Thursday, July 11, 2013

USAID ZAMBIA Project Management Assistant (Health Office)

OPEN TO:                  All Interested Candidates
POSITION:                Project Management Assistant (Health Office) FSN-9

OPENING DATE:   June 21, 2013

CLOSING DATE:   July 12, 2013

WORK HOURS:        Full-time; 40 hours/week

SALARY:                   ZMK 140,618.66 p.a. (Starting salary). Position Grade: FSN-9.

USAID/Zambia has an immediate opening for a Project Management Assistant in the Health Office.


1. Programmatic Support

The incumbent works closely with the health team in a variety of project management functions. This includes assistance in designing new activities reflective of evidence-based results and/or research; monitoring the results of program activities against established indicators; and evaluating program cost-efficiencies/effectiveness relative to expenditures and achievements. S/he will support Agreement/Contracting Officer Representatives (AORs/CORs) to identify existing and potential implementation and management problems as evident from tracking efforts, prepare detailed site visit reports documenting findings, and work with respective program managers to resolve problems/take corrective action. S/he will serve as AOR/COR for conducting performance evaluations and independent research to guide program design and adaptability. The incumbent also provides necessary coordination with implementation partners and the Health Team, as well as GRZ, to organize partner meetings, maintain a site visit schedule, conduct data quality assessments of indicators, perform audits, and participate in Joint Annual Reviews with the GRZ for health sector activities. In the absence of health program management staff, s/he will serve as alternate AOR/COR and assume responsibilities of those positions as designated. Other programmatic duties may also be required, and assigned as deemed appropriate by the Health Team lead.

An Equal Opportunity Employer

2. Reporting and Communications

S/he assists in preparation of internal reporting documents such as the Health Investment Plan (HIP), PEPFAR Country Operational Plan (COP), PMI Malaria Operational Plan (MOP), the Performance Plan and Report (PPR), Resources Requests (Congressional Budget Justifications), and other required project documentation and results reporting. S/he ensures appropriate documentation is maintained for data quality, evaluation, environment, and gender compliance in collaboration with the Health Team, Program Office, and Mission Environmental and Gender Officers. S/he also leads health communications and development outreach activities by preparing and maintaining profiles of current health programs and facilitates mapping of USAID funded health activities in an effort to leverage resources. S/he coordinates with communications specialists in the Program Office (Development Outreach Coordinator), PEPFAR Coordinator’s Office, as well as US Embassy Public Affairs Office to advise on upcoming events and share programmatic impact/lessons learned. S/he prepares necessary talking points and background information required for USAID and/or USG representation in collaboration with program managers, and applies creative multimedia platforms (e.g. internet; blog; twitter; facebook; photography, video streaming; television; radio) to communicate successes and challenges with a broad range of stakeholders.

3. Administrative Support

The incumbent provides support to health program managers and the Health Team Lead in reconciling electronic and permanent files with USAID records management guidance/regulations. S/he drafts action memos, letters, and prepares project related documents, and correspondence. S/he maintains a Health Team action items tracker, and provides assistance for meetings related to project activities, preparing multimedia presentations, as well as technical minutes of meetings as needed. S/he ensures tracking responsiveness to country requests for support and collaboration. S/he supports implementation of quarterly progress meetings with partners, including planning of semi -annual and annual portfolio reviews with GRZ, in collaboration with the Monitoring and Evaluation Advisor. When the office administrative assistant is on leave, the incumbent will serve as alternate as needed to assure ongoing administrative support.


Education: Possession of a Bachelor degree in a discipline related to the scope of this position (i.e. public health, international development, health communications, social sciences, health care management with a minor or additional training in monitoring and evaluation, epidemiology, statistics, operations research, or quality assurance) is required.

Prior Work Experience: Five years of progressively responsible experience in development assistance work is required. Previous experience with donor agencies is desirable. Direct work experience in the Zambian and public or NGO health system is desirable. Program Management and health communications experience is desirable.

Language: English - Fluency in speaking, reading and writing.

Knowledge: A good understanding of host-country economic, social, cultural, and political context is necessary. Knowledge of donor programming policies, regulations, methodologies and documentation is desirable.

Skills and Abilities: The ability to establish and maintain contacts with counterparts in relevant host-government and partner organizations is required. Ability to work in a team. The ability to communicate effectively, both orally and in writing, is necessary.

An Equal Opportunity Employer

The ability to obtain, evaluate, and analyze data and to prepare precise, accurate, and complete information for required reporting is necessary. The ability to recognize significant developments and trends reflected from collected data and bring it to the attention of supervisors is required. The ability to work and coordinate activities with several staff members is required. Skill in the operation of Microsoft Office (Word, Excel, PowerPoint) is required. Ability to succinctly summarize and post video, photography, twitter, facebook, blog, or other social media applications on the internet to convey USAID Zambia health programs and successes required.

Supervision Received: Incumbent works with the Health Team, but reports directly to the Health Team Leader.

Available Guidelines: The incumbent is guided by USAID Mission Orders, USAID Handbooks, USAID policy directives, USAID Automated Directives System (ADS), PEPFAR and PMI guidelines, Country Operational Plans, Malaria Operational Plans, Health Investment Plan, Country Development Cooperation Strategy, National Health Strategic Plan, and other directives. The incumbent uses and interprets these guidelines for solving a broad range of programmatic management and administrative problems.
Exercise of Judgment: The incumbent analyzes Health program performance, research, and financial data, making recommendations on resource allocation based on results achieved and works closely with the Health program managers on monitoring program progress.
Authority to Make Commitments: The incumbent has limited authority, but within the limits of training and experience – during times of backstopping activities – the incumbent exercises the authority given to all USAID activity managers, and may make administrative arrangements consistent with ADS guidance and Mission policy. The incumbent takes action and establishes priorities based on available guidelines and practical judgment, but guidance must be sought when needed. Within the scope of the authority delegated, the incumbent may indicate to counterpart and implementing partner officials that they make a recommendation to USAID on a specific activity issue or problem.
Nature, Level and Purpose of Contacts: The incumbent maintains day- to-day contacts with project contractors and grantees, and financial analyst staff, GRZ officials at national and decentralized levels, as well as staff of other donor agencies and PVOs involved in health and other implementing agencies and cooperating partners.

Supervision Exercised: Incumbent does not have direct supervisory responsibi1ity. The incumbent, will however, liaise closely with several cooperating agency and contract staff to oversee their work on results reporting to reconcile performance against targets.
Time Required to Perform Full Range of Duties: One (1) year.


Qualified candidates should send a formal letter of application, a current CV, photocopies of professional certificate, degrees and the contact information for three professional references. Please reference the above announced number.

Complete position description listing all duties and responsibilities is available on USAID/Zambia website:


Executive Office
Subdivision 694/Stand 100
Kabulonga District, Ibex Hill Road
P.O. Box 32481

An Equal Opportunity Employer

Lusaka District, 10101

Email to: (E-mailed applications preferred, but not required.)

Only short listed candidates will be contacted.


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