US Embassy Project Assistant Job Vacancy in Dar es Salaam, Tanzania

Job Title: Project Assistant (Health System strengthening)

Closing date of the position: September 28, 2012

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY
PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking an individual for the position of Project Assistant
(Health System Strengthening) at the Centers for Disease Control and
Prevention.

BASIC FUNCTION OF POSITION

The Project Assistant (Health System Strengthening (HSS) serves under the
supervision of the Human and Institutional Capacity Building Chief (HICB), with
additional guidance from the Science and Strategic Information (SI) Branch
Chiefs. The incumbent will provide administrative support to the CDC’s Health
Systems Strengthening (HSS) program (which includes the Human and Institutional
Capacity Building (HICB) Branch, Strategic Information (SI) Branch and Science
Office) primarily supported by the President’s Emergency Plan for AIDS Relief
(PEPFAR) to enable smooth planning, implementation, management, and monitoring
of the US Government-funded policy and systems strengthening portfolio in
Tanzania.

The incumbent is also responsible for executive level assistance for staff of
the USG Strategic Results Unit (SRU) for Health Systems Strengthening.

MAJOR DUTIES AND RESPONSIBILITIES:

Special Projects, Administrative and Logistical Support – HSS
50%

Serves as the focal point for administrative and logistical support for the USG
HSS Strategic Results Unit (SRU). Maintains the agenda for SRU meetings,
arranges venues for HSS SRU, and notifies members of SRU on meeting dates.
Distributes minutes, reports, and reviews. Draft minutes, correspondence,
reports and revisions related to internal SRU meetings or SRU with implementing
partners, events and activities and coordinates official correspondence related
to the SRU. Compiles basic statistics and assists in preparing materials and
reports for presentation.
Maintains programmatic and administrative files (electronic and hard copy) for
the CDC HSS Unit. Files documents; updates files as necessary, informing
supervisor/branch chief of any issues or problems related to the management of
the Unit files. Interacts with Ministry of Health and Social Welfare (MOHSW)
and other partners to collect and compile routine information from
collaborating ministries and partners. Follows up to ensure that routine
information from collaborating partners required for reporting to CDC Atlanta,
Office of Global Aids Coordinator (OGAC) and the US Embassy is up to date.
Tracks pending and suspense issues and updates the SRU on progress achieved and
any deadlines missed including following up action items after SRU meetings.
Attends visitors and maintains shared calendar for HSS branch. Schedules
meetings and appointments for program Chief and maintains minutes of official
HSS meetings and other events. Coordinates external telephone and conference
call requests for the Team Lead and Unit Chief or his/her designee. Maintains
and updates relevant contact lists for HSS partners and provides updates to
contacts database according to established procedures.
Drafts routine correspondence, reports and documents for staff of the HSS Team.
Drafts and types official CDC correspondence, telegrams, memos, and letters for
HSS program staff. Assists with photocopying needs (for individual requests and
for trainings, conferences or meetings).
Coordinates logistical support for meetings, conferences, and events for the
Systems Strengthening programmatic activities, including identifying and
visiting potential venues, developing statements of work for event planning and
logistical support for conferences and large meetings, reviewing submissions
from vendors and drafting justifications for selection based on selection
criteria and cost of the proposal. During meetings, taking and circulating
minutes for large partner meetings, branch meetings and interagency meetings.
Manages logistics for 15-20 short-term and long-term temporary duty visitors
(TDYs) annually. In collaboration with the CDC Travel Specialist, coordinates
hotel bookings and in-country travel arrangements. Sets up meetings with the
Ministry of Health and Social Welfare (MOHSW) and other collaborating partners
for the TDYs, arranges local transport and provides or arranges for any
required administrative support for the TDYs while in Tanzania.
Supports management of HSS CoAgs by maintaining updated portfolio summaries for
each implementing partner. Contacts cooperative agreement recipients and other
external collaborating partners to obtain updates and data required for routine
and special reports. Assists in compiling data and background information for
reports. Maintains spreadsheets or other data files for monitoring and
documenting the status of programmatic progress for Systems Strengthening
activities.
Coordinates with Human and Institutional Capacity Building Branch Chief to
create HSS activity matrix that would help to track HSS partners programs.
Maintains the summarized tracking sheet (such as excel spreadsheets) for
partners’ activities that have been implemented each quarter as well as
achievements/and challenges.
Coordinates with financial staff to maintain up-to-date budget status reports
for the three CDC HSS branches and with support from the CoAg team, assists in
tracking and monitoring operating budgets and non-operating budgets for the
branches.
Performs other duties as assigned by the supervisor.

Administrative and Logistical Support – Strategic Information
25%

Serves as a point person for the Strategic Information Branch on the following
activities:
Attends visitors and maintains shared calendar for SI branch. Schedules
meetings and appointments for program Chief and maintains minutes of official
SI meetings and other events. Coordinates external telephone and conference
call requests for the Team Leads and Unit Chief or his/her designee. Maintains
and updates relevant contact lists for SI partners and provides updates to
contacts database according to established procedures.
Coordinates logistical support for meetings, conferences, and events for the
Strategic Information activities, including identifying and visiting potential
venues, developing statements of work for event planning and logistical support
for conferences and large meetings, reviewing submissions from vendors and
drafting justifications for selection based on selection criteria and cost of
the proposal. During meetings, taking and circulating minutes for large partner
meetings, branch meetings and interagency meetings.
Manages logistics for short-term and long-term temporary duty visitors (TDYs)
annually. In collaboration with the CDC Travel Specialist, coordinates hotel
bookings and in-country travel arrangements. Sets up meetings with the Ministry
of Health and Social Welfare (MOHSW) and other collaborating partners for the
TDYs, arranges local transport and provides or arranges for any required
administrative support for the TDYs while in Tanzania.
Provides support to the Strategic Information Branch by monitoring and
supporting final study documents folder for completeness.

Administrative Support and Logistical – Science Office Administration
25%

Serves as a point person for the Science Office on the following activities:
Organizes and maintains CDC staff resource folder for tools, standard operating
procedures and other resources on the development and clearance of protocol and
information products; and responds to basic CDC staff enquiries for relevant
processes and resources.
Supports training and use of e-clearance system and troubleshoots e-clearance
system with CDC staff.
Liaises with National Research Ethics Review Committee for research protocol
review.
Assists with management of protocol submissions for the Science Office,
including scheduling of reviews, email communications and review of initial
submission packages for completeness as needed by the Science Office. Also
maintains tracking system for protocol submissions and sends out updates.
Manages information products (abstracts, reports, manuscripts) submission
workflow (including communications, reminders). Enters protocols/information
products/adverse events onto tracking sheets and tracks progress including
providing reminders. Manages hard copy approval process with Country Director’s
office. Also maintains tracking system for information product submissions and
sends out updates.
Provides support to the Science Office by monitoring and supporting final study
documents folder for completeness.

QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.

Education: Graduation from an accredited university with a bachelor’s degree in
Management or Business Administration is required.

Prior experience: A minimum of three years’ administrative experience in
Non-Government Organization (NGO) or an international organization is required.

Post Entry Training: Specific job-related training will be provided through formal
training in CDC-sponsored courses and through other specialized training, as
appropriate, to enable the incumbent to perform his/her duties in accordance
with CDC and US Government policies, rules and regulations.

Language proficiency: Level IV (Fluent) in English and Kiswahili (speaking,
reading and writing) is required.

Knowledge: Job holder must have a detailed and thorough knowledge of
administrative principles and procedures and logistical support aspects of the
operations of a large program office. Job holder must be familiar with the
business environment and government structure and practices of the host country
to effectively manage procurement related to special projects and external
client communications and contacts.

Skills and Abilities: The position requires sound judgment and strong
organizational skills for making independent and sound decisions regarding
project planning and management support for HIV Systems Strengthening
activities. Must be able to handle tasks which are more difficult and
complicated than routine administrative tasks, use analytical skills to
evaluate procedures and recommend improvements, and use tact and diplomacy to
work effectively with colleagues in the job holder’s work unit and outside
clients. The position requires excellent demonstrated interpersonal skills as
well as skills in developing and maintaining effective contacts in the
Government of Tanzania, the US Government, NGOs and other partners. The
incumbent must also have strong computer skills incorporating word processing
and office software skills, including Microsoft Word, Excel, and project
planning software.

SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US
Veterans are given preference. Therefore, it is essential that the candidate
specifically address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

Management will consider nepotism/conflict of interest, budget, and residency
status in determining successful candidacy.

TO APPLY

Interested candidates for this position must submit the following for
consideration of the application:

Universal Application for Employment as a Locally Employed Staff or Family
Member (DS-174). A hard copy of the application form (DS-174) is also available
at the American Embassy, gate 3; or

A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of
the applicant’s work experience attached as a separate sheet; or

A current resume or curriculum vitae that provides the same information found
on the UAE (see section 3A below for more information); plus

Candidates who claim US Veterans preference must provide a copy of their Form
DD-214 with their application. Candidates who claim conditional US Veterans
preference must submit documentation confirming eligibility for a conditional
preference in hiring with their application.

Any other documentation (e.g., essays, certificates, awards) that addresses the
qualification requirements of the position as listed above.

3A. If an applicant is submitting a resume or curriculum vitae, s/he must
provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.
A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident
(Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle,
Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S.
Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References