Project Management Assistant (Budget) at United States Agency for International Development (USAID)

United States Agency for International Development (USAID) is the world’s premier international development agency and a catalytic actor driving development results. USAID’s work advances U.S. national security and economic prosperity, demonstrates American generosity, and promotes a path to recipient self-reliance and resilience.

We are recruiting to fill the position below:

Job Title: Project Management Assistant (Budget)

Solicitation No.:72062024R10013
Location: Abuja, Nigeria with possible travel as stated in the Statement of Duties.
Eligible Offerors: Open to Cooperating Country Nationals (Nigerian Citizens and Permanent
Residents).
Seuciry Level Required: CCNPSC Clearance.
Period of Performanc: Five (5) years renewable, estimated to start o/a June 2024.

Statement of Duties
General Statement of Purpose of the Contract:

• The USAID Project Management Assistant (Budget and Administration) (the “Assistant”) is located within the HIV/AIDS & TB (HAT) Office and reports to the USAID Project Management Specialist (Budget).
• The Assistant supports the preparation and monitoring of budgets for the HAT Office portfolio, a large portion of which includes the President’s Emergency Plan for AIDS Relief (PEPFAR) funds.
• The Assistant also supports HAT Office and other Mission colleagues related to all budget and financial components of the HAT Office portfolio and liaises closely with the PEPFAR team in USAID/Washington on PEPFAR-funded activities.
• The Assistant plays a key role in coordinating budget planning, monitoring, and reporting for the HAT Office and coordination with Mission operations offices – Office of Financial Management (OFM), Executive Office (EXO), and Office of Acquisition and Assistance (OAA).
• S/he provides other operations and management support to the HAT Office including leading office-wide travel planning and coordination of field trips, conferences, and VIP visits.
• In addition, the Assistant serves as a key resource for the USAID award system, Global Acquisition and Assistance System (GLAAS).

Statement of Duties to be Performed
Budget and Financial Management: (40%)

• Assists the USAID Project Management Specialist (Budget) in guiding the HAT Office in preparation of annual and multi-year office budgets and ensuring program budget planning and development is aligned with Mission strategy, PEPFAR guidelines, and cross-cutting priorities.
• Provides the appropriate fiscal data to be used for new and existing projects.
• Supports the HAT Office on budgeting issues and pertinent regulations that apply to the use of USAID funds by source, type, and duration.
• Works with the PMS (Budget) to ensure health program budgets adhere to agency requirements, (adequate documentation, forward funding compliance, adherence to earmarks, initiatives, directives, and budget guidelines).
• Updates uncommitted balances regularly and provides support to the PMS (Budget) and HAT Office management on the use of un-sub-committed balances for new or ongoing activities.
• Tracks obligations, outlays, accruals, and pipeline and ensure their conformity to action plans, budgets, and U.S. regulations, as well as PEPFAR guidelines.
• Compiles budget information, project obligation materials and budget scenarios in conjunction with the Office of Financial Management (OFM).
• Coordinates closely with the USAID/Washington and interagency PEPFAR team on budget planning and monitoring of PEPFAR-funded activities.
• Analyzes existing financial data, including pipelines, disbursements, accruals, and forecasted expenditures to inform the budget formulation process.
• Develops the annual calendar of budget actions that will ensure effective management of the budget. Supports the use of budget tools and practices within the HAT Office.
• Prepares field support budget requests, in coordination with the Technical Teams.
• Develops and/or edits obligation documents, action memos, waivers and other documents needed for budget decisions and actions.

Portfolio Administration and Operations (35%):

• Serves as HAT Office subject matter expert (SME) for GLAAS. Initiates GLAAS requisitions for new and active awards, advises Contracting Officer’s Representatives/Agreement
• Officer’s Representatives (COR/AORs) and others on the requirements of GLAAS entries, provides technical guidance on Solving errors and GLAAS updates.
• Tracks COR/AOR certification status for HAT Office.
• Supports preparation of and management of activity approval documentation.
• Updates the procurement plan and liaises with the Office of Acquisition and Assistance (OAA) to track completion of actions.
• Provides operational, financial, administrative, and logistics support to the HAT Office, actively coordinating with OFM, EXO, and OAA.
• Drafts correspondence on behalf of team leadership to external stakeholders.
• Leads office-wide travel planning and coordination of field trips, meetings, and VIP visits in close coordination with USAID operations offices.

Reporting (25%):

• Coordinates HAT Office contributions to a variety of plans and reports, including PEPFAR Country Operational Plan (COP), Congressional Budget Justification, Mission Resource Request (MRR), and Performance Plan and Report (PPR).
• Supports the PMS (Budget) to ensure timely implementation of budget and expenditure reporting to PEPFAR and to Government of Nigeria.
• Provides guidance to implementing partners and HAT staff on expenditure reporting process and systems.
• Collaborates with USAID/Washington on collection of expenditure reporting data and dissemination of data analytics.

Supervisory Relationship:

• Immediate supervision is from the HAT Office Project Management Specialist (Budget).
• The immediate supervisor provides the required guidance and mentoring on technical and managerial performance.
• Supervisor makes assignments by defining objectives, priorities, and deadlines, and assists the employee with situations that do not have clear precedents.
• The employee plans and carries out the successive steps and handles problems and deviations in accordance with instructions, policies, previous training, or accepted practice; work is evaluated for technical soundness, appropriateness, and conformity to policy requirements.

Supervisory Controls:

• Position is non-supervisory.

Physical Demands:

• The work requested does not involve undue physical demands.

Minimum Qualifications Required for the Positions
Educational Qualification:

• Minimum of College/University studies or local equivalent in Financial Management, Business Administration, Accounting, Project Management, Economics, Statistics, Computer Science, Public Health, Public Administration, or related field is required.

Prior Work Experience:

• A minimum of three years of progressively responsible work providing budget and administrative support to development programs is required.
• At least one year must be related to preparing and/or monitoring development project budgets and expenditures.
• Experience with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions implementing development programming is required.

Language Proficiency:

• Level IV fluency in both oral and written English is required.

Job Knowledge:

• Demonstrated knowledge of statistics, accounting and/or budgeting practices and procedures.
• Practical knowledge of business correspondence, data management, and project management.
• Familiarity with USG programs, policies, and regulations, and a familiarity with the issues related to HIV/AIDS interventions in the host country.

Skills and Abilities:

• Demonstrated knowledge of administrative and financial management, and budgeting are required.
• Computer proficiency, including skills with Microsoft Excel, spreadsheet development and management, and electronic filing.
• Attention to details and ability to ensure accuracy of documents, analyses, and reports.
• Good interpersonal skills, including ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with a variety of internal and external points of contact.
• Ability to work effectively in a team environment and coordinate well with others.
• This position requires the ability to exercise flexibility and prioritization skills to be able to accept and react to evolving planning and implementation contexts.
• Ability to exercise sound judgment and take initiative.

Evaluation and Selection Factors

• The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1.
• The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c).
• In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers.
• The FAR provisions referenced above are available at: https://www.acquisition.gov/browse/index/far.
• Offerors that meet the minimum requirements, as outlined in this solicitation, will be evaluated, and ranked based on the following adjectival evaluation criteria and characte

Evaluation Criteria / Adjective Definition
Exceptional:

• A comprehensive and thorough application of exceptional merit.
• Offeror meets and fully exceeds the Government expectations and presents a very low risk or no overall degree of risk of unsuccessful contract performance.
• Strengths significantly outweigh any weaknesses that may exist.

Very Good:

• An offeror demonstrating a strong grasp of the requirements of the position.
• Offeror meets position requirements and presents a low risk of unsuccessful contract performance.
• Strengths significantly outweigh any weaknesses that exist.

Satisfactory:

• An offeror demonstrating a reasonably sound application and a good grasp of the position requirements.
• Offeror meets position requirements and presents a moderate risk of unsuccessful contract performance.
• Strengths outweigh weaknesses.

Marginal:

• The offeror shows a limited understanding of the requirements.
• Offeror meets some or most of the position requirements but presents a significant risk of unsuccessful contract performance.
• Weaknesses equal or outweigh any strengths that exist

Unsatisfactory:

• The offeror does not meet the position requirements.
• Presents an unacceptable degree of risk of unsuccessful contract performance.
• Deficiencies and significant weaknesses demonstrate a lack of understanding of the Government’s needs.
• Weaknesses and or deficiencies significantly outweigh any strengths that exist.

Market Value

• $31,148 to $48,278 equivalent to FSN-09; 40 Hours per week in accordance with AIDAR Appendix J and the Local Compensation Plan of United States Mission, Nigeria (Effective April 21, 2024). Final compensation will be negotiated within the listed market value.
• Salary and allowances are denominated in US dollar and paid in Naira at the prevailing U.S. Embassy exchange rate. Continued US dollar denomination and payment of LE Staff compensation is subject to renewal and approval by the Secretary for Management via PID (public interest determination).

Benefits

• Allowances
• Paid Leave (annual and sick leave)
• Health Insurance
• Annual Bonus

Application Closing Date
Open Until Filled.

How to Apply
Interested and qualified candidates should complete and submit the following document to: abujahr@usaid.gov using the Solicitation number as the subject of the email.

Application Documents

• Eligible Offerors are required to complete and submit the following:
  • AID 309-2. (Offeror Information for Personal Services Contracts with Individuals)
  • Cover Letter/Letter of Interest
  • Current Resume
  • Copy of Degree Certificate

Note

• Offeror submissions must clearly reference the Solicitation number on all offeror submitted
  documents.
• Applications will be reviewed every two weeks. Applicants are strongly encouraged to apply early.
• Once the position has been filled, the solicitation will be closed.