Development Program Assistant-SPA at USAID

MAJOR DUTIES AND RESPONSIBILITIES

Development Program Assistance (40%) 

The DPA will prepare basic reports from the Mission's management systems - developing tables, graphs, and similar documents on Performance Management and Learning using information from the Mission's M&E systems and similar databases (e.g., FACTS Info and the Development Information Solution (DIS). In addition, S/He will collect and consolidate information for management reviews and external audits; prepare briefing and other materials for and coordinate program office-led meetings (e.g., Partners' meetings or consultations, Front Office and Program Office leadership meetings) and assist in public events as needed. 

The DPA coordinates development portfolios within SPA, providing support related to program monitoring and implementation, partner communications, interfacing with relevant support offices, etc.  In addition, the DPA will provide budget preparation, briefing preparation, presentations, and similar requirements that pertain to the activities and projects for which they are responsible. 

The DPA supports AORs/CORs in maintaining activity records and status reports, including quarterly technical and financial reports, accruals, and budget tracking tables, preparing and updating project documentation. In addition, the DPA collects information from other sources (implementing partners, donors, host government, etc.) as needed to identify opportunities to strengthen programs. 

The DPA will support the MEL team to initiate GLAAS actions, requisition and modification for MEL goods, services, contracts, and agreements, as well as assist in filing, follow up, and clearances such as action memos for any MEL related procurements. 

Monitoring, Evaluation and Learning (30%) 

The DPA will work with the team of monitoring and evaluation specialists to support performance management policies and procedures, including the office's and implementation partners' compliance.  The DPA will support the management of indicators, including quality control, collection and reporting, monitoring and analyzing activities/projects (including field visits and other interaction with implementation partners' work), organizing and facilitating data quality assessments, and providing portfolio reviews. The DPA may also support AORs/CORs in ensuring that compliance monitoring systems are in place, e.g., Initial Environmental Examination, Branding and Marking, and any/all other relevant agency policy or regulation. 

S/He supports the development of evaluation plans and assessments and actively participates in their implementation. 

Program Administrative Support (20%) 

The incumbent shall provide logistical and administrative/secretarial support to SPA staff, complementing the work of office secretaries. In the absence of the SPA secretary, s/he may be called upon to provide back-up support.  In addition, S/he is responsible for logging and tracking actions assigned by the SPA team. 

The incumbent will provide miscellaneous administrative and secretarial services to assist team members, including but not limited to: preparing travel and related requests, arranging meetings and appointments, receiving and directing calls and other inquiries from program teams, filing official records and references, logging and tracking actions assigned to the MEL team, and others secretarial duties. 

Mission wide Support (10%) 

The DPA will support the MEL team in coordination of other technical offices in the Mission and beyond on MEL activities, including coordinating the MEL Working Group and the annual Performance Plan and Report (PPR). In addition, the DPA may participate in Mission efforts related to sustainable development, e.g., County Liaison Teams (CLTs), Local Development Organization (LDOs) and other Organization Development (OD) tasks. 

POSITION ELEMENTS 

Supervision Received: The incumbent is supervised by the Monitoring, Evaluation and Learning (MEL) Team Leader, who is in turn supervised by the Deputy Office Director and SPA Office Director. The supervisor will provide overall supervision to the incumbent; however, the incumbent will exercise independent judgement in planning and carrying out tasks, resolving problems and conflicts and taking steps necessary to meet deadlines. 

Supervision Exercised: The position exercises no supervisory control.

Available Guidelines: 

Guidelines include USAID's ADS 201, USAID's Evaluation Policy, Africa Bureau procedural guidance, Mission Orders, the Foreign Affairs Manual (FAM), Federal Acquisitions Regulations (FAR), and professional development literature.

Exercise of Judgment: 

Projects assigned to the incumbent include a variety of duties and processes requiring extensive exercise of judgment, decision-making, and communications management. Initiative, creativity, and patience is expected in working with USG office personnel, as well as with representatives from other organizations/partners to resolve challenges. The Assistant will be required to follow and adhere to USAID's Code of Ethics and Conduct and must ensure that his/her input into official U.S. Government documents is consistent with the goals of the Program Office and the Mission and reflects its strategic thinking. Good judgment and sound reasoning will be required in organizing and maintaining complete program documentation which allows easy retrieval of information. 

Authority to Make Commitments: 

Within the scope of the assignment, the Assistant is not authorized to independently commit the USG to the expenditure of funds.

Nature, Level, and Purpose of Contacts: 

Contacts will be at both high and working levels with the Mission, USAID/Washington counterparts and potentially other U.S. Embassy staff and that of other bilateral and multilateral donor organizations. Contact will be of a continuous nature through day-to-day meetings and periodic review sessions.

Time Expected to Reach Full Performance Level: One year (12 Months).

Education Diploma Of Higher Education

• Education: At least two years of collegiate education in Project Management, Research, Statistics, Social Sciences or related study is required.
• Post Entry Training: Introduction to Program Cycle course, Project Development, Collaborating, Learning & Adapting, Financial Management and Accruals training; GLAAS Requisitions and Records Management. DIS OU manager training, Phoenix training, A/COR USAID Assistance FCR 110 course, M&E essentials and Records Management training.
• Language Proficiency: Fluent (Level IV), outstanding verbal and written English communication skills, analytical ability, and interpersonal relationships are required.

More Details on Experience

• Prior Work Experience: A minimum of three years of progressively responsible experience in development-related work for an International Development Organization, Non-Governmental, Donor Agency or Embassy.
• Job Knowledge: The job holder must have a good understanding of monitoring, evaluation, and learning systems, regulations, and objectives. The job holder should have an understanding of the nature of development program goals and be familiar with U.S. foreign policy. Familiarity with Donor Agencies, International Organizations or other Development Assistance programs is required. Strong computer word processing skills are required, specifically knowledge of MS Word, MS Excel, and/or database applications are required and the potential to acquire knowledge of computer graphics software. Experience in using the internet for research and collect information is required. Knowledge of economic, political, social and cultural characteristics of Kenya is also required. The incumbent must be knowledgeable about how organizations work and know how to get things done through formal and informal channels.

More Details on Skills

Skills and Abilities: 

The candidate must have initiative, responsiveness, sound judgement and the ability to effectively and diplomatically collaborate with a variety of customers. S/he must be able to work independently and collaboratively in a team and know how to build consensus; demonstrate strong research and interpersonal skills. Good coordination, prioritization and organizational skills within a multicultural work environment are required along with the ability to manage multiple tasks simultaneously and work effectively under pressure. The incumbent will handle many different overlapping tasks and projects characterized by shifting priorities. S/he must therefore apply the highest analytical skills and judgment to determine the best solution from the range of possible alternatives. S/he should have demonstrated computer skills, including intermediate to advanced level mastery of Microsoft Word, Excel and PowerPoint, as well as statistical software.