U.S. Embassy and Consulate - USAID Project Management Assistant Jobs in Nigeria

U.S. Embassy and Consulate - USAID Project Management Assistant Jobs in Nigeria


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;

  • 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;

  • 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;

  • 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;

  • 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;

  • 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.

  • 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

    Requirements:

  • Physical Demands: The work requested does not involve undue physical demands.

    Education Requirements:

  • Minimum of two years of post-secondary education, in secretarial studies/administration, business management/administration, or liberal arts, 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.

  • 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.

  • 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.

    Qualifications:

    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.

    How to Apply

  • For more information and job application details, see; U.S. Embassy and Consulate - USAID Project Management Assistant Jobs in Nigeria


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