Cooperative Agreement Specialist

CLOSING DATE OF THE POSITION: September 13, 2013

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION. 

The US Embassy is seeking an individual for the position of Cooperative Agreement Specialist at the Centers for Disease Control and Prevention.

BASIC FUNCTION OF POSITION 

The Cooperative Agreement Management Specialist reports to Public Health Administrative Management Specialist (Extramural Management Team Lead) and serves as a senior advisor to the CDC Management Team on all fiscal and administrative elements of cooperative agreements managed by CDC. Job holder is the primary contact with the USG/CDC-funded implementing partners on administrative and financial matters associated with cooperative agreements and is responsible for facilitating PEPFAR/CDC partner compliance with USG requirements for collaborative agreements. 

MAJOR DUTIES AND RESPONSIBILITIES:25%

1. With technical assistance from the Extramural Management Team Lead, job holder facilities PEPFAR partner organizations’ compliance with USG requirements for collaborative agreements. Job holder develops and monitors cooperative agreements/contracts, tracks financial expenditures against partner organizations’ progress towards meeting program-specific planning and reporting requirements. Job holder actively assists program staff with the review of Country Operational Plan proposals, periodic reports and annual work plans by implementing partners (with eye on annual budget planning and execution issues). Job holder liaises with HHS funded local and international NGOs in Tanzania and HHS funding agencies to facilitate optimal coordination, performance and management of resources. Serves as a primary in-country point of contact with the USG/CDC funded implementing partners on administrative and financial matters associated with CDC and HRSA Cooperative Agreement activities (currently 41 cooperative agreements, 5 year awards, total of more than $100 million dollars a year with projected complexity under PEPFAR). Duties include communicating with CDC/Atlanta’s Procurement and Grants Office (CDC/PGO) and Atlanta-based project management officers (CDC/GAP Extramural team, Financial Management Officer, and Payment Management System Representative) on issues related to the administration of these agreements, developing and maintaining budget tracking and monitoring systems, monitoring cooperative agreement recipients for progress towards approved goals and objectives regarding administrative and financial issues, proper expenditure documentation and control practices, and the timely submission of all required financial and other reports. Duties require close coordination with PEPFAR senior technical staff and technical advisors responsible for technical aspects of these specialized projects. In this position, the incumbent serves in a liaising capacity with the relevant coordinating units of the government’s Ministries; receiving their queries and either responding directly based upon knowledge and previously issued guidance or triaging their requests for appropriate response and action to the relevant staff member as necessary.

 25%

2. Actively participates in strategic planning with other Senior CDC staff in Tanzania with respect to the management of cooperative agreements. Job holder participates in management meetings to prioritize issues and guides staff on issues surrounding cooperative agreement management. Position holder prepares monthly and annual calendars of actions related to the management of grants including providing site visit schedules, routine trainings for staff and grantees, setting deadlines for important actions necessary for grants management (continuing applications, FOAs, supplemental) and other date sensitive elements. 
   
   Job holder supervisors other cooperative agreement specialists and is responsible for writing personnel evaluations, work plans and other necessary documents to support staff development.

 15%

3. Advises and assists PEPFAR Senior Management (including CDC Country Director, CDC Deputy Director for Operations, and senior technical staff) in the development and timely issuance of requests for funding opportunity announcements (FOA) and funding applications (continuing and supplemental). Ensures applications adhere to all established requirements and that content of FOAs enables a fair and equitable application process. When applicable, determines if applicants have administrative and management capability to manage proposed program activities and may be asked to participate in pre-award surveys. The job holder works with the Extramural Management Team Lead, Country Director and senior technical staff to assist in the development and implementation of request for proposals (FOA) processes, establishing local program review panels, and functions as CDC’s principal coordinator to establish pre-application workshops (if appropriate) as a part of the annual continuation or new award cycle of CDC cooperative agreements. This responsibility requires familiarity with and knowledge of CDC regulations on format and content of Program Announcements and Program Applications, combined with the ability to interact knowledgeably with implementing partners, host government and CDC/PGO and GAP officials to assure Government of Tanzania and NGO compliance with regulations and requirements.

 15%

4. Utilizing required financial reports submitted by partner organizations, job holder monitors expenditures, grants, awards, and other comparable funds. The incumbent is responsible for ensuring timely submission of all required reports from funded entities and is required to recommend necessary actions to Supervisor regarding organizations that are not meeting requirements. Job holder ensures that all funding and program activities adhere to the scope of the agreements and meet all applicable USG regulations and requirements. Provides direction to CDC staff, assuring that appropriate focus and attention is given to reporting requirements and relevant documentation regarding project implementation and monitoring of these CDC-funded activities. The incumbent works with relevant senior technical staff and project officers to assure that reports are complete and follow established guidelines. The job holder also assists in the resolution of all administrative and financial project-related issues. The position provides guidance to support staff and assures the collection and filing of relevant documents associated with cooperative agreement activities is maintained. Job holder utilizes knowledge of cooperative agreement processes to supervise the maintenance of appropriate file documentation and ensures each official grant file includes required documentation from program initiation through close out of the award.

10%

5. Writes guidelines and recommendations for cooperative agreement recipients regarding implementation, reporting and administration of the various cooperative agreements used by CDC in Tanzania. Job holder liaises with recipients, technical Chiefs and program officers to ensure that appropriate answers to questions associated with project management, financial management, and PEPFAR and CDC/Atlanta reporting requirements are documented, shared, and followed by recipients. Incumbent trains Program officers, Grantee’s Principle Investigator and Budget staff on these project management issues to assure understanding and compliance with these procedures or requirements. In coordination with Extramural Management Team Lead, job holder prepares written summaries of financial (budget and expenditure) reports based on reports received from cooperative agreement recipients.

 10%

6. Job holder uses critical judgement to identify problems associated with cooperative agreement management and takes steps to resolve the problems and/or bring them to the attention of Senior Management in a timely fashion. These issues may be transversal, requiring a common resolution and coordination process involving multiple implementing partners. They may require further input from outside sources before a new policy, or standardization of practice, or further refinement of written guidelines can be implemented. The job holder will then organize meetings with appropriate individuals to address and resolve the issues and take responsibility to share the solutions, guidelines or recommendations with Senior Management, implementing partners, Project Directors and other stakeholders for implementation. 
   
   Travels to project sites to monitor progress of activities (required). Frequent long hours at the workplace are required to meet deadlines.

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education: Graduation from an accredited university with a Bachelor’s level degree in business, administration, accounting, public health or a related field.
2. Prior Work Experience: A minimum of 3-5 years of progressively responsible work experience in business, management, public health or an international organization. At least 2-3 years of experience will include substantial exposure to administration or management of programs or funding of special projects.
3. Post Entry Training: Specific job-related training will be provided through formal training in CDC-sponsored courses and through other specialized training, as appropriate, to enable the incumbent to perform his/her duties in accordance with CDC and US Government policies, rules and regulations. Basic grants and/or project management training is required prior to entry into position.
4. Language Proficiency: Level IV (fluent) in English and Kiswahili in (speaking, reading and writing) are required.
5. Knowledge: The incumbent must have an in-depth understanding of the structure and functions of PEPFAR Tanzania, including detailed knowledge of CDC’s role and function in support of the President’s Emergency Plan for AIDS Relief (PEPFAR); HHS (CDC and HRSA) and USG policies, guidelines and procedures for administration of cooperative agreements; and intra-agency procedures for coordination with CDC Atlanta/ HRSA Rockville and the American Mission in Tanzania. The job holder must have a detailed and broad knowledge of the host country operational environment, including a detailed knowledge of the business environment in Tanzania as well as the structure and operations of the MOHSW and the environment for health care delivery in Tanzania.
6. Skills and Abilities: The position requires excellent judgment and strong analytical skills for making independent and sound decisions regarding the management of cooperative agreement activities. The position requires excellent demonstrated interpersonal skills as well as skills in developing and maintaining effective contacts in the Government of Tanzania, the US Government, NGOs and other partners. Must possess excellent writing skills and the ability to use office software packages, including word processing and spreadsheets.

SELECTION PROCESS

When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application. 

ADDITIONAL SELECTION CRITERIA

1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. 

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or
2. A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or


3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus


4. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.

3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE. 

Failure to do so will result in an incomplete application.

A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known) 
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number) 
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No) 
K. Special Accommodations the Mission needs to provide 
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type 
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location) 
O. U.S. Eligible Family Member and Veterans Hiring Preference 
P. Education 
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills 
S. Work Experience
T. References

SUBMIT APPLICATION TO

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam

POINT OF CONTACT

Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726

CLOSING DATE OF THE POSITION: September 13, 2013