USAID Project Management Assistant at U.S. Embassy

The U.S. Mission to Nigeria comprises of the Embassy in Abuja, FCT, and the Consulate General in Lagos. U.S. Consulate General Lagos is the Mission’s representative to the Nigerian people in the southern region.

We are recruiting to fill the position below:

Job Title: USAID Project Management Assistant

Announcement Number: Abuja-2021-059
Location: Abuja, NI
Series/Grade: LE - 4005 8
Work Schedule: Full-time - Work Schedule is 40hrs per week
Promotion Potential: LE-8

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency: For definitions use URL www.usaid.gov/ads/policy/glossary Current Mission Nigeria Employees only
• Security Clearance Required: Public Trust - Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after August 2021

Summary

• The Peace and Democratic Governance Office Program Assistant assists the entire office; liaising with PDG's implementing partners, setting up meetings and organizing events, drafting communications in English, keeping proper records and files, and providing political and social analysis. In addition, the incumbent is the administrative and clerical focal point for the entire PDG Nigeria program and serves as the administrative assistant to PDG's Office Director and Deputy Office Director.
• Supervisory Position: No
• Relocation Expenses Reimbursed: No
• Travel Required: Occasional Travel
• The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Duties

• Administrative Support - 40%:

Duties include, but are not limited to:

• Filing, including the proper care, storage, handling and distribution of all files, including extensive program files related to individual small activities;
• Document control and determining points of clearance and coordination;
• Assistance in financial tracking, budget planning, and financial reporting as required;
• As required, schedule meetings, assist in translations (written and verbal), and assist in facilitating communications with government officials, foreign donor representatives, non-government organizations, media groups, community representatives, etc.;
• Processes travel requests and travel authorizations;
• Advise travelers about travel and schedule options and makes final hotel and travel arrangements, assists with the preparation of travel vouchers, coordinates local travel;
• Ordering services, equipment and supplies as necessary through the Embassy system;
• Receiving and forwarding messages and other official and unofficial documentation to appropriate team members;
• Preparation of letters, memos, emails and reports as required:
• Preparation of time and attendance sheets;
• Coordinates with appropriate Embassy Nigeria and USAID/Nigeria staff.

Project Management, Documentation and Performance Monitoring - 40%:
The Program Assistant, under the direct supervision of the PDG Deputy Office Director, will be responsible for providing assistance for daily project management functions for PDG. Duties include, but are not limited to:

• Draft, prepare, and process administrative and program documentation;
• Prepare standard briefing packages which will be used to inform USG and other officials;
• Assist program field personnel as needed in the preparation of the collection of performance monitoring and other data;
• Prepare standard Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files;
• Assist PDG staff members in the planning, design, and development of retreats and other meetings, and
• Prepare event calendars for PDG activities and work with others to coordinate event schedules and resource requirements.
• Act as interpreter, as needed, for visitors to project sites
• Possibly serve as Agreement Officer's Representative (AOR)/Contract Officer's Representative (COR) or Alternate AOR/COR on one or more PDG implementing mechanisms, as appropriate;

In addition, the Program Assistant performs the following tasks related to PDG programs:

• Provides database entry and reporting assistance as requested;
• Responsible for receiving and controlling new proposals per PDG's instructions;
• Maintains activity files per USG regulations; 
• Prepares proposal receipt and rejection letters for PDG signature(s), makes copies of signed letters, and files them in the appropriate activity files.

Political and Social Analysis - 20%:

• The Program Assistant will work closely with the PDG Staff providing insight into the Nigerian political, economic, and cultural environment as they may impact the scope and direction of programming options. Through a variety of means, makes contacts and assists
• PDG and implementing partners in broadening their access to and understanding of civil society organizations. The Program Assistant may make contacts with and broaden access to Nigerian Government officials, as needed. The Program Assistant will also participate in the development of activity ideas as requested.
• The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Qualifications and Evaluations
Education Requirements:

• Minimum of two years of post-secondary Education, in Secretarial Studies / Aadministration, Business Management / Administration, or Liberal Arts, is required
• Physical Demands: The work requested does not involve undue physical demands.

Prior Work Experience:

• A minimum of three years general work experience is required in clerical and administrative work.

Job Knowledge:  

• Basic knowledge of the Nigerian political, economic, and cultural environment is required as the incumbent will have to interact with civil society organizations and possibly the Nigerian Government in the implementing of PDG programs.
• Must be completely computer literate, with excellent knowledge of Microsoft programs, including Word, Excel and Power Point.

Skills and Abilities:

• Planning is required on a daily basis for routine functions but needs to plan at least three (3) to six (six) months in advance for certain tasks.
• The position must thoroughly plan PDG's administrative support for all team activities and must coordinate with other offices within the U.S. Embassy, USAD Mission and with PDG's implementing partner team. S/he must be innovative with approaches to supporting the portfolio with information and resources.
• The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments; have excellent interpersonal skills, ability to work in a team setting; and, ability to easily interact with tact and diplomacy when interacting with high level officials and grassroots organizations, Excellent organizational skills and ability to perform under pressure is a must.

Language Proficiency:

• Level IV (fluent) speaking/reading/writing in English Language is required.

Evaluations:

• Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.
  • Knowledge: 10 points
  • Skills and abilities: 10 points
  • Communication and Language skills: 10 points
  • Interview Performance: 70 points
• Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.
• Reference checks will be made only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application letter.

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world.
• Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance. We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
• For more information about USAID, visit http://www.usaid.gov

Usaid is an Equal Opportunity Employer:

• All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor.
• Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Other Information:

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See https://www.oge.gov/web/oge.nsf/OGE%20Regulations
• PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via: [email protected].

Taxes:

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations. 
• Payment of such taxes is a matter between the individual employee and the Nigerian Government.
• In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

Salary
NGN N8,664,538

Benefits and Other Info
Agency Benefits:
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance.

How to Apply
Interested and qualified candidates should:
Click here to apply

Important Information

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Required Documents:

• Current Resume
• Cover Letter
• Relevant Certificates
• NYSC Certificate
• University Degree Certificate
• List of References.

Next Steps:

• After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed. Applications from candidates which do not meet the required selection criteria will not be considered.
• A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria as stated above.  Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants

Application Deadline  2nd June, 2021.