The U.S. Mission in Accra, Ghana is seeking a highly motivated and qualified Ghanaian for the position of AID PROJECT MANAGEMENT ASSISTANT - PMI in the Health Population and Nutrition Office (HPNO) of USAID/Ghana.

BASIC FUNCTION OF POSITION

The incumbent is a key member of USAID/Ghana’s President’s Malaria Initiative (PMI) Team within the Health Population and Nutrition Office (HPNO) of USAID/Ghana. He/she must effectively assist with project coordination and monitoring, liaise with a multitude of partners, respond to technical reporting requirements, and analyze and report on health data and statistics, including budget information. The Malaria Program Management Assistant reports to the USAID PMI Advisor/Program Manager. He/she provides programmatic and administrative support to the USAID Malaria Advisor/Program Manager and the Centers for Disease Control (CDC) PMI Technical Advisor, both of whom provide day-to-day direction for the Assistant’s activities.

MAJOR DUTIES AND RESPONSIBILITIES

Provides Program, Administrative, and Technical Support in the Management of the U.S. Government President’s Malaria Initiative Activities 75%

•   Supports the joint USAID/CDC PMI Team in developing and monitoring malaria control activities; attends meetings of multiple implementing partners and makes oral and written presentations about implementation of PMI including USAID requirements and policies. At meetings of host country representatives, implementing partner (IP) representatives, NGOs and others, the incumbent plays a supportive or observational role. (Does not play the role of sole representative of the USG at such meetings.)
•   Drafts a range of project implementation documents, including but not limited to: action memos, statements of work (SOW), Mission Assistance and Acquisition Request Documents (MAARDS), government cost estimates and other required documents/reports as directed by the USDH Health Team Leader, the USAID Malaria Advisor/Program Manager and the CDC Technical Advisor for PMI; ensures implementing partner and host-government reviews of such documents; negotiates clearance of these documents through the appropriate USAID, IP and/or government channels, often in the absence of instructions or precedents.
•   Makes recommendations to these staff on resolution of complex questions that are addressed during PMI, U.S. Embassy or USAID meetings.
•   Assists the USAID Malaria Advisor/Program Manager and the CDC Technical Advisor for PMI in conducting periodic assessments of health activities by collecting relevant data, monitoring progress, analyzing and interpreting results and findings, and summarizing these findings in reports for use by senior technical staff or in meetings with USAID, IP and host government officials; must use own judgment to affirm the validity of information obtained.
•   Collects, collates prepares and presents, in report or memo form with spreadsheets and charts, relevant data, as needed for meetings with other Mission staff, IP, host-country representatives, or bilateral and international donors, on issues dealing with malaria to promote policy dialogue and/or exchange of information.
•   Provides administrative and technical support before and during the Malaria Operation Plan (MOP) visits, assists with the coordination of activities to finalize the MOP.
•   Working with the USDH Health Team Leader, the USAID Malaria Advisor/Program Manager and the CDC Technical Advisor, tracks funding to various PMI mechanisms and the PMI annual budget.
•   Researches out to the host-country and international sources to collect relevant data, studies or reports (e.g. Ministry of Health, Ghana Health Services, institutes of higher education including teaching hospitals in Ghana, international donors and other sources); summarizes findings and drafts relevant documents, which consolidate all the information obtained; provides views concerning related issues.

Manages Administrative Procedures to Ensure Implementation of Time - Sensitive Activities 25%

•   Sets up meetings with host government counterparts for technical advisors, teams and
consultants regarding specific aspects of PMI activities, and negotiates the clearance of project documents through host government channels. Often attends such meetings in a supportive role.
•   Manages the calendar for the USAID Malaria Advisor/Program Manager and the CDC
Technical Advisor for PMI, arranges appointments with other agencies for local government officials, partners, other donor agencies, business personnel etc. Makes complete arrangements for the international and local travels of Malaria Advisor/Program Manager and the CDC Technical Advisor.
•   Manages international travelers to the division, by sending concurrences to travel requests
from Cooperating Agencies, and ensuring that appropriate expeditor and hotel reservations are made. Provides appropriate informational materials to visitors.
•   Develops and maintains a system to ensure necessary filing and documentation for all PMI
activities. This will require setting up new systems or procedures since PMI is a joint USAID/CDC initiative that must respond to the reporting requirements of both agencies.
•   Tracks and assists the USAID and CDC PMI Advisors to critically review documents from
Implementing Partners such as Annual Work Plans, Quarterly Reports, Accruals and Annual Reports, as well as USAID internal documents.
•   Develops and maintains skills at using current USG and USAID Systems, including PMI-
specific reporting requirements, GLAAS, FACTS, OP data entry and entry of PMP requirements; ensuring malaria data are entered correctly on all relevant mission or PMI documents.
•   Provides secretarial support for PMI as required, in collaboration with HPNO program
assistants. Prepares official communications for PMI/Ghana, including letters, reports, and invitations. Typically drafts such documents on behalf of the PMI advisors or Health, Population and Nutrition (HPNO) Office Chief for their review and finalization.

Qualification Required & Experience

•   Education: A four-year bachelor’s degree University/Collegiate study in public health, sociology/social sciences, economics, business, accounting or other health-related field. Additional courses beyond a bachelor’s degree will be an advantage.
•   Prior Work Experience: A minimum of three years in progressively responsible positions in the following technical areas: public health, including malaria, other infectious disease or other related field including community-based programs with international organizations, host government, other donors or Non-Governmental Organizations is required. Community-based development program experience IS a plus.
•   Job Knowledge: Good knowledge of the concepts, principles and practices employed in development programs, basic understanding of malaria interventions and public health is required. Knowledge of USAID’s and/or CDC’s health policies and strategies is highly desirable. The incumbent must have an understanding of Ghana’s economic, political, social, and cultural environment and the role of the host government, private and public sector, including NGOs, in addressing development objectives, priorities and issues. Copied at: ghanacurrentjobs.com
•   Language Proficiency: Level IV, fluent written and oral proficiency in English is required. Must be able to communicate effectively with staff members, mid-level representatives at the Ministry of Health and Ghana Health Services, particularly the National Malaria Control Program and other representatives from the public and private sectors.
•   Abilities and Skills: Incumbent possesses excellent organizational and collaborative skills, and analytical skills necessary to translate data or information into concrete actions for sustained development impact and results. S/he must be able to identify and link strategic objectives/program goals with the various mandates, technical strengths and geographical locus of different partners. The individual should be highly motivated and have demonstrated the ability to take initiative in professional settings. The incumbent is able to collect and use relevant health and budgetary data in preparing precise and accurate reports. Drafts official cables, prepares correspondence and reports and manages the visits of technical teams pertaining to malaria activities. High level of proficiency in word processing is required. Working knowledge of other computer programs/applications (i.e. Lotus, Excel, PowerPoint) is desirable. Also desirable is a good knowledge of U.S. Government legislation and USAID programming policies, regulations, procedures, and documentation.

Salary Range: GH¢ 17,869.00 – GH¢26,801.00 p.a. (depending on qualification and experience)

Location: Accra

How To Apply For The Job

Interested individuals should submit cover letter and curriculum vitae with referees to:

Human Resources Office
American Embassy, Accra
P.O. Box GP194, Accra

by Email to:-

AccraHRO@state.gov

Closing Date: 20 November, 2013