U.S. Embassy in Haiti in Haiti is hiring a 720521222R100006 - USAID - Project Management Assistant (RNPE) (Current Employees of the Mission - All Agencies) on Caribjob today.
More details about the job are below:
Supports CORs/AORs/Activity Managers in the managing data collection, monitoring, and evaluating program/project/activity implementation, including arranging and participating in site visits. Assists the CORs/AORs/Activity Managers in completing performance indicator reference sheets; conducting Data Quality Assessments (DQAs); generating Performance Plan and Reports on implementing partners; inputs into portfolio reviews, compiles program statistics and reference documents for inclusion into Agency databases. Identifies and/or participates in addressing problems in implementation and provides recommendations in consultation with CORs/AORs/other Activity Managers.
Tracks the budgets, funding, accruals and expenditures of implementing partners for timely submission of quarterly reports and annual Operational Plan in collaboration with RNPE Unit’s CORs/AORs/Activity Managers, the Program Office, and Office of Financial Management .Draft procurement documents as guided by the Design Team Lead/CORs/AORs for input into the Global Acquisition and Assistance System (GLAAS). Serves as GLAAS subject matter expert for the RNPE Unit’s and initiates requisitions as a requestor.
Monitors implementing partner management of annual reporting on government-furnished property and verifies the return or disposition of these items at contract close-out. Assists in managing award close-out requirements, coordinating actions with the Office of Acquisition and Assistance and Financial Management. Prepares initial status reports and drafts presentations of budget and performance data on progress to achieving results of the RNPE Unit’s activities. Tracks, drafts and routes responses to incoming correspondence and communications. Composes non-technical correspondence, reviews and/ or prepares official responses to unsolicited proposals, and coordinates with Mission staff in a timely manner.
Prepares initial status reports and drafts presentations of budget and performance data on progress to achieving results of the RNPE Unit’s activities. Tracks, drafts and routes responses to incoming correspondence and communications. Composes non-technical correspondence, reviews and/ or prepares official responses to unsolicited proposals, and coordinates with Mission staff in a timely manner. Prepares and edits documentation in English and/or French or Creole for RNPE programs, such as Project Implementation Letters, Action Memoranda, official letters, briefing documents, talking points. Coordinates and takes minutes at meetings and conferences, distributes notes to participants, and works with the RNPE Unit Director to ensure that actions agreed to in the meetings are upheld and deadlines are met.
Assists in implementing the communication and outreach procedures per the direction of the RNPE Unit and the Development Outreach and Communications Specialist. S/He ensures that outreach and communications products are shared with new audiences and partners including civil society organizations, the Diaspora among others in collaboration with the Development Outreach and Communications Specialist. Maintains a database of RNPE organizations and partnership activities for reporting purposes. Performs administrative and operational duties, including telephone, receptionist, and protocol services for the RNPE Unit. Maintains accurate time and attendance records for the RNPE Unit and safeguards PII and other sensitive personnel information. Manages the staff’s training files and tracks required agency certifications.
Manages complex electronic and hard copy filing systems of the RNPE Unit based on USG and USAID record retention regulations. Orders and manages expendable supplies for the RNPE Unit and prepares requests for repair of office equipment and systems. Maintains the RNPE Unit calendar(s), organizes meetings as directed and ensures participants provide sufficient background and other necessary information for meetings, sends out meeting notices. and schedules the use of conference rooms in coordination with other Mission administrative staff. Organizes logistical support for workshops, seminars, conferences, and retreats sponsored by the RNPE Unit and provides translation and interpretation, as needed. Makes travel, housing, and security arrangements; prepares trip requests, vehicle requests, and processes travel vouchers for the RNPE Unit’s staff members utilizing the E2 Travel Authorization and Vouchering system.
Supports travel and logistics for incoming temporary duty (TDY) visitors from USAID including in-country travel for site visits. Coordinates with the Office of Security to obtain necessary security clearances and appropriate identification for contractor and TDY personnel.
Qualifications and Evaluations
Post Entry Training: On-the-job training will be provided relating to USG-specific procedures, regulations, and methods. Training in agency database systems, records management, budget, and activity management training is required for successful performance in the position and will be provided. Appropriate training courses will be offered, subject to course offerings and the availability of funds.
Education: Completion of Secondary School is required with a minimum of two (2) years of college/vocational study.
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.
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.
Experience: Five years of progressively responsible experience providing support and/or assistance to development-related programs. Experience working with an international or donor organization, or equivalent work with a private or host-government entity is required. Experience must include the collection, analysis, communication, and presentation of written and graphic information.
Job Knowledge: Sound knowledge of administrative, programmatic and financial policies and procedures is required. Must have or develop a thorough knowledge of administrative policies, procedures and regulations, correspondence format and reporting procedures, records file management, mail handling, and timekeeping, and program management requirements.
Skills: Strong interpersonal skills and ability to work collaboratively as part of a multicultural team is a must. Ability to work independently and perform with minimal supervision is required. Must possess a good understanding of the local socio-economic, political and cultural environment, norms and behavioral practices in order to be able to appropriately support implementation of RNPE programs. Ability to communicate complex information in an objective, transparent, accurate, and concise oral and written forms is a must. Ability to present complex information, analyses, and recommendations in clear written and oral formats. Ability to establish and maintain effective working relationships with a variety of internal and external points of contact. Ability to work effectively in a team environment and coordinate well with others. Excellent analytical skills to review and provide substantive feedback on concept papers, proposals, performance reports, and other programmatic documents. Excellent computer skills including Microsoft Office, Google platform of applications, web-based databases, and electronic filing, including the ability to help others and to learn new programs quickly. Superior ability to multitask and meet deadlines is required. Ability to work with complex quantitative data in order to effectively perform annual data quality assessments and to verify data entered in the Performance Reporting System is essential.
Language: Level IV (fluent proficiency) in English and French, both written and spoken, and Level IV spoken Haitian Creole is required. Language competence may be tested.
Benefits and Other Info
Locally Employed Staff, working at the U.S. Mission in Port-au-Prince may receive a compensation package that may include health, separation, and other benefits.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.
- 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,”
- Contract Cover Page form AID 309-1
- Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals
- 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
How to Apply
How to Apply:
Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. Eastern Time (ET)] on the closing date of this announcement.
If applying on-line poses an extreme hardship, you must contact the human resources office no later than 3 business days prior to the closing date of this vacancy announcement. An alternative application method will be provided upon approval of the hardship notification. After this time, requests to apply via alternative methods will not be granted.
Please note that all required documents must be received by the closing date, via online or alternative methods, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.
1- Current Curriculum Vitae (CV) or Resume.
2- A Cover Letter or summary Statement Addressing the evaluation factors
3- Copies of Educational Certificates
4- List of a minimum of three (3) professional references with accurate telephone and e-mail information.
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.
For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.
Thank you for your application and your interest in working at the U.S. Mission in Port-au-Prince.