POINT OF CONTACT: HR Team at firstname.lastname@example.org
POSITION TITLE: Development Program Assistant
MARKET VALUE: Le106,244,245 to Le164,678,582 per annum equivalent to FSN-9 in accordance with AIDAR Appendix J and the Local Compensation Plan of (US Embassy/Sierra Leone). Final compensation will be negotiated within the listed market value. Salaries over and above the top of the pay range will not be entertained or negotiated.
PERIOD OF PERFORMANCE: One year with four renewable one year option periods, estimated to start on May 09, 2021.
PLACE OF PERFORMANCE: Freetown, Sierra Leone. With the possibility to travel to Conakry, Guinea as stated in the Statement of Duties.
ELIGIBLE OFFERORS: Cooperating Country Nationals.
STATEMENT OF DUTIES
A. General Statement of Purpose of the Contract
The Development Program Assistant is located in USAID’s Office of Sierra Leone Coordination (OSLC) at the U.S. Embassy in Freetown. The incumbent serves as the principal administrative support person for an office of 15 personnel, ensuring that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving so that other office staff members may be more effective. In addition, he/she backstops the Program Advisor on all program functions ranging from budgeting, program design and management, and communications.
he/She is supervised by the Program Advisor or designee.
B. Statement of Duties to be Performed
Administrative Duties 55%
- The Development Program Assistant sets up meetings at the request of the Office Director and other office staff, host government, donor, IP, NGO, private-sector, and other contacts.
- He/she schedules appointments based on knowledge of the office’s commitments and maintains a central calendar for the office, reminding. Takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answers questions personally.
- Supports the office in coordinating meetings within the Embassy, including reserving meeting space, submitting visitor access requests, receiving visitors upon arrival, setting up or printing presentations, and other logistical needs. Assists with organizing representational and other office events.
- Provides logistical assistance to office staff and visitors in connection with official travel, including: submitting travel requests, submitting and/or tracking eCC requests, applications for visas and permits, hotel reservations, travel vouchers, and required motor pool services.
- Coordinates all aspects of daily vehicle support needed for efficient functioning of program and tracks use and maintenance of the USAID armored vehicle in coordination with the Embassy GSO and USAID EXO office.
- Coordinates timesheet signature and submission for all local staff in the office.
- Establishes and maintains a filing system according to AID policies and procedures, with guidance from the Mission’s Communications & Records assistant in Conakry; he/she marks - correspondence and other documents for filing, and files accordingly. Maintains a spreadsheet with contact information for all partner organizations and host government counterparts.
- Manages office procurement process through the e-service system and maintains a current inventory of expendable and non-expendable supplies and materials.
- Uses PC-based and cloud-based (Google) word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence and other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements before submitting for approval/signature. Drafts letters for supervisor’s signature based on telephone inquiries or correspondence received.
As required, the Development Program Assistant locates documents routed for clearance, and obtains and Program Management Support 35%
- Backstop the Program Advisor on various and multiple program design, implementation, performance management, budgeting, and communications functions including coordinating portfolio reviews, site visits, data quality assessments, evaluations, implementing partner meetings, etc. Incumbent will assist the Program Manager in compiling, updating, and producing budget information needed for transmittal to USAID/Washington. He/she may participate in field trips, and meetings with governmental and non-governmental organizations and will be responsible for obtaining and documenting information from those meetings.
- Assist in organizing and managing quarterly partner meetings and office retreats. This includes drafting the agenda, taking notes, and drafting minutes of meetings.
- Assist the Development Outreach Coordinator (DOC) in preparing various presentations for the office. Develop and maintain tracking and filing systems of USAID’s communications products, including but not limited to briefers, success stories, photos, and translations. Assist in developing detailed briefing books for high-level visitors.
- Generates Modified Acquisition and Assistance Request Documents (MAARDS) and Global Acquisition and Assistance System (GLAAS) requests, and other procurement requisitions for the office. Also prepares other financial documents (purchase requests, travel requests) and payment documents (standard vouchers-SF 1034s, travel reimbursement vouchers), submits them to the Office of Financial Management (OFM) in Conakry, and consults with OFM staff regarding formats required, number of days of lead-time needed, etc. Liaises with OFM Conakry in preparing quarterly accruals and the 1311 review (certification of valid obligations) review and supports the organization of Quarterly Financial Reviews of program activities.
- Liaises with the USAID IT team in Conakry and provides support in basic software, formatting, document preparation, printer and copier functions. Responsible for hardware maintenance and ensures spares and consumables availability.
- As needed, serves as an activity manager supporting a technical AOR/COR on bilateral activity, or as in-country POC for a centrally managed activity (helping to arrange site visits; collecting, reviewing and filing key documents like quarterly and annual reports, fact sheets), etc…
- Serves as fire warden for the office.
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
C. Supervisory Relationship: The Development Program Assistant receives supervision from the Program Advisor and/or his/her designee who provides assignments in terms of a discussion of the work to be performed and office priorities.
D. Supervisory Controls: None
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
In order to be considered for the position, an applicant must have the following minimum qualifications.
1. Education: Completion of post-secondary at a college or university in business management, social sciences, administration other field of study suitable for the work of a Program or Administrative Assistant, equivalent to a US junior college or community college diploma, is required.
2. Prior Work Experience: Five years of experience in progressively responsible positions, of which three years should be in related work with the US Government, NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.
SUBMITTING AN OFFER
1. Eligible Offerors are required to complete and submit the offer form AID 309-2. “Offeror Information for Personal Services Contracts with Individuals,” available at https://www.usaid.gov/forms/aid-309-2. The submitted form must be signed. Un-signed application forms and any missing requested documents will not be considered.
2. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4.
3. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.
SOLICITATION #72063621R100001 – Development Program Assistant and submit only ONCE via email to: email@example.com
4. Submit a current resume/CV
5. Submit a cover letter
6. Submit responses outlining the evaluation factors listed in section III, above.
7. Provide the names of three to five references with current contact information, with both an email address and a telephone number.
All the above-mentioned documents are REQUIRED, must be SIGNED and prepared in ENGLISH.
The Agency retains the right to cancel or amend the solicitation and associated actions at any stage of the recruitment process.
CLOSING DATE/TIME FOR RECEIPT OF OFFERS: December 18, 2020 -16H30 Freetown time, GMT