The U.S. Mission in Accra, Ghana is seeking an eligible, highly motivated and qualified individual for the position of Project Management Assistant in the Regional Economic Growth Office-USAID/WA.

BASIC FUNCTION OF POSITION

The Program Management Assistant position is located in the recently approved USAID/West Africa Regional Economic Growth Office (REGO), a reorganization which consolidated the Regional Agriculture Office, the Regional Trade and Investment Office (RTIO), and the Regional Office of Environment and Climate Change Response (ROECCR). The REGO is now the largest office by a factor of three (budget and activities), compared to other technical offices within the West Africa Mission. The incumbent reports to the REGO Director or his/her designee and performs information gathering and administrative functions of a broad scope and complexity. The office is introducing new business models that require a proportionately high degree of alignment with regional priorities articulated by ECOWAS than has been the office's practice; and the incumbent is expected to perform tasks related to the administrative support for the Office Director, Agriculture and Trade teams, consolidation, documentation, and tracking of activity, programmatic and financial information.

MAJOR RESPONSIBILITIES % OF TIME

A. Administrative Support (80%)

•   The Project Management Assistant helps in maintaining databases designed to assist office management in tracking and assessing overall program results. The incumbent assists Cognizant Technical Officers (CTOs) and the Program Management Specialists in the tracking and documenting of program results. Incumbent assists in closeouts by obtaining inventories of equipment purchased with USAID funds and final vouchers, reports and any other documentation required.
•   The incumbent is responsible for the drafting of action memos and procurement related documents as requested. S/he also prepares a variety of documents for internal circulation and dissemination to suit numerous key stakeholders within the Mission and more broadly, within the U.S. government.
•   The person performs miscellaneous administrative support services to assist and represent REGO team members at technical meetings (such as arranging meetings, visitor clearance, and taking notes), tracking and assisting in completing close out of activities, and providing administrative coverage.

Key Administrative duties:

As a key member of the Operational Support Unit (OPSU) the Project Management Assistant will be responsible for handling telephone calls, receiving visitors, arranging meetings, preparing presentations, ensuring that all timesheets are prepared, assisting Contract Officer's Representative/Assistance Officer's Representative (CORs/AORs) with accruals and GLAAS/Ops Master actions as needed, arranging transport, travel and other logistics, preparing staff travel vouchers, arranging for office supplies, preparing documents, making copies, arranging files (paper and electronic) contributing to newsletters, assisting with travel planning and reimbursement (to include electronic Country Clearances and travel vouchers), undertaking special projects or other duties as required. He/she may also be called to lead, conduct or participate in management studies and reviews. This necessarily means that all staff will from time to time perform other duties decided by the office chief. These may entail performing work in an "acting" capacity for a colleague who is traveling or on leave, assisting a colleague with an especially urgent task, or personally taking responsibility for a special project.

The Project Management Assistant will also be expected to:

•   Improve efficiencies and economies in administrative operations.
•   Develop and maintain administrative support procedures for effective management of the office
•   Maintain database of key contacts and partners.
•   Serve as the lead person within REGO to consolidate and ensure staff regularly update the list of events, working with the Program Office, and to coordinate necessary paperwork for the Front office such as speeches, background documents, etc. for events as requested.
•   Serve as lead REGO staff to monitor and ensure the leave and travel (including TDYs of REGO staff or of incoming TDY support) calendar and travel related schedules are up to date, and to monitor staff travel.
•   Maintain updated charts of overall REGO programs with associated details.
•   Serve as the lead person for the REGO-wide filing system, ensure that documents for projects managed are filed appropriately, and be ready to assist during performance audits or reviews.
•   Serve as the lead REGO staff responsible for scheduling, coordinating and setting up REGO meetings, conferences, events, internal retreats and partner meetings, etc. ·
•   Assist REGO team members to finalize reporting cables and other documents as required.
•   Prepare office documents and correspondence as requested.
•   Backstop other members of the OPSU on functions as needed to ensure the smooth functioning of office.
•   Prepare & finalize Time and Attendance documentation for all staff.
•   Perform other duti.es as may be assigned.
•   Undertake on-line or other training to improve knowledge of program support and Management functions.

B. Program Management Support (20%)

•   Liaise closely with the Regional Legal Officer, on obtaining legal clearance on documentation related to the REGO portfolio and clarify issues pertaining to implementation of programs, Congressional Notifications, assistance checklists, Activity Implementation letters, and Authorization memos.
•   Liaise closely with the Mission Communication team and the REGO Monitoring and Evaluation staff to prepare and keep up to date informational factsheets and other related communication tools for outreach to Washington, government counterparts and others, other USAID Missions and offices, etc.
•   Provide activity management support for Washington-managed field support programs, as needed.

Qualification Required & Experience

Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

•   EDUCATION: A minimum of a bachelor's degree in a social science, business or public administration is required.
•   EXPERIENCE: A minimum of five years of progressively responsible experience in administrative support for relief or development-related work, which has included working with teams to develop solutions and using program data to improve program effectiveness, is required.
•   LANGUAGE: Level IV English, fluency in speaking and writing is required. (Language proficiency will be tested)
•   KNOWLEDGE: Must have prior knowledge of administrative support.
•   SKILLS AND ABILITIES: Ability to manage a heavy workload and prioritize tasks and to communicate effectively. Good interpersonal skills, including an ability to work as a member of a team, build consensus, provide leadership, and effectively coordinate with internal and external stakeholders in a multi-cultural setting. Ability to organize work, develops schedules, and meets deadlines. Knowledge of word processing, e-mail, power point and spreadsheet computer applications.

SALARY RANGE: (GH¢34, 257.00 – GH¢51, 384.00 p.a)

Location: Accra

How To Apply For The Job

Applicants must submit a signed cover letter, relevant certificates and CV with references to:

Regional Executive Office
USAID/West Africa
P.O. Box 1630, Accra

Or by Email to:

acpersonnel@usaid.gov

Note: When submitting your application via email, start the subject line with the position title. Failure to state this and submit signed letter with relevant documents will disqualify applicant.

Closing Date: 18 March, 2016

NOTE: ALL U.S. AND NON-GHANAIAN CITIZENS, WHO ARE NOT FAMILY MEMBERS OF USG EMPLOYEES OFFICIALLY ASSIGNED TO POST AND UNDER CHIEF OF MISSION AUTHORITY, MUST ATTACH COPIES OF THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO THEIR APPLICATIONS TO BE ELIGIBLE FOR CONSIDERATION. NO RELOCATION EXPENSES ARE PROVIDED TO THE JOB LOCATION: ACCRA, GHANA. IF TRANSPORTATION TO ACCRA IS REQUIRED, IT WILL BE THE EMPLOYEE’S RESPONSIBILITY.

ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.