DATE: March 17, 2017
TO: All Interested Candidates
FROM: United States Agency for International Development, Regional Mission for Ukraine, Belarus and Moldova (USAID)
SUBJECT: Job Opportunity Announcement # 8, USAID/Moldova
POSITION TITLE: DEVELOPMENT PROGRAM ASSISTANT
POSITION TYPE: FSNPSC – 40 hours per week
POSITION GRADE LEVEL: FSN-8
ENTRY GRADE LEVEL: FSN-7 (Until the incumbent will successfully complete all mandatory USAID trainings and reach the full performance level of the position)
OFFICE LOCATION: USAID/Moldova, Chisinau
OPENING DATE: March 17, 2017
CLOSING DATE FOR APPLICATIONS: March 31, 2017 at 6:00 PM Chisinau time
APPLICATION AND SELECTION PROCESS: Interested applicants should e-mail their current résumé and letter of interest in English to the USAID Human Resources Unit at KyivVacancies@usaid.gov.
The United States Agency for International Development (USAID) Regional Mission to Ukraine, Belarus, Moldova and Cyprus is an equal opportunity employer.
Note: Only those applications that are received in the Human Resources Unit before the closing date will be eligible for consideration. Applications and letters that are inadequate or incomplete will not be considered. Only those applicants who are selected for interviews will be contacted.
Initial screening will be based on the curriculum vitae or résumé and letter of interest. Best qualified applicants who meet minimum requirement will be invited for an interview and test.
BASIC FUNCTION OF POSITION
USAID/Moldova’s Program Office coordinates overall country level strategic planning, budgeting, monitoring and evaluation, reporting, and communications and outreach for USAID activities in country. It also provides a full menu of support services to the Mission’s technical offices and front office.
The incumbent serves as the Program Development Assistant within the Program Office. She/he will work under the direct supervision of the Mission’s Assistant Director, who also serves as the Supervisory Program Officer and will collaborate closely with the rest of the Program Office team to help achieve the Office’s objectives.
The incumbent should possess a strong command of office priorities and independently identify opportunities to improve upon existing office-wide systems and processes, and pro-actively suggest modifications to systems as needs and requirements shift. The incumbent should also proactively suggest and implement actions to improve morale across the office and broader Mission.
S/he should have strong communication and interpersonal skills, be able to manage time and workloads efficiently and fairly. She/he should always act with integrity to accomplish work objectives and demonstrate USAID’s core values of Passion for Mission, Excellence, Integrity, Respect, Empowerment, Inclusion, and Commitment to Learning.
MAJOR DUTIES AND RESPONSIBILITIES
Program Development Support (50%)
The Program Development Assistant will provide a wide variety of services to support the design, implementation, monitoring, and evaluation of USAID’s development programming. These services will include:
- Assists in the preparation of internal and external reports and other documents for the office and broader Mission.
- Responds to requests for information and taskers regarding USAID/Moldova programs from within and outside the Agency.
- Attends internal (and, as needed, external) meetings and acts as a note-taker. Distributes clear notes after meetings in a timely manner.
- Collects indicator data and other information needed for project evaluations and other reporting functions.
- Uses the Department of State/USAID Facts Info reporting system to meet Mission reporting requirements.
- Uses USAID’s GLAAS procurement system in support of the Mission’s acquisition and assistance needs.
- Assists with the planning and carry-out of events, such as meetings, receptions, site visits, and so forth.
- Assists with the development and utilization of a Geospatial Information System on USAID’s activities in Moldova.
- Conducts basic data analysis and developing spreadsheets, databases, graphics, charts and other media with information related to USAID’s activities, presentation media, and copy editing.
- Gathers budget and financial information and enters budget figures into agency systems, including OPS Master and the Phoenix.
Administrative and Operational Processes Support (50%)
The Program Development Assistant will provide a wide variety of administrative and operational support services to the Program Office, and at times to the broader Mission. These will include:
- Manages all aspects of office correspondence and documentation; cables, memoranda, letters and reports; drafts routine, non-technical letters; ensures outgoing correspondence is properly formatted, checks for typographical errors, spelling, grammar and punctuation.
- Translates correspondence and other documents from English into Romanian or vice versa.
- Provides basic interpretation for non-official conversations.
- Devises and implements a program documentation tracking system(s) and coordinates clearance and routing procedures.
- Maintains supervisor’s calendar and provides other logistical support.
- Tracks/coordinates time and attendance reporting requirements for the office.
- Develops and maintains a list of contacts (with relevant contact data) for the Office.
- Supports staff travel by processing electronic country clearance requests, making travel arrangements using the agency’s travel system (E2), troubleshooting E2 issues, and facilitating office travel approval processes
- Ensures that transitions to new office staff are comprehensively planned for and administrative matters are planned in advance.
- Provides secretarial backup support on as-needed basis, during vacations and absences of other USAID/Moldova Program Management Assistants, Administrative Assistants, and/or Secretaries
- Registers and escorts visitors to the Mission.
- Performs other tasks and duties as assigned by the supervisor and/or senior management.
a. Education: This position requires a college or university studies in administration, social science and other relevant studies is required.
b. Prior Work Experience: Three to five years of progressively responsible, professional-level experience in development assistance or program management is required.
c. Post Entry Training: On-the-job training in USAID-specific programs and procedures. GLAAS Certification and other required training opportunities will be provided as necessary.
d. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Level IV English ability is required, as well as fluency in Romanian and Russian.
e. Job Knowledge: Computer literacy is essential, including competence in word processing and spreadsheet programs. Knowledge of USAID systems is desirable to accelerate attainment of performance requirements. Proficiency in the use of other office equipment, including multi-line telephone systems, scanners, copy and fax machines is required. Current knowledge of the structure, operating principles and practices of western government agencies and private sector organizations is desired. Good knowledge of host country objectives, priorities and resources is desirable. Knowledge of operating entities and personnel in the Government of Moldova and the roles of those entities and higher-level staff members are major pluses, as is similar knowledge of the other countries covered by the Mission. Familiarity with the operation of U.S. federal and/or state development assistance programs and procedures is desirable.
f. Skills and Abilities: Ability to plan, manage/prioritize and complete tasks assigned from various sources is required. Skills to properly organize and present written or oral reports are required. Ability to coordinate contacts with all high- and mid-level host country and contractor representatives as well as the leaders of non-government organizations and other donors is also required. Ability to work independently with minimum supervision is vital. Ability to understand and to effectively explain USAID roles, objectives and procedures is essential. Ability to communicate effectively, both orally and in writing, is required. Ability to write clearly and concisely in English is necessary for this position.
a. Supervision Received: The incumbent is expected to work independently, receiving only general guidance from the SPO and office staff.
b. Supervision Exercised: None.
c. Available Guidelines: In addition to written or oral instructions from the SPO and Program staff, guidelines consist of ADS, Mission Orders, and Embassy management notices.
d. Exercise of Judgment: Professional level of judgment and initiative are required to respond to inter-office, inter-agency, and inter-government activities. Sound judgment is required to deal effectively with high- and mid-level host government officials. Judgment to anticipate and identify office needs related to program and administrative support is important. Incumbent is also required to use sound judgment in dealing with contractors and members of the general public.
e. Authority to Make Commitments: None.
f. Nature, Level, and Purpose of Contacts: High- and mid-level host country and contractor representatives as well as the leaders of non-government organizations and other donors.
g. Time Expected to Reach Full Performance Level: One year.
APPLICATION AND SELECTION PROCESS:
Interested candidates in order to apply for this position must submit in English:
- Current résumé or curriculum vitae and a letter of interest;
- Mandatory Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174).
A résumé or curriculum vitae must contain three to five references with current contact information. The Technical evaluation committee shall consider the past performance information obtained from the reference checks in scoring past performance. It is therefore recommended that the applicant alerts the contacts that their names have been submitted and that they are authorized to provide past performance information when requested.
A letter of interest must describe what the applicant understands to be the key responsibilities of the position and highlight the applicant’s qualifications, skills, attributes and past experience to demonstrate suitability for the position and how the applicant meets the requirements of each of the evaluation criteria described above. The letter of interest may be considered as a writing sample and should not exceed three (3) pages using standard font (12) Times New Roman.
Last updated: March 14, 2017