Program Procurement Agent
US Embassy Tanzania
Date Posted: Apr 11, 2016Application Deadline: Apr 18, 2016
Position Description:
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Program Procurement Agent at the United States Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
Reporting to the Deputy Executive Officer, the procurement agent manages the entire procurement process for all USAID/Tanzania procurements and performs a full range of operating expenses and program support procurements for commodities and services through various procurement channels available under the Simplified Acquisition Rules and the Commercial Act. Tools can include but is not limited to; purchase orders, blanket purchase orders, credit card purchase orders, petty cash purchases, and negotiated contracts.
S/He oversees and performs the design, negotiation, procurement, post-award administration, monitoring and closeout of contracts. The incumbent procures both nonexpendable and expendable property. The incumbent assists in the preparation of the yearly Mission operating and program procurement plan, and serves as one of the resident experts for the Global Acquisition and Assistance System (GLAAS) direct staff using this system on the proper usage and monitor pending entries to ensure timely processes.
The incumbent also performs sub-cashiering duties and maintains a petty cash fund of assigned TZS amounts as may be revised from time to time.
MAJOR DUTIES AND RESPONSIBILITIES
Procurement Management
85%
The incumbent implements all procurement actions undertaken in the Executive Office. Duties and responsibilities include but are not limited to:
A. Pre-Awards
1. Procurement Planning: Works closely with Mission staff in the planning stage of each procurement action by developing a procurement plan annually with input from all USAID/Tanzania offices on their requirements, working with the Executive Office Management team and the Financial Management Office staff to determine funds availability, documents justifications, and prioritizes requests. The incumbent obtains approvals for the procurement plan and manages it in its entirety ensuring that all purchases are made within the designated fiscal year.
2. Procurement Reviews: Incumbent reviews and analyses commodity/service procurement requests generated within the Mission and completeness and preciseness in terms of specifications, scope of works taking into consideration time, cost, quality and other factors to permit maximum price competition while assuring the various AID requirements as addressed in the Simplified Acquisition Procedures are met. After a detailed review of the requested items to determine economical, workable solutions, the incumbent thoroughly documents the requirement with the requestor in a manner that ensures that suppliers understand the requirement in order to provide USAID with a comprehensive and proper bid that fully satisfies the request. This includes reviewing all bids and preparing a summary analysis (abstract of quotations), recommending best and final offer, considering price, bidder’s capabilities and past-performance. If necessary, conducts prices and other factors’ negotiation to the best interest of the US Government. S/he also conducts a market surveys which include consulting manufacturers’ catalogues and searching the Internet.
3. Procurement methods/instruments: Recommends the most advantageous procurement methods in terms of reliability, cost and lead time for particular commodities, group of commodities or services then, initiates formal/informal advertisements through requests for quotation, invitation for bid or, consults catalogs, source lists or vendor websites to determine best price. In this capacity, incumbent solicits all procurements in accordance with the myriad of USG procurement regulations to promote competition and provide the USG the best value by following prescribed procedures in handling procurements including: preparing contract files; contacting vendors for quotes; preparing memorandums of negotiation; and sending copies of purchase orders to vendors and relevant staff. The incumbent acts under minimal supervision in negotiating most procurement actions.
B. Awards
1. Procurement Actions documentation: Prepares negotiation memorandums (Neg Memos) and purchase orders, and submits them to the Deputy Executive Officer for final approval. In this role, incumbent is responsible for managing the entire procurement cycle including processing all invoices for accuracy of payment, following up with vendors in instances of late delivery. S/he directs final orders to suppliers and requests prompt acknowledgement of receipt which will constitute the official binding agreement between AID and Suppliers/Contractors and follows-up until confirmation of receipt.
Upon receipt of all proper documentation, incumbent prepares vouchers for payment and circulates for authorizations and approvals.
2. Purchase Card Management: The incumbent is a Government Purchase Card holder. S/he will make credit card purchases under the micro-purchase threshold (currently $3,000) when in the best interest of the USG. In this capacity, s/he makes micro-purchases using Mission GSA purchase card (SmartPay) in compliance with all applicable Federal and USAID agency regulations, controls, and approval requirements. These may include course registration for USAID/Tanzanian staff members.
3. Blanket Purchase Agreements: The incumbent makes recommendations for establishing Blanket Purchase Agreements (BPA) then prepares, tracks, and maintains all BPAs with vendors. S/he also modifies purchase orders using procedures for other than full and open competition (FAR 6302) to reflect accurate description of items/scope of work, delivery date/performance period method of shipment, price increase or decrease etc.
C. Post-Awards
1. Records and Monitors the procurement process in order to allow for complete and accurate viewing of the flow of procurement information from the acquisition stage to close-out. This includes resolutions of outstanding issues noted in the acquisition and closeout processes.
2. Initiates the Customs Exemption requests for goods through the GSO/Shipping to allow for smooth and prompt customs clearances process of incoming shipments. In the meantime, traces and/or follows-up with Suppliers/USDA shipping details such as vessels/flight number, OB/L and AWB number until confirmation of Actual Date of Arrival.
3. Undertakes the Sales Tax Exemption requests for all types of local procurements of goods and services.
4. Coordinates with GSO/Shipping agents on customs clearances and deliveries to the GSO/Warehouse Keeper until issuance of Receiving and Inspection Reports.
5. Files insurance claims against the shipping liner for any pilferage, lost or damaged goods during shipment, and takes all necessary actions until satisfaction.
6. Initiates close-out actions based on final deliveries, performance and payments of goods/services ordered. S/he works closely with Financial Management Office (FMO) to ensure proper and timely close-out of all procurement files.
7. Assists the FM Office in their pipeline review of Operating Expense procurements to finalize unliquidated obligations by reviewing, advising or providing comments regarding the final closeouts and/or the need to carry over the unliquidated obligations.
D. Other Relevant Duties
1. The incumbent enters procurements in the electronic procurement system, currently the Global Acquisition and Assistance System (GLAAS). S/he tracks entries made by other offices to ensure processing continues in a timely manner, and assists others to properly enter information in GLAAS.
2. The incumbent oversees the in-house automated procurement system and processes requests, ensuring that they are processed efficiently and properly to prevent funds control violations.
3. The incumbent is responsible for filing procurement documents, correspondence, scanning all procurement documentations into the Agency Secure Image and Storage Tracking System (ASIST) in accordance with the established filing procurement procedures. S/he is responsible for ensuring that vital records are updated and providing the reports to the Correspondence and Records Management Clerk.
4. The incumbent keeps aware of market conditions, including price and availability, of important commodities and services, and maintains contacts with officials of local supplier firms to facilitate resolving procurement problems. Prepares correspondence and reports relative to procurement function.
5. The incumbent is directly responsible for ensuring that the equipment is properly maintained and has the authority and responsibility for arranging service.
Executive Office Sub-Cashier:
15%
Petty Cash: Incumbent makes petty cash payments for micro-purchases within emergency situations arising in the Mission. He/She is responsible for maintaining accounting and control safeguards for all transactions for a petty cash fund of TZS. In this capacity, incumbent prepares and submits cash liquidation/replenishment vouchers to the Embassy’s Principal Class B Cashier, in a timely manner to ensure the appropriate amount of cash is on–hand at all times. S/he also collects, receives payments for personal use of official vehicles, phones and fax and pays them to the Embassy’s cashier.
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.
1. Education:
A completion of a four year Bachelor Degree in one of the following fields: Business Management, Marketing, Accounting, Supply Management or any other purchasing and procurement related field is required.
2. Experience:
Four years of progressively responsible experience in procurement is required. At least one year experience in procurement with a US Government (USG) or International organization is required.
3. Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities:
The incumbent must demonstrate proficiency in the entire MS Office application suite (Work, Excel, Access, Outlook and PowerPoint) is required. (This will be tested).
5. Job Knowledge:
The incumbent must have comprehensive knowledge of procurement regulations including simplified acquisition and the commercial act, procedures, instructions and forms, GSA catalogues, U.S. Federal Specifications & Standards, and contracting procedures and practices is required.
SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.
HIRING PREFERENCE ORDER:
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.
** This level of preference applies to all Foreign Service employees on LWOP.
ADDITIONAL SELECTION CRITERIA:
1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
4. The candidate must be able to obtain the local security certification.
HOW TO APPLY: applicants must submit the following documents to be considered:
1. Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, or by collecting hard copy from Gate number 3 of the Embassy and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, Resident/Work Permit.
Application Instructions:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age(below compulsory retirement age), disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs. The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
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Development Assistance Specialist
US Embassy Tanzania
Date Posted: Apr 11, 2016
Application Deadline: Apr 25, 2016
Position Description:
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Development Assistance Specialist – Budget at the United States Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
The Development Assistance Specialist (Budget) is responsible for maintaining operational oversight and control of all budget planning and implementation within the Health Office. The Development Assistance Specialist (Budget) is responsible for the oversight of budget related activities at the office and activity level, including accruals reporting, incremental funding and other procurement actions, Presidents Emergency Plan for AIDS Relief (PEPFAR), President Malaria Initiative (PMI), and other health activities data entry related to planning, implementing and reporting processes; and quality assurance of data received from Agreement Officer’s Representatives/Contracting Officer’s Representatives (AORs/CORs) and partners. The Development Assistance Specialist (Budget) manages funds allocation in accordance with budget databases; developing and maintaining budget tracking instruments that allow for the sound monitoring of budget changes including reprogramming and plus-ups; developing and maintaining automated tools to track funding obligations to partners; interpreting and managing guidance on annual planning and reporting and advising Health Office staff on implementation.
MAJOR DUTIES AND RESPONSIBILITIES:
1. Health Office Program Budget and Finance
35%
1. Provides operational program planning and programmatic support to the Health Office in overall portfolio and project implementation, leading program budgeting, monitoring and accounting of more than $285 million per year.
2. Acts as principal budget and financial advisor to the Health Office, including the Office Director, Deputy Office Director, Program & Operations Officer, and Team and Unit Leads, as well as all Agreement Officer Representatives (AORs) and Contracting Officer Representatives (CORs) on financial management, budgeting, and related program planning, implementation, monitoring, reporting, and procurement. Advises the Health Office on USAID programming, implementation, financial management, and procurement procedures and is responsible for understanding and interpreting guidance, policies and procedures related to operational planning, presidential initiatives, and earmarks, and applying this knowledge to budget analysis and budget and financial management.
3. Crafts overall Health Office portfolio five-year planning budget, each fiscal year overall budget, budgets for new projects and activities and modifications, and addresses any office budget needs. Maintains real-time budget status report. Monitors implementation of budget and suggests adjustments as needed.
4. Creates complicated budget analyses of multi-year, multi-funding sources/earmarks and makes recommendations to improve financial efficiencies.
5. Supervises and maintains the Health Office financial and programmatic management database, and internal tools to track funding obligations, disbursements and pipeline by partners throughout the life-of-project. Tracks annual budget allowances for Health Office bilateral and field support obligations, including Family Planning, Maternal and Child Health, HIV/AIDS, Malaria, and TB.
6. Tracks pipelines, updates the Health Office on pipeline status, and identifies issues related to pipeline.
7. Leads financial performance reviews and budget allocation exercises as part of the Operational Plan (OP) and HIV Country Operational Plan (COP), COP reprogramming, semi-annual and annual results reports, Mission financial reviews and portfolio reviews, and oversees Health Office contributions to financial reporting. Identifies and recommends solutions to financial/budget issues that arise during data cleaning, Malaria Operational Plan (MOP), OP, COP, Semi-Annual Program Results (SAPR) and Program Results (APR), Performance Plan and Report (PPR), quarterly financial reviews, and portfolio review processes.
8. Leads the annual PEPFAR Expenditure Analysis exercise. Serves as the Health Office lead on ensuring accurate partner reporting and AOR/COR review, and utilizing the Expenditure Analysis result to prepare budgets.
9. Oversees and validates financial data entry from partner organizations into report databases, in coordination with data review and analysis by AORs/CORs.
10. Works with Health Office and U.S. Government staff, as well as Government of Tanzania counterparts to report on USAID’s Health expenditures and projected budget. Oversees the Health Office’s contributions to the Mission’s reporting to the Ministry of Finance.
11. Creates annual field support tables and ad hoc field support actions to ensure funds are correctly allocated.
12. Updates the Procurement Plan on an ongoing basis by working with activity managers, unit and team leads, and the Director, as well as with the Program Office, Finance, and the Contracts Offices.
13. Prepares charts, graphs, and briefing materials concerning USAID/Tanzania and interagency HIV/AIDS programs based on the OP, MOP and COP, annual and semi-annual reports, and other financial and budgetary data.
2. Health Office Activity-Level Budget and Finance and Support to AOR/CORs
35%
1. Crafts budgets for new activities and modifications and prepares reports to address activity budgetary needs.
2. Monitors implementing partners’ financial performance and results, and verifies that they conform to the technical requirements and standards agreed to in the terms and conditions of the agreement. This may include contributing to the approval of work plans and monitoring and evaluation plans.
3. Trains Health Office staff and implementing partners on accruals, pipelines and other reporting required by the Mission to improve understanding of Mission’s complex financial and reporting mechanisms.
4. Prepares the Health Office summary of quarterly pipeline analysis, with analysis, sound justification, advice, and recommendations at the portfolio and activity level. Proposes sound approaches and recommends solutions to identified issues.
5. Monitors disbursement of funds, unused funds, un-sub-committed, and un-sub-obligated funds. Supervises the de-sub-obligation and de-sub-commitment of unused funds for reprogramming.
6. Leads monitoring budget data, e.g. Congressional earmarks, commitments and expenditures, on grants, cooperative agreements and contracts on a routine basis.
7. Ensures that advance requests, liquidations, and payment requests from implementing partners are prepared and managed appropriately and in accordance with the Financial Management Integrity Act.
8. Oversees up to three Program and Financial Management Specialists (PFMS) on activity-level finance, including quarterly accruals and pipeline status reports. Ensures accruals are in line with policy and leads analysis of reports.
9. Works with AORs/CORs and partners to prepares and revise budgets for GLAAS actions; and oversees the preparation of requisition forms for Health Office management and staffing actions.
10. Provides financial data to the Program Office, Financial Management Office, and Front Office for Annual Budget Submissions, Operating Year Budgets (OYBs), the Mission’s Cost of Operations Budget (COB), Quarterly Financial Reviews, and Portfolio Reviews. Identifies existing and potential problem areas and implements solutions.
11. Represents the Health Office in activity-level financial reviews with OFM’s financial analysts and follows up on documented findings and recommendations with CORs, AORs and partners to ensure implementation.
12. Ensures that all funding actions comply with the Agency’s forward funding guidelines.
3. Health Office Procurement Support
30%
1. Leads the office in financial planning for both new and on-going activities.
2. Prepares and assists office members to prepare independent government cost estimates (IGCEs) and budgets for procurement documents such as Requests for Applications (RFAs), Requests for Proposals (RFPs), Requests for Quotes (RFQs), purchase orders, MAARDs and GLAAS requests.
3. Participates in the evaluation of applications and proposals, including cost evaluation.
4. Supervises PFMS to ensure MAARD/GLAAS requests include accurate budget codes, funds availability certification, illustrative budgets, pipeline analyses, and statements of work attached.
5. Supervises PFMS to ensure USAID clearance of financial documents; tracks follow-up actions to ensure that contracts, cooperative agreements (CAs) and modifications are received and recorded as commitments, and documented and distributed appropriately.
6. Acts as Program Manager (PM) for Global Acquisition and Assistance System (GLAAS) actions, including overseeing the preparation GLAAS packages and development of activity budgets and waivers, as necessary.
7. Serves as the Health Office’s GLAAS Subject Matter Expert (SME).
8. Advises Health Office staff on the preparation of Modified Acquisition and Assistance Request Documents (MAARDs), Purchase Order requests, and other documentation for the procurement of services and commodities.
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.
1. Education:
A completion of a four year Bachelor Degree in one of the following fields: Business Management, Marketing, Accounting, Supply Management or any other purchasing and procurement related field is required.
2. Experience:
Four years of progressively responsible experience in procurement is required. At least one year experience in procurement with a US Government (USG) or International organization is required.
3. Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities:
The incumbent must demonstrate excellent negotiating skills and ability to inspire confidence. The incumbent must demonstrate excellent tact and diplomacy skills, interpersonal skills, and maintain effective working relationship inside and outside the USAID/Tanzania Mission and the State Department. The incumbent must demonstrate a high level of accuracy, attention to details, punctuality, excellent multitasking skills, time management and excellent ability to operate under pressure. The incumbent must demonstrate excellent analytical skills needed to analyze options, select best practices and perform tasks. The incumbent must be able to track budget expenses, conduct market surveys, and demonstrate knowledge about manufacturing methods and procedures. The incumbent must maintain good working relationships with various vendors; have excellent customer service standards and operative in a high functioning team. The incumbent must demonstrate a high level of professionalism in attitude and appearance as s/he will represent the United States Government when dealing and meeting with vendors and service providers. The incumbent must have demonstrated excellent time management skills to ensure total work objectives for section are attained. The incumbent must demonstrate proficiency in the entire MS Office application suite (Work, Excel, Access, Outlook and PowerPoint) is required. (This will be tested).
5. Job Knowledge:
The incumbent must have comprehensive knowledge of procurement regulations including simplified acquisition and the commercial act, procedures, instructions and forms, GSA catalogues, U.S. Federal Specifications & Standards, and contracting procedures and practices. Shipping instructions and procedures are required. The incumbent must possess excellent knowledge of the local market practices together with the capability and reliability of local suppliers. The incumbent must understand local pricing customs and practices are required
SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.
HIRING PREFERENCE ORDER:
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP
ADDITIONAL SELECTION CRITERIA:
1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY: applicants must submit the following documents to be considered:
1. Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, (see “For Further Information” above); and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, Resident/Work Permit.
IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).
Application Instructions:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
Only shortlisted candidates will be contacted
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Project Management Specialist
US Embassy Tanzania
Date Posted: Apr 11, 2016
Application Deadline: Apr 25, 2016
Position Description:
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Project Management Specialist – Facility Based Care at the United States Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
The Project Management Specialist – Facility-Based Care is responsible for providing technical leadership and program management for the USAID child health program, which focuses on prevention through the Immunization Vaccines Development (IVD) Unit, service delivery for Maternal Neonatal and Child Health (MNCH) and Prevention of Mother to Child Transmission (PMTCT) of HIV through the Reproductive and Child Health Section (RCHS) of the Ministry of Health and Social Welfare (MOHSW), and malaria prevention, led by the President’s Malaria Initiative (PMI) team through the Ministries of Health of both Tanzania mainland and Zanzibar. S/he monitors and guides implementation of neonatal and child health programs to achieve the goals of the USAID/Tanzania Country Development Cooperation Strategy (CDCS). The Project Management Specialist – Facility-Based Care manages multi-million dollar contracts and grants intended to achieve USAID’s Ending Preventable Child and Maternal Deaths (EPCMD) and AIDS free Generation (AfG) objectives, and will work in close coordination with all three USAID Health Office teams, the Nutrition and Water, Sanitation, and Hygiene (WASH) teams of the Economic Growth Office, as well as other offices to support the CDCS. S/he liaises closely with the Child and Youth Specialist, who is focused on vulnerable children, adolescents and youth, the Pediatric HIV Specialist, to ensure a continuum of support for children. S/he will also work closely with the USAID Nutrition team, as well as the interagency PMI and PEPFAR teams, to coordinate approaches and programming. The incumbent is supervised by and directly assists the Senior Maternal Child Health Clinical Advisor in all aspects of service delivery that affect child health.
MAJOR DUTIES AND RESPONSIBILITIES:
A. Program Coordination and Project Management
(50% of time)
1. The incumbent serves as an Agreement Officer’s Representative/Contracting Officer’s Representative (AOR/COR) and/or activity manager for awards involving child health services including immunization. S/he will work with agencies of the Government of Tanzania (GoT) such as the MOHSW and its programs (e.g. Immunization and Vaccines Development Unit, Reproductive and Child Health Section, National AIDS Control Program, National Malaria Control Program, National Results Based Financing Technical Working Group) on Tanzania Mainland and Zanzibar, as well as other Ministries (e.g. Prime Minister’s Office of Regional and Local Government (PMO-RALG) and its network in the field) to develop annual partner work plans in line with agreed upon health goals, approaches, and results framework. The incumbent:
a. Provides technical, strategic and management leadership in service delivery programs for USAID across its implementing partners to ensure successful implementation of annual work plans in line with national health strategies and policies and with the agreed upon EPCMD and AfG goals.
b. Ensures adequate oversight and monitoring of the integrated service delivery platforms. Proper data collection and knowledge management of integration strategies in service delivery will allow for improvement of program performance both across funding streams and inclusive of facility to household programming.
2. The incumbent ensures program monitoring by active engagement in routine field visits, regular review of results, coordination of evaluations to characterize program outcomes and impact.
a. Support project evaluation and implementation research through designing components of evaluations, assessments and studies related to results based financing and quality of care in service delivery (including measures of respectful care and promotion of women’s right to care).
b. Ensure adequate dissemination within USAID and with representatives of the GoT (e.g. MOHSW, TACAIDS and PMO-RALG) and other donor partners.
3. The incumbent keeps abreast of and collaborate with other USAID programs and global initiatives, such as the Global Financing Facility, related to increasing the evidence base of best practices on service delivery improvement through results based financing, drawing on mature understanding of the international evidence.
4. The incumbent provides management support as AOR to the programs carried out by the Implementing Partners such as development of work plans, approval of budgets, monitoring of pipelines and expenditures, review of quarterly reports, and preparation of necessary documents for timely obligation of funds.
5. In support of program monitoring and evaluation, the incumbent ensures that Child Health activities are implemented in a timely and high quality manner, including implementation of evaluation plans and timely dissemination of reports, so that findings can serve to improve the quality of MNCH programming.
B. External Representation
(25% of time):
1. The incumbent serves as a senior-level USG representative at the cross-roads of service delivery support by USAID partners and the implementation of the national Results Based Financing program as it unfolds at the local government level (efforts are intended to result in acceleration of the roll out of this national approach).
2. The incumbent serves on other relevant technical working groups – newborn care, immunization and vaccines, PMTCT, etc. to represent USAID and understand EPCMD and AfG implementation needs.
3. The incumbent assists in fostering open collaboration and coordination among GoT implementation partners and other stakeholders on key areas related to smart integration, including research, programming, and policy.
C. Technical Leadership
(25% of time)
· The incumbent keeps abreast of current health issues on vaccines as well as maternal, neonatal and child health within service delivery sites, as well as in community and outreach settings.
· S/He works closely with IVD Unit as well as other units of the Reproductive and Child Health Section (RCHS) of the Ministry of Health and Social Welfare (e.g. IMCI, Safe Motherhood, family planning, PMTCT) to interpret and advise the Mission on implications and implementation options for maternal, neonatal and child health program development and implementation.
· S/He represents USAID/Tanzania at meetings with implementing partners, donors, government, USG agencies, and international and local partners.
· The incumbent participates in consultative, advisory, strategic, and planning responsibilities within the Mission, USAID/Washington and Government of Tanzania institutions.
· The incumbent works with GOT officials at all levels to sustain advances in vaccine preventable diseases as well as to catalyze MNCH mortality reduction in the national health agenda. Coordinate activities to assist the GOT and the Mission to facilitate the use of information from all levels of the health system for the purpose of shaping policy and influencing Mission resource allocation decisions.
D. Other duties as assigned
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.
1. Education:
Master’s degree in Medical with pediatric specialization, public health or international health, with pediatric focus is required.
2. Experience:
Minimum of 10 years of experience managing reproductive health, maternal newborn and child health (MNCH), and/or HIV/AIDS child health programs in public, private, or NGO sectors. At least four years of experience designing, implementing and managing Immunizations and Vaccines Development (IVD) programs. Minimum of four years of experience overseeing rigorous monitoring of facility and/ or community based service delivery of child health programs, including use of implementation research design to strengthen program outcomes. Special expertise in newborn health as well as immunization and vaccines is required.
3. Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities:
Strong computer skills including Google (Gmail, etc.), PowerPoint, Excel, Word, data analysis tools (e.g. SPSS) and other relevant software. Strong interpersonal skills and coordination skills with an ability to work in diverse teams across agencies. S/he must be willing to travel domestically and internationally when required and must be able to work under pressure is required. (This will be tested)
5. Job Knowledge:
Strong understanding of the Tanzanian national health system, especially of the decentralized system of service delivery implementation with demonstrated ability to influence program policy and operational decisions, based on previous experience in host country child health or IVD programs is required.
SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.
HIRING PREFERENCE ORDER:
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.
** This level of preference applies to all Foreign Service employees on LWOP.
ADDITIONAL SELECTION CRITERIA:
1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).
Application Instructions:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age(below compulsory retirement age), disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs. The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
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Management Specialist (Water, Sanitation and Hygiene (WASH)
US Embassy Tanzania
Date Posted: Apr 11, 2016
Application Deadline: Apr 25, 2016
Position Description:
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Project Management Specialist – WASH at the United States Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
The Project Management Specialist (Water, Sanitation and Hygiene (WASH) manages projects and activities in support of Economic Growth (EG) in Tanzania and is responsible for overseeing the implementation of USAID/Tanzania’s high visibility integrated programing by supporting and contributing to Tanzania’s priority agenda of the development and application of harmonized WASH sector wide guidelines, in keeping with USAID/Tanzania’s Country Development and Cooperation Strategy (CDCS), the Tanzania National Poverty Reduction Strategy (MKUKUTA), Big Results Now (BRN) and other relevant initiatives under the water sector development frameworks. The incumbent provides a full range of expert WASH and Water Resources Management (WRM) advice and analytical and technical support to the EG Office; promotes knowledge management by exchange of knowledge, information, situation analysis, experience or lessons learned; promote knowledge sharing and technical input or recommendations on major program directions and on introduction of new initiatives in the country; and liaises with other Mission programs to identify linkages and synergies in programs. S/he develops internal Mission documentation supporting project planning and implementation, such as Action Memoranda, Operational Plan, Performance Reports, and others. S/he also monitors, manages, and ensures that deliverables are received from project contractors.
MAJOR DUTIES AND RESPONSIBILITIES:
Program Coordination Management
(50% of time)
1. The Specialist manages an array USAID supported WASH / Water resources management projects in support of Tanzania’s WASH/ Water sector development programming and related cross-cutting policy and legal framework in relation to USAID’s Environment and natural resources management programming; S/He interacts with mission, other development partners international and local NGOs, community based organizations/civil society organizations and other stakeholders to advance program objectives. The specialist undertakes field visits, monitors implementation, prepares status reports and recommends remedial measures to any identified issues. Tracks and assesses activities for their progress toward results by reviewing, analyzing and commenting upon reports, and by periodic inspections at activity sites. Evaluates content of reports submitted with determinations and findings from site visits. Determines the corrective action to be taken to achieve results, and ensures grantees/contractors take the necessary steps. The position holder serves as the Contracting Officer’s Representative (COR) or Agreement Officer’s Representative (AOR) for specific activities’ Cooperative Agreements, Contracts, Grants and other activities within the NRM-EG portfolio. Participates as a USAID/Tanzania representative in technical and programmatic meetings with in-country and international activity coordinators and examines the robustness of development hypothesis and impact of projects on results. Provides technical direction to grantees and contractors, and instructs and authorizes grantees to undertake courses of action related to their activities.
2. Incumbent is responsible for project design and management; develops results framework during project design through identification of outputs needed to achieve purpose and goal level results. Develops performance standards; organizes outputs into projects and identifies financial needs and tracks expenditures. Maintains close contact with grantee, contractor personnel and home offices and provides administrative oversight of grantees and contractors to ensure compliance with the terms of agreements. This includes approval of work plans, reports and commodity procurement and disposition plans.
3. S/He formulates program evaluations, sector specific project analysis/assessment, and proposes adjustments to programs in order to satisfy both host government environment and natural resources community based development agenda and USAID/Tanzania objectives. Undertakes systematic analysis of program progress through identification of the key purposes of and issues covered on the program level semi-annual Portfolio Reviews focusing on program-level, project-level and operational issues and determine if the program is “on-track” and recommend appropriate actions. Using the program Results Framework as an important tool for conceptualizing and testing the validity of the transformational development hypothesis, the incumbent conducts periodic assessment to shows how results are being achieved.
4. Provides financial oversight of grantees and contractor including: monitoring budgetary provisions and ensuring the timely disbursement of funds for planned activities, reviewing expenditure reports and vouchers for legitimacy of expenses claimed, tracking expenditures against availability of funds, providing administrative approval of advance and liquidation reports; ensuring consistency of expenses with the terms of grant agreements; liaising with Controllers Office on audit requirements and follow-up. The incumbent is a signatory to authorization of requests for advance and liquidation, and is responsible for ensuring that activities progress according to established work plans. Coordinate and communicate regularly on technical and programmatic issues salient to the Specialist’s activity management needs as well as the overall NRM-EG Program. Provides technical advisory services on WASH and WRM to USAID leadership and other partners. Identifies and submits projects due for audit, and remains fully engaged in the audit process, ensuring that grantees/contractors take recommended actions to rectify audit discrepancies.
5. S/He has the overall responsibility for management of the program’s Performance Management Plan (PMP) to obtain systematic feedback as part of assessing and learning, and eventually planning how and when information will be obtained. The incumbent develops and puts in place the appropriate systems to ensure adequate information flow between projects and the program to enable ongoing decision-making to meet annual performance reporting. Works with grantees and contractors to develop effective performance monitoring plans to measure progress toward results and provides technical oversight and instructions for performance monitoring systems for tracking of performance indicators at program area, program elements and sub-elements levels. Supervises and participates in periodic evaluations of activities, provides direction to evaluation teams, drafts and/or approves Scopes of Work for evaluations.
6. The incumbent takes the lead in interacting with senior and mid-level host government officials from the sector line ministries of water, natural resources and environment to solicit GoT buy in and support of USAID Program and approach; builds and maintains relationships with government and private sector officials, and works to build consensus on critical policy and/or programmatic issues, and resolve conflicts or problem areas.
7. Drafts and circulates implementation letters and action memoranda, and processes other contractual and grant funding documents. S/He works with Mission Agreements & Contracts Office and other appropriate offices to ensure effective processing of documents to expedite program implementation.
8. Ensures completed activities are appropriately closed-out including submission of final reports, liquidation of outstanding advances and disposition of commodities.
Program Management
(35% of time)
1. Participates on mission’s working groups and committees formed from to time to time and charged with responsibilities including but not limited to: Activity Selection (responsible for contributing to preparation of the necessary project documentation leading to soliciting, evaluating and recommending activities for funding); Performance Monitoring (development of activity performance indicators and providing oversight for tracking progress based on these indicators; preparation of performance monitoring reports); Activity Design (design of new and/or follow-on activities).
2. The Specialist requires and applies in-depth WASH / water resources management knowledge and analytical skills to ensure technically sound and effective implementation of USAID/Tanzania WASH Program. Maintains and implements Program information sharing strategy. Serves as point person and Provides technical inputs into mission’s sound and effective implementation of USWASH / WRM programing by managing various publicity tools for the program.
3. Specialist is well versed with both the local and international context of Tanzania water sector development and planning.
4. Works with Government authorities and partners to identify capacity development needs and objectives and to design, plan and organize capacity development strategies and interventions for the purpose of program strengthening, ownership and sustainability.
Contacts and Representation
(15% of time)
1. As may be required from time to time, maintain contact and collaborative relationships with: mid- to senior-level officials of Tanzanian institutions; local and locally-based environmental Public Voluntary Organizations (PVOs) and Non-Government Organizations (NGO); and donor organizations involved in WASH and water resources management. Coordinates and communicates regularly on technical and programmatic issues salient to the Specialist activity management needs as well as the overall EG Program.
Remains current on the activities of partner organizations, briefs partners on Program activities, and ensures that all relevant information is shared among partners and other stakeholders. Reports to Office and USAID/Tanzania on the progress of activities and represents EG Team to other Mission Programs to ensure effective linkages and coordination is maximized and program linkages and synergies are explored and captured. The incumbent represents EG Program in workshops, conferences and other forum.
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.
1. Education:
The multidisciplinary nature of the position requires a Minimum of a graduate Master’s Degree/ MSc in one or more of the following fields: Water resources management, Water Hydraulics Engineering, Public Health Engineering, Environmental management, Natural resources management, rural development, or closely related field is required.
2. Experience:
Minimum of 5 years of progressively responsible professional-level experience in an area (s) related to strategy and policy development, program design, coordination and management in WASH and WRM related natural resource management fields. Experience in USG project management precepts is required.
3. Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities:
Ability to use a personal computer for word processing and document presentation is required. (This will be tested).
5. Job Knowledge:
Must have a thorough professional knowledge of WASH and Water sector programs, policies and trends in Tanzania is required.
SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.
HIRING PREFERENCE ORDER:
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.
** This level of preference applies to all Foreign Service employees on LWOP.
ADDITIONAL SELECTION CRITERIA:
1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY: applicants must submit the following documents to be considered:
1. Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, (see “For Further Information” above); and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, Resident/Work Permit.
IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).
Application Instructions:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age(below compulsory retirement age), disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs. The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
Appendix A – DEFINITIONS
For more information Interested candidate should visit and apply online through
http://tanzania.usembassy.gov/job_opp3.html
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