Program Operations Assistant (Egypt)

Apply by 13 September 2018
Mid-level , Full-time staff position
Posted on 14 August 2018

Job Description

  • Work with US CDC EGYPT CDC’s office to facilitate the administrative tasks and daily requests. Assist in all administrative work inclusive of but not limited to:
    • a. Weekly prepararation of transportation requests thru the Embassy MyServices or e-mails to the Embassy transportation office; handle travel preparations for US CDC EGYPT personnel thru the Embassy E2 system and the Embassy Travel Agency, Carlsonwagon Lite
    • b. Weekly performance of accounting tasks such as completing Embassy financial documents and coordinate with the Financial Management Office (FMO) within the Embassy to ensure documents are submitted correctly and reimbursement for travelers, local travel reimbursement, etc. and reviewing monthly COAST accounts obtained from the FMO office to ensure funds are available
    • c. Drafting Weekly Embassy reports - such as USDH accountability (which is sent every Tuesday, information includes who is in country, TDY or permanent staff, dates, pets, and other information may be added information is sent to the Embassy’s Management office administrative staff
    • d. Weekly reviews and updates the CDC Egypt Office’s equipment inventory; informing the Embassy, CDC HQ, the property custodian, ITSO East Africa Technical Advisor, and conducts inventory check and update the inventory list (which includes property name, serial number, barcode number if applicable, who it is assigned to, disposition, and disposition date)
    • e. Weekly reviews and maintains adequate office supplies for the CDC Egypt office. Anticipates needed supplies, prepare purchase requests for needed supplies; places and expedites orders for supplies; verifies receipt of supplies; prepares vouchers for reimbursement and ensuring appropriate approvals are obtained, submitted to US Embassy for reimbursement, and other inventory related activities. Follow up with ITOPSS Egypt services providers e.g. Internet Company, Phone Central Company, Office Stationary Suppliers, Printing Companies, etc. may be required
    • f. Weekly ensures that all scans, faxes, e-mails and electronically filed documents at the request of the CDC Egypt office, COR, or CDC HQ are completed
    • g. Weekly prepares all correspondence to the US Embassy or USAID using a CDC or Embassy e-mail address
  • Track the eCC and TDY lists weekly. Assist in travel preparations for the TDYers including hotel reservation, expeditor and transportation during their stay at Egypt. A weekly eCC/TDYer list report is to be submitted identifying all actions taken/involved in the process as follows:
    • a. eCC information is sent by the CDC Egypt Country Director or other Embassy staff who will serve as the control officer for the TDYers. Information from the eCC will be used to send an e-mail request to the Deputy Chief of Mission (DCM). This e-mail is to request permission for the traveler come into Egypt; information provided to the Embassy includes name of traveler, nationality, dates of travel, location of travel within Egypt and reason for travel; additional information may be asked by the DCM prior to approval
    • b. Once approval is obtained CDC Egypt office has an excel TDY spreadsheet that tracks TDYers, the above information is to be added as well as other information from the eCC and information that is obtained from the traveler (such as type of clearance, local phone number, phone IEIM, last RSO briefing, etc..) Since Egypt is a high risk, high treat country RSO briefings is a requirement every 6 months. Additional information may be added to the spreadsheet at the request of the Embassy, CDC Egypt or CDC HQ for security concerns; The Embassy requires requests to come by an Embassy or CDC email address for security reasons
    • c. Once approval is granted an e-mail is sent to the traveler and the control officer. The email is used to inform the traveler if there is a need for a RSO briefing, a copy of the most recent RSO restrictions, obtaining missing information for the excel TDY spreadsheet, it provides information on who is the TDY’ers control offcer, when and where to meet them, and asks if any additional assistance will be needed by the CDC Egypt office (hotel, transportation, expeditor, etc.)
    • d. The assistant will keep incontact with guests by mail or by phone; answers and directs inquiries and provides information to the control offcer in case there are US Direct Hire (USDH) recalls during the traveler’s stay
  • Daily assist the CDC Egypt office and CDC HQ as needed, by liasing with the US Embassy on matters related to or involving budget, the financial management office (FMO), the government shipping office (GSO), motor pool (MP) correspondence, etc. Summarize in an email to the COR monthly activities/interactions that have occurred (who, what, when, outcome).
  • Prepare CDC program reports and enters information into the CDC and US Embassy databases as requested by the US CDC Egypt Country Director, CDC HQ or COR. Program reports incude:
    • a. CDC’s DGHP/GDD M&E report; this report is a multi worksheet excel document that collects information from all offices on their activities; the assistant will assist the CDC Egypt office and CDC HQ in reviewing input from the SME’s, technical staff , and other staff (medical epi and informatics) working for the CDC Egypt office; this report will be reviewed and approved by the COR for submission to CDC DGHP
    • b. Work with SMEs, CDC Egypt staff and CDC HQ staff, and other partners as identified above to ensure proper clearance is obtained for publications and other documents. Draft a weekly report summarizing these activities providing status of efforts.
    • c. At the instruction of the CDC Egypt office and CDC HQ staff, the assistant will assist with transition plan documents and databases, collating information for final review and submission by CDC staff as the requested of the CDC DGHP leadership; This is to be submitted in report form and is expected to be no more than 1-2 documents monthly and approximately 5 pages in length
  • Quailifications:
  • Bachelor’s degree.
  • Experience working with US CDC Egypt and US Embassy or NAMRU-3
  • Minimum of 4 years’ prior work experience in Administration position related to public health activities in Egypt.
  • Fluency in Arabic and English required
  • Minimum of 3 years prior work experience in public health office
  • Course work in Project Management
  • Knowledge of management systems and procedures and US CDC Egypt activities
  • Knowledge of US Embassy systems and reporting including eCountry Clearance (eCC), myservices, Purchasing and Supply system (ILMS), Embassy travel (E2), etc
  • Working level Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

About the Organization

The QED Group, LLC, is a full-service international consulting firm committed to solving complex global challenges through innovative solutions. We are determined to provide all our clients with best-value services so they increase their efficiency, learning capacity, and accountability to the public in an ever more complex and interconnected world. Through Monitoring, Evaluation, and Learning and Knowledge Management practice areas, QED is working to maximize our clients' return on investment through accountability, continuous learning, and sound management.

The primary responsibility for the Program Operations Assistant is to provide ongoing support to the US CDC Egypt office, prepare routine administrative and management reports, assist in technical scientific reports, support travelers, and other duties as assigned. The Program Operations Assistant will coordinate activities with the COR, US CDC Egypt Office Country Director, and Deputy Director. The service will require excellent time management skills and the ability to prioritize work in addition to excellent written and verbal skills. The Program Operations Assistant will require strong organizational skills.

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