place, and that measures and indicators of portfolio impact are established.
- The Program Assistant contacts Ps to collect and monitor performance data, and prepares status reports and program/project reports for use within the assigned Division and Office, and provides information on IP progress in achieving outputs and results for selected activities, as needed.
- The Program Assistant drafts documents related to program planning, implementation and management including memoranda, letters, performance reports, trip reports, analyses, etc.
- The Program Assistant also manages electronic and hard copy filing systems for assigned implementing partners provides input when coordinating the administrative aspects of assigned implementing partner and provides input into any relevant Division strategy development, specifically support related to program monitoring and tracking.
b. Administrative Support for Division:
- The Program Assistant supports other Activity Mangers and the Division Chief to prepare routine and extraordinary reports, including all Division specific contributions to program reporting, the Country Operational Plan and Semi-Annual and Annual Reports, budget and program analyses, quarterly accrual reports, briefings, presentations, and other reporting requirements.
- The Program Assistant further provides support to Activity Mangers in the day-to-day management, monitoring and evaluation of program/project implementation; takes minutes at meeting and conferences and assures that obligations and commitments are upheld and deadlines are met.
- The Program Assistant prepares oral and written reports and briefings for assigned Division or Office Director/Deputy Director, on request.
- The Program Assistant also supports other activity managers in maintaining project records and status reports, including quarterly technical and financial reports, accruals and budget tracking tables; preparing and updating project documentation; and tracking contractor expenditure and budgets.
- In addition, the Assistant collects, analyzes and interprets information from other sources (IPs, donors, GoN Ministries, etc.) as needed to identify opportunities to strengthen assigned Division program/projects.
- The Program Assistant organizes field trips, conferences and seminars and ensures maximum participation by target audiences; and prepares written and oral briefings for Division Chief and others, on request.
- Performs other duties as assigned or required.
Minimum Requirements:
Note: All applicants MUST address each selection criterion detailed below with specific and comprehensive information supporting each criterion or the application will not be considered.
- Education: Bachelor’s Degree or its equivalent in Health or Social Sciences is required.
- Prior Work Experience: One to three years of progressively responsible experience in project management or program assistance or related work is required, preferably in HIV/AIDS, TB or public health areas. Prior experience in the collection, analysis and presentation of information is required. Prior experience in budgeting and financial monitoring also required. Prior USAID or USG experience is highly desirable.
- Language Proficiency: Level IV (Fluent) English Language proficiency, speaking and writing is required.
- Knowledge: A good knowledge of the concepts, principles and practices of public health within Nigeria is desirable. Sound knowledge of Nigeria’s economic, social, cultural and political characteristics is required. A general knowledge of USAID programming policy and HIV programming is highly advantageous
- Skills and Abilities: Ability to obtain, organize, analyze, evaluate and present information and draft clear and concise reports is required, Ability to work in a fast-paced, collaborative environment is required. Excellent skills in the operation of word processing, graphics, office information systems and database.
Selection Process:
It is essential that the candidate address the required qualifications above in the application.
Additional Selection Criteria:
Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
- Current employees serving a probationary period are not eligible to apply.
- Current employees who are qualified will be given preference.
- Only successful applicants who meet the minimum requirements will be notified.
- The Human Resources Office will NOT accept applications or resume submitted in U.S. Government official envelopes.
- The minimum requirements must be adequately addressed in the cover letter of your application package. Failure to do so will disqualify your application.
Remuneration
Salary: FSN: N4,494,054.00 p.a (Starting basic salary on FSN-8 Position Grade)
In addition to the basic salary, all allowances will be paid in accordance with the Mission Local Compensation Plan
Application Closing Date
22nd September, 2014
Method of Application
Interested applicants for this position MUST submit the following, or the application will not be considered:
- A type-written application specifically applying for this position, and addressing the minimum requirements -as advertised.
- Please reference the job title and announcement number on the application letter.
- A current resume or curriculum vitae, listing all job responsibilities; plus
- Any other documentation e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.
- Please indicate position title and vacancy announcement number on the top right corner of the envelope and also on the subject line of the application letter
Submit Application To:
USAID Nigeria
ATTN: Human Resource Office
c/o U.S. Embassy
1075 Diplomatic Drive
Abuja FCT,
Nigeria.
Point Of Contact:
Tel: 09-461-9300 ext. 9319