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Project Management Assistant (Budget)

U.S Embassy in Uganda
Kampala, Uganda

Salary rangeConfidential | Contract type: Permanent

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Job Summary

USAID/Uganda is seeking for qualified individuals to fill the Project Management Assistant (Budget) position. The position is in the USAID/Uganda Office of Education, Youth, and Child Development (EYCD). EYCD manages multiple funding streams including Basic Education, Higher Education and President’s Emergency Plan for AIDS Relief (PEPFAR) funds which support basic education, child protection, and positive youth development activities. The multiple funding sources are allocated across activities and have different reporting and management requirements. The primary purpose of this position is to provide support to the EYCD Office in managing its multi-year portfolio of $200 million. The position will assist the EYCD Office to develop the annual program budget; oversee the procurement plan and track procurement actions; complete financial reporting requirements for presidential initiatives and other USAID activities; and assist the office in responding to additional financial information needs as requested. The position plays a major role in managing EYCD’s complex and unique portfolio

Responsibilities

The position is located in the USAID/Uganda Economic Growth (EG) Office. There are five units within the EG office: Agiculture, Private Sector, Environment, Vulnerable Populations, and Support. Together, these units manage a wide array of programs, many of which are cross-cutting and integrated both within EG and across the Mission. The primary purpose of this position is to provide support to the entire EG Office in managing its multi-year portfolio of $490 million. The position will assist the EG Office to develop the annual program budget; oversee the procurement plan and track procurement actions; complete financial reporting requirements for presidential initiatives and other USAID activities; and assist the office in responding to additional financial information needs as requested.The position is housed in the Support Unit and has major roles and responsibilities supporting all of the EG units.

(2) Statement of Duties to be Performed.
Financial Management (40% of time)
With limited supervision, the incumbent will provide programmatic and administrative leadership in structuring, updating and overseeing the entire EG Office financial portfolio of $490 million in multi-year funding, which is becoming increasingly complex in terms of nature of funding sources. The incumbent is responsible for monitoring funds for activities including infrastructure, government to government, energ, climate change, biodiversity, agriculture, and Food for Peace.
Responsibilities:
a) Works with Economic Growth Director, Deputy Director and Unit Leaders and counterparts in the offices of Financial Management (OFM) Program & Policy Development (PPI)) to construct EG program budgets by progam area and element level and by congressional earmarks for planning purposes;
b) Assists Unit Leaders and other team members in providing an understanding of financial data and analysis for quarterly, semi-annual and annual reports;
c) Prepares monthly pipeline reports and spend plans and reviews with EG leadership to update planning figures, and presents financials to EG Office and USAID/Uganda Mission leadership;
d) Receives quarterly financial pipeline data from OFM, reviews activities with activity managers and team leaders, provides pipeline analysis to EG leadership for quarterly mission pipeline and procurement plan reviews;
e) Works hand-in-hand with the PPD to prepare the EG Congressional Budget Justification, Performance Plan Report, annual obligations by program area, documentation for obligation into development objective agreements, amendments/modifications, and on preparing the field support budget for USAID/Washington
e) Tracks EG funds in all development objective agreements;
f) Negotiates joint progam funding with other Mission technical offices, and tracks the funding for reporting and to assist EG and the other technical offices with strategic decision-making regarding subobligation of funds;
g) Advises the EG Office on the strategic use of Program, Development and Learning (PD&L) funds managed by PPI); and
h) Leads financial management capacity building within EG, training Support Unit staff to manage financial aspects of progam management, and Unit Leaders and Confracting/Agreement Officer Representatives (C/AORs) to improve financial management of activities.
Procurement Support (30% of Time):
The incumbent will provide programmatic and administrative oversight to procurement actions.
Responsibilities:
a) Works closely with activity managers to provide financial data for preparation of documentation on sub-obligations into specific implementing partner instruments and other mechanisms of a general and overall nature through GLAAS, Implementation Letters, and other mechanisms;
b) Participates in the clearance process of GLAAS requests and other documents by reviewing and clearing off on the documents before they go to the Director or Deputy Director
c) Works with activity managers, unit leaders and OAA representatives to update the EG Procurement Plan, leads weekly procurement plan reviews with EG and OAA, prepares the office for monthly front office technical meetings, and quarterly portfolio reviews;
d) Participates in program/pipeline/procurement Mission review, responding to EG budget-related procurement issues.
Program Management (20% of Time)
The incumbent directly manages, as A/COR, implementing instruments and partners, providing technical support and direction.
Responsibilities:
Foster collaboration, participation, and agreement among implementing partners and USAID staff in the implementation and monitoring of EG activities. Responsible for providing strategic advice to implementing partners to ensure adherence to USAID/Uganda's stratew and relevant U.S. Government policies.
Review, critique and approve project planning, implementation and monitoring documents including work plans, quarterly and annual reports, and project management plans.  Monitor activity spending; review and respond to quarterly accruals and pipeline analysis.  Take a field-based approach to monitoring implementation to ensure the accuracy of their reporting and progess toward meeting project goals. Work closely with other units within EG and with other offices to support joint field visits that inform integrated approaches.  Ensure compliance with USAID regulations in all aspects of project implementation.
Supervision and Mentorship (10%)
The incumbent serves as Acting Support Unit Leader when the Deputy Director is serving as Acting Director and when the Deputy Director is in travel or leave status. The incumbent serves as mentor to the Support Unit Project Management Assistants (PMAs), training and assisting them in their programmatic and financial support to the EG units. The incumbent conducts capacity building training for all EG staff on financial and procurement management
The contractor is eligible for temporary duty (TDY) fravel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.
(3) Supervisory Relationship:
Immediate supervision will be from the Economic Growth Deputy Director. The immediate supervisor will provide the required guidance and mentoring on incumbent's technical and managerial performance.
(4) Supervisory Controls:
None. The incumbent will serve as Acting Support Unit Leader upon absence of the Deputy Director. The incumbent is expected to train and mentor Support Unit PMAs on a regular basis.

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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