MAJOR DUTIES AND RESPONSIBILITIES:

A. Program/Activity Management Support 25%

• Supports the Mission’s biggest office of over 50 persons and specifically, provides administrative and program support for an overall portfolio of over $150 million annual budget;
• Supports CORs/AORs/Activity Managers in the management, monitoring, and evaluation of program/project/activity implementation. Regularly collects, monitors, and interprets performance data to strengthen project activities. Prepares status reports, and provides information on progress in achieving outputs, objectives, and results for office activities;
• Provides support in conducting family planning compliance visits to ensure that all health facilities are in compliance with agency family planning requirements. Compiles and submits reports upon return to the HPN leadership on all key findings;
• Provides administrative support to the team for PEPFAR’s Site Improvement through Monitoring System (SIMS) activities, Data Quality Assessments, and other routine site visits to oversee and support implementing partner performance;
• Supports A/COR/Activity Managers in drafting property disposition implementation letters and works closely with the Executive Office to ensure smooth property disposition to recipients. This shall include conducting verification of USAID procured assets reported in disposition plans at contract close-out;
• Provides support during operational planning periods for both PEPFAR and non PEPFAR programs;
• Serves as Alternate AOR and/or Activity Manager as assigned

B. Administrative Support 60%

• Serves as the team’s principal coordinator for the online voucher system ‘E2.’ Takes lead in preparing travel documents and finalizing travel arrangements through the E2 system, and preparing travel vouchers;
• Coordinates and develops a travel plan for all HPN staff on a yearly basis and makes sure that it is always up-to-date. This includes trainings, conferences and workshops;
• Assists in making travel arrangements for all in-country and Washington invitational and TDY travelers. This shall include preparing invitational travel memos and ensuring that all travelers have the necessary paperwork including country and security clearance before arrival and departure;
• Completes documents related to program planning, implementation, and management, including GLAAS documents, trip reports, etc;
• Coordinates and takes minutes at meetings and conferences, and assures that obligations and commitments agreed to in the meetings are upheld and that deadlines are met; and, prepares oral and written summaries on request;
• Coordinates with the Office of Security to obtain necessary security clearances and appropriate identification for contractor personnel and TDY personnel. Monitors contractors’ and TDY compliance with security specifications;
• Manages calendars of the HPN Office Director and Deputy Directors,, sets up appointments at own discretion and provides appropriate background information for meetings. Provides other administrative support to the office Director and Deputies as requested;
• Prepares visitor access requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist them;
• Provides web TA support as necessary, assists incoming personnel with check-in procedures and departing personnel with check-out procedures;
• Creates and updates electronic administrative trackers such as Mission and Embassy TDY trackers, assists in developing and updating office charts, and prepares other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements prior to submitting for signature.
• Manages the HPN Team calendar, especially for Office or Mission-wide and Embassy events including ‘Look Ahead’ planning. The job holder shall ensure that team members are informed of all calendar events and any changes accordingly;
• Maintains shared working subject files on Google drive, project and program files consistent with HPN team needs. Determines the most appropriate filing for documents in accordance with the ADS and updated handbooks. Maintains a list of files kept by the HPN team by subject and location. Develops and maintains filing systems and ensures accuracy, security and consistency of files. Regularly updates his/her knowledge of USAID Record-keeping procedures and regulations, and keeps the team informed of changes;
• Leads in determining actual and projected needs for office equipment and supplies;
• Leads in preparing leave plans for the HPN team. Reviews and updates the plans accordingly in line with changes ensuring that all gaps on office and activity coverage are noted and communicated;
• Attends internal HPN team and partner meetings as needed. Notes administrative and program support decisions or commitments made and actions assigned;
• Drafts reports and other correspondences as requested by the team members including the Office Director and Deputy Office Directors;
• Organizes, coordinates, and provides logistical support for meetings and conferences for staff members. This shall include scheduling appointments within and outside USAID offices, Government of Malawi, Donors and USAID partners, Country Representatives, Chiefs of Party, and ensures that Office Chiefs and /or other team members are briefed or provided with proper background material for the meetings;
• Develops and maintains rosters for the team, including rosters for chairing HPN all staff team meetings;
• Ensures operation of shared office equipment by calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques;
• In consultation with the Team members, drafts and monitors clearance of project implementation documents covered by guidelines or precedents. Reviews previous implementing letters to determine specific information needed;
• Summarizes information in written and oral form for use by coworkers and superiors, as appropriate.
• Ensures that Mission Orders are followed, specifically related to administrative issues, clearance processes and protocols with Embassy Lilongwe;
• Makes periodic refresher presentations to the team on all administrative matters and ensures that all new updates are communicated accordingly to the team. This includes any updates on travel and filing;

C. Documentation & Correspondence 15%

• Assists in drafting and preparing action memos, briefing documents, talking points, correspondence, meeting notes, and other materials;
• Works with other Assistants (and others) to organize field trips, conferences, and seminars, and to ensure maximum participation by target audiences, providing translation and interpretation as needed;
• Contributes to written reports reflecting an understanding of assigned areas of responsibility, and that document that a wide variety of sources and points of view have been consulted in undertaking analyses and in drawing conclusions;
• Supports preparation of oral and written briefings for other staff members;
• Prepares procurement/petty cash requests;
• Leads in ensuring quality control over all outgoing correspondence including memos and letters and maintaining document control log for tracking all documents entering and leaving the office;
• Directing correspondence in accordance with team standards and guidelines;
• Opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters;
• Assists project officers and advisors in following up clearance of project documents or delayed documents through Mission and host government channels. Responds to factual questions about clearance and processing requirements.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a. Education:
At least two years of full-time post-secondary study (or the equivalent hours spread across a part-time study period) at college or university in business administration, project management, or a closely related field in business administration, project management, or a closely related field.

b. Prior Work Experience:
Minimum of three years of progressively responsible administrative and project management assistance, with writing, office management, and administration responsibilities. At least two years of this work experience should be with local and/or international organization;

c. Post Entry Training:
A candidate new to USAID will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management).

d. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Level IV (fluent) English and Chichewa ability is required.

e. Job Knowledge:
The job holder should be familiar, or able to quickly become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The job holder should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

f. Skills and Abilities:
The job holder must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The job holder must be proficient in using the Internet and E-mail.