Job Description
Statement of Duties to be Performed
1. Administrative Duties and Responsibilities (50%)
- Manages all administrative duties for the office including reception, clerical, and general secretarial functions, such as support for Program Office staff on travel and logistical tasks. In particular, manages the USAID/DRC Office stock of expendable supplies and orders office supplies as needed. Ensures staff and offices are equipped with necessary furniture, expendable supplies, computers, and other office equipment.
- Coordinates with USAID/DRC Executive Office in negotiations for a variety of services for USAID outside of ICASS - this would include, but not limited to, rental of temporary housing, conference or training rooms, catering events, rental of vehicles in support of surge requests, travel services contractor for expediting support, visa courier, airlines rates, etc.
- Manages logistical support for new and incumbent staff members, high-level visitors/delegations, and temporary duty staff (TDYers) including charter/UN/Military flights, for workshops and conferences. Prepares all documentation for official visitors — obtaining the necessary travel passes/permits, hotel reservations, transport, and administrative support as needed.
- Provides key support on other staff- and procurement-related tasks within the Program Office. Serves as a member of Technical Evaluation Committees (TEC) for DRC procurements. Analyzes submitted vendor vouchers for DRC procurement actions by verifying that all appropriate documentation and regulations were adhered to and work completed prior to submitting to the Office Financial Management (OFM) for payment.
2. Project Management Duties (30%)
- Serves as AOR/COR/Activity Manager for Program Office managed mechanisms as needed. Assists other AORs/CORs in maintaining close contact with implementing partners and key personnel. This entails assisting in the development of work plans, learning plans, and review of calendars of activities; monitoring activity implementation by means of meetings with implementing entities, site visits, and analysis of partners’ quarterly and monthly reports; preparing procurement documents as required: scopes of work, action memoranda, justifications, waivers, and financial management documents; performing accrued expenditure calculations and funds pipeline analyses; providing administrative approval of vouchers for reimbursement of implementer expenditures; and monitoring close-out of projects and proceeds with necessary actions (as de-obligation of funds) to complete the close-out process.
3. Knowledge Management Duties (20%)
- Assists AORs/CORs to manage program/activity/project/development-related data. This includes assisting in monitoring objective indicators, ensuring quality control, supporting data collection and reporting, tracking and analyzing targets against actual results/performance, drafting performance evaluations, providing input to portfolio reviews, preparing Performance Monitoring Plans, maintaining applicable Program Office reporting databases and trackers, and serving as technical support for the program evaluation processes and developing new MEL approaches.
- Assists MEL specialists in preparing the annual Performance Plan and Report and identifies lessons-learned and best practices. Collects and monitors data from IPs, prepares program/project status reports, processes Mission Concurrence requests, and provides information on progress in achieving compliance and results for DRG activities, as needed.
- Backstops Gender Specialist with gender-related tasks, including collaborating closely with technical teams to maintain comprehensive information at the Mission-level on USAID programs that integrate gender, maintain updated gender disaggregated data, and develop and maintain gender-related factsheets.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
A. Education:
At least two years of full-time post-secondary study (or the equivalent hours spread across a part-time study period) at college or university in Public or Business Administration with emphasis in general business management or in Information Management, or a relevant field is required.
B. Prior Work Experience:
A minimum of three (3) years of progressively responsible demonstrated administrative experience. Performance is required in areas of general administration with proven skills in management, supervision, and leadership.
C. Language Proficiency:
Incumbent must be proficient in both English and French (Level IV), speaking and writing. Will be tested.
CLOSING DATE: NOVEMBER 20, 2024
