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Employer Name: Embassy of the United States of America
Organization Type: Government
Role: Experienced
Position Type: Full Time
Location: Dar Es Salaam
Other Dar es Salaam District
Other Dar es Salaam District
Application Deadline: 25-04-2017
Listed on: 20-04-2017
Description
The US Mission in Dar es Salaam is seeking eligible and qualified
applicants for the position of Project Assistant – Global Health
Security at the Centers for Disease Control and Prevention (CDC).
BASIC FUNCTION OF POSITION
The Program Assistant serves under the supervision of the Division of Global Health Protection (DGHP) Program Deputy Director and provides support and assistance for the programs funded under the Global Health Security Agenda (GHSA) and the President’s Emergency Plan for AIDS Relief (PEPFAR). These USG-wide programs provide financial and technical support to the Government of Tanzania and other external partners through multiple USG agencies, including CDC, USAID and DOD, with an annual budget exceeding $135 million. The incumbent is responsible for executive level assistance for staff of the CDC Global Health Protection Program and multiple USG inter-agency technical working groups/teams.
MAJOR DUTIES AND RESPONSIBILITIES
Special Projects and Logistical Support to GHS
60%
Serves as the focal point for administrative and logistical support for interagency activities. Maintains the agenda for meetings, arranges venues, takes minutes of meetings, and notifies members of meeting dates. Distributes minutes, reports, and reviews. Drafts routine correspondence, reports and revisions related to meetings, events and activities and coordinates official correspondence. Compiles basic statistics and assists in preparing materials and reports for presentation.
Coordinates logistical support for meetings, conferences, and events for 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.
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 branch and team activities. Enters data collected from collaborating partners for quarterly, semi-annual and annual reports to DGHP and OBOB.
Manages logistics for 25-30 short-term and long-term temporary duty visitors (TDYs) annually. Coordinates hotel bookings and in-country travel arrangements. Sets up meetings with the 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.
Coordinates with financial staff to maintain up-to-date budget status reports for the supported programs and assists in tracking and monitoring operating budgets and non-operating budgets.
Co-ordinates logistics for interview of shortlisted candidates for programs.
Executive Assistance and Administrative Support for GHS
40%
Provides executive assistance and secretarial support. Independently drafts routine correspondence, reports and documents for staff of the GHS Team and inter-agency technical groups/teams. Drafts and types official CDC correspondence, telegrams, memos, and letters for program staff. Assists with photocopying needs (for individual requests and for trainings, conferences or meetings).
Maintains programmatic and administrative files (electronic and hard copy) for the GHS Team. Files documents; updates files as necessary, informing staff of any issues or problems related to the management of the files. Interacts with 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, OGAC and the US Embassy is up to date.
Coordinates with other administrative staff to assist supported program staff with filing applicable administrative requests and reports (e.g., travel reimbursements, procurement requests and personnel actions). In coordination with the Executive Assistant, tracks and sends out-going parcels and correspondence for the GHS Team Unit. Tracks pending and suspense issues and updates staff on progress achieved and any deadlines missed.
Attends visitors and maintains shared calendar for program staff. Schedules meetings and appointments for program staff and maintains minutes and other events. Coordinates external telephone and conference call requests. Maintains and updates relevant contact lists for Program staff and provides updates to contacts database according to established procedures.
Performs other duties as assigned by the supervisor.
QUALIFICATIONS REQUIRED
All 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:
Graduation from an accredited university with a bachelor’s degree in Management or Business Administration. Specialized training in IT office software, including word processing and spreadsheets, is required.
Experience:
A minimum of three years’ administrative experience in business or an international organization is required. Previous experience will include positions requiring the incumbent to handle tasks 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 is required.
Language:
Level IV (fluent) speaking and written communication in English and Kiswahili is required. (This will be tested)
Skills and Abilities
The incumbent must also have computer skills incorporating word processing and office software skills, including Microsoft Word, Excel, and project planning software is required.
Application Instructions BASIC FUNCTION OF POSITION
The Program Assistant serves under the supervision of the Division of Global Health Protection (DGHP) Program Deputy Director and provides support and assistance for the programs funded under the Global Health Security Agenda (GHSA) and the President’s Emergency Plan for AIDS Relief (PEPFAR). These USG-wide programs provide financial and technical support to the Government of Tanzania and other external partners through multiple USG agencies, including CDC, USAID and DOD, with an annual budget exceeding $135 million. The incumbent is responsible for executive level assistance for staff of the CDC Global Health Protection Program and multiple USG inter-agency technical working groups/teams.
MAJOR DUTIES AND RESPONSIBILITIES
Special Projects and Logistical Support to GHS
60%
Serves as the focal point for administrative and logistical support for interagency activities. Maintains the agenda for meetings, arranges venues, takes minutes of meetings, and notifies members of meeting dates. Distributes minutes, reports, and reviews. Drafts routine correspondence, reports and revisions related to meetings, events and activities and coordinates official correspondence. Compiles basic statistics and assists in preparing materials and reports for presentation.
Coordinates logistical support for meetings, conferences, and events for 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.
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 branch and team activities. Enters data collected from collaborating partners for quarterly, semi-annual and annual reports to DGHP and OBOB.
Manages logistics for 25-30 short-term and long-term temporary duty visitors (TDYs) annually. Coordinates hotel bookings and in-country travel arrangements. Sets up meetings with the 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.
Coordinates with financial staff to maintain up-to-date budget status reports for the supported programs and assists in tracking and monitoring operating budgets and non-operating budgets.
Co-ordinates logistics for interview of shortlisted candidates for programs.
Executive Assistance and Administrative Support for GHS
40%
Provides executive assistance and secretarial support. Independently drafts routine correspondence, reports and documents for staff of the GHS Team and inter-agency technical groups/teams. Drafts and types official CDC correspondence, telegrams, memos, and letters for program staff. Assists with photocopying needs (for individual requests and for trainings, conferences or meetings).
Maintains programmatic and administrative files (electronic and hard copy) for the GHS Team. Files documents; updates files as necessary, informing staff of any issues or problems related to the management of the files. Interacts with 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, OGAC and the US Embassy is up to date.
Coordinates with other administrative staff to assist supported program staff with filing applicable administrative requests and reports (e.g., travel reimbursements, procurement requests and personnel actions). In coordination with the Executive Assistant, tracks and sends out-going parcels and correspondence for the GHS Team Unit. Tracks pending and suspense issues and updates staff on progress achieved and any deadlines missed.
Attends visitors and maintains shared calendar for program staff. Schedules meetings and appointments for program staff and maintains minutes and other events. Coordinates external telephone and conference call requests. Maintains and updates relevant contact lists for Program staff and provides updates to contacts database according to established procedures.
Performs other duties as assigned by the supervisor.
QUALIFICATIONS REQUIRED
All 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:
Graduation from an accredited university with a bachelor’s degree in Management or Business Administration. Specialized training in IT office software, including word processing and spreadsheets, is required.
Experience:
A minimum of three years’ administrative experience in business or an international organization is required. Previous experience will include positions requiring the incumbent to handle tasks 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 is required.
Language:
Level IV (fluent) speaking and written communication in English and Kiswahili is required. (This will be tested)
Skills and Abilities
The incumbent must also have computer skills incorporating word processing and office software skills, including Microsoft Word, Excel, and project planning software is required.
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