USAID Project Management Assistant Jobs in Cape Town South Africa

USAID Project Management Assistant Jobs in Cape Town South Africa


Basic Function of Position:

  • The USAID/South Africa Health Office manages one of the largest President’s Emergency Plan for AIDS Relief (PEPFAR) programs in the world. USAID supports the Government of South Africa in its fight against HIV/AIDS and tuberculosis (TB). USAID focuses resources in geographic areas of the country with the highest burden of HIV and TB and implements a strategic portfolio specifically aimed at epidemic control. To reach HIV epidemic control, USAID supports clinical and community-based health and social services in the following program areas:

  • HIV prevention services

  • HIV testing services

  • Care and treatment for those living with HIV

  • Support for orphans and vulnerable children

  • Tuberculosis prevention, detection, and treatment

  • Health systems strengthening of human resources for health, supply chain, and health information systems

  • Gender-related services, such as support for victims of gender-based violence and adolescent girls and young women at risk of HIV infection

  • Based at the U.S. Consulate in Cape Town, South Africa, the Project Management Assistant (PMA) position will provide broad program and operations support to advance USAID/Southern Africa’s health development goals at the sub-national level. Focusing on health issues in Western and Eastern Cape provinces and its metros and districts, the PMA will have a diverse range of responsibilities in planning/design, monitoring, reporting, evaluation, procurement, financial management, activity management, and administrative support.

  • The PMA is expected to work closely with a variety of stakeholders, including USAID Health Office and other USAID offices based in Pretoria, USAID Health team based in Cape Town, U.S. Consulate General in Cape Town, PEPFAR interagency, South African government, implementing partners, civil society organizations, and the private sector.

  • The PMA will be part of the Consulate General team, as well as part of the Health Office extended team. The HIV/AIDS Multisectoral Advisor supervises this position. The PMA plays a vital role in the smooth functioning and partnership engagement of the satellite health team based at the Consulate General.

    Major Duties and Responsibilities:

    Administrative Support (30%)

    Records Management and Communications

  • Handles and tracks incoming and outgoing communications; ensuring correspondences are answered in a timely manner by the team.

  • Maintains stakeholder contact lists.

  • Sends key messages and invites to partner lists as needed.

  • Assists in the preparation of key documents, including memos, letters, and presentations.

  • Develops and updates activity summary information for the province.

  • Maintains and keeps up-to-date activity and program files consistent with USAID procedures and regulations (P: drive, Google Drive and hard copy files).

  • Contributes to communications materials related to provincial activities, programs, and events.

    Appointments/Meetings

  • Schedules internal and external meetings.

  • Reserves conference rooms for meetings.

  • Sets up

  • Obtains visitor clearances and receives/escorts visitors.

  • Disseminates information/documents for meetings.

  • Takes meeting notes as needed.

    Logistics Coordination

  • Arranges local transportation for team members for meetings, events, and site visits.

  • Makes domestic and international travel arrangements, such as preparing travel authorizations for approvals, processing travel authorizations in E2, reserving airport transfers, reserving hotels, reserving flights, processing vouchers, and following up to ensure closure of travel.

  • Coordinates the logistical arrangements for stakeholder meetings, workshops, events, VIP visits, etc.

  • Provides logistics support for new staff members, such as preparing orientation packet, schedule, etc.

  • Provides temporary-duty (TDY) staff logistics support, such as eCC approvals, preparing hotel reservations, transportation, visa letters, computer access, welcome kits, etc.

    Activity Management (20%)

  • Manages activities or
    projects by serving as the Agreement Officer’s Representative/Contract Officer’s Representative/Activity Manager (AOR/COR/AM), including all administrative, financial and technical management responsibilities. Meet with the implementing partner on a regular basis, review and track activity progress, identify potential issues before they become problems and keep HIV Provincial Lead informed of instrumental performance.

  • Manages activity and program budgets, obligations, disbursements, pipelines, advances, liquidations, accruals, and actions in the Agency Secure Image and Storage Tracking System (ASIST).

    Procurement and Financial Management (20%)

  • Processes operating and program expense procurement actions through the Global Acquisition and Assistance System (GLAAS).

  • Supports AORs/CORs in financial management, such as tracking budgets, expenditures, pipeline, and burn rates.

    Support with Planning/Design, Monitoring, Evaluation and Reporting (15%)

  • Assists with the preparations of planning documents, such as the PEPFAR Country Operational Plan, USAID Operational Plan, and partner workplans.

  • Supports reporting and review processes, such as the semi-annual and annual reports, oversight and quarterly accountability reviews, and performance audits.

  • Supports data quality assessments (DQAs) and other data collection and analysis.

  • Assists with close-out of activities.

    General Team Support (15%)

  • For team meetings, sends reminders and cancellation notices as well as takes meeting minutes.

  • Organizes team-building activities.

  • Receives and distributes mail, etc. in timely manner.

  • Oversees Time and Attendance Reports for team staff.

  • Manages the team leave calendars.

  • Participates in Embassy and USAID committees and meetings.

  • Provides coverage for other PMAs, administrative assistants, and technical staff as needed.

  • CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.

    Position Elements

    Job Knowledge:

  • Knowledge of the Western and Eastern Cape provincial context, such as socio-economic and/or health issues, is required. Expertise in planning/design, monitoring, reporting, evaluation, financial management, and/or administrative functions required.

    Skills and Abilities:

    The following skills and abilities are required:

  • Administrative management skills

  • Program/activity management skills

  • Organizational and multi-tasking skills

  • Coordination skills

  • Ability to adapt and work in a high-pressured environment

  • Computer skills, including Word, Excel, and PowerPoint

  • Oral and written communication skills

  • Ability to work effectively in a team-oriented and multicultural environment; and

  • Diplomatic skills in interactions with the South African government, USG interagency, implementing partners, and other stakeholders.

    Minimum requirements

    Education:

  • Completion of high school and two or more years of post-high school education equivalent to an administration or secretarial diploma is required.

    Prior Work Experience:

  • At least five years of substantive/relevant administrative experience is required. Relevant work experience for this position is experience in program administration and/or international development or health project management administrative support.

    Language Proficiency:

  • English language fluency (Level IV English), in oral, reading and written communications. Fluency in at least one of the other South African official languages is required.

    How to Apply

  • For more information and job application details, see; USAID Project Management Assistant Jobs in Cape Town South Africa


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