Project Assistant (HIV Clinical Service)

CLOSING DATE OF THE POSITION: August 15, 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 Project Assistant (HIV Clinical Service) at the Centers for Disease Control and Prevention.

BASIC FUNCTION OF POSITION

The Project Specialist (HIV Clinical Services) serves under the supervision of the Care & Treatment Team Lead with guidance from the HIV Clinical Services Unit Chief and provides support and assistance for special projects under the USG-wide HIV clinical services programs of the President’s Emergency Plan for AIDS Relief (PEPFAR). The USG-wide clinical services program provides financial and technical support to the Government of Tanzania and other external partners through multiple USG agencies, including CDC, USAID and DOD, with an annual budget exceeding $135 million. The incumbent is responsible for executive level assistance for staff of the CDC HIV Clinical Services Unit and the USG Inter-agency Technical Team (ITT) for care and treatment. 

MAJOR DUTIES AND RESPONSIBILITIES:

Special Projects and Logistical Support

60%

1. Serves as the focal point for administrative and logistical support for the USG ITT. Maintains the agenda for ITT meetings, arranges the venue, takes minutes of meetings, and notifies members of meeting dates. Distributes minutes, reports, and reviews. Drafts routine correspondence, reports and revisions related to ITT meetings, events and activities and coordinates official correspondence related to the ITT. Compiles basic statistics and assists in preparing materials and reports for presentation.
2. Coordinates logistical support for meetings, conferences, and events for the HIV Clinical Services Unit programmatic activities, including identifying and visiting potential venues, developing statements of work for event planning and logistical support for conferences and large meetings, reviewing submissions from vendors and drafting justifications for selection based on selection criteria and cost of the proposal.
3. Contacts cooperative agreement recipients and other external collaborating partners to obtain updates and data required for routine and special reports. Assists in compiling data and background information for reports. Maintains spreadsheets or other data files for monitoring and documenting the status of programmatic progress for HIV Clinical Services activities. Enters data collected from collaborating partners for the Country Operational Plan and for semi-annual and annual reports to OGAC.
4. Manages logistics for 15-20 short-term and long-term temporary duty visitors (TDYs) annually. Coordinates hotel bookings and in-country travel arrangements. Sets up meetings with the MOHSW and other collaborating partners for the TDYs, arranges local transport and provides or arranges for any required administrative support for the TDYs while in Tanzania.
5. Coordinates with financial staff to maintain up-to-date budget status reports for the HIV Clinical Services Unit and assists in tracking and monitoring operating budgets and non-operating budgets for the Unit.
6. Co-ordinates logistic for interview of shortlisted candidates for programs.

Executive Assistance and Administrative Support:

40%

1. Provides executive assistance and secretarial support to the HIV Clinical Services Team. Independently drafts routine correspondence, reports and documents for staff of the HIV Clinical Services Team and the Inter-agency Technical Team. Drafts and types official CDC correspondence, telegrams, memos, and letters for program staff. Assists with photocopying needs (for individual requests and for trainings, conferences or meetings).
2. Maintains programmatic and administrative files (electronic and hard copy) for the HIV Clinical Services Unit. Files documents; updates files as necessary, informing Care and Treatment Team Lead or the Unit Chief of any issues or problems related to the management of the Unit files. Interacts with MOHSW and other partners to collect and compile routine information from collaborating ministries and partners. Follows up to ensure that routine information from collaborating partners required for reporting to CDC Atlanta, OGAC and the US Embassy is up to date.
3. Coordinates with the Administrative Team Lead to assist HIV Clinical Services Staff with filing applicable administrative requests and reports (e.g., travel reimbursements, procurement requests and personnel actions). In coordination with the Executive Assistant, tracks and sends out-going parcels and correspondence for the HIV Clinical Services Unit. Tracks pending and suspense issues and updates the Unit Chief on progress achieved and any deadlines missed.
4. Attends visitors and maintains shared calendar for Care and Treatment Program staff. Schedules meetings and appointments for program staff and maintains minutes of official Care and Treatment meetings and other events. Coordinates external telephone and conference call requests for the Care and Treatment Team Lead and Unit Chief or his/her designee. Maintains and updates relevant contact lists for Care and Treatment Program staff and provides updates to contacts database according to established procedures.
5. Performs other duties as assigned by the supervisor.

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 degree in Management or Business Administration. Specialized training in IT office software, including word processing and spreadsheets, is required.


2. Prior Experience: A minimum of three years’ administrative experience in business or an international organization. Previous experience will include positions requiring the incumbent to handle tasks more difficult and complicated than routine administrative tasks, use analytical skills to evaluate procedures and recommend improvements, and use tact and diplomacy to work effectively with colleagues in the job holder’s work unit and outside clients.


3. Language proficiency: Level IV English and Kiswahili (speaking, writing and reading) are required.


4. Knowledge: Job holder must have a detailed and thorough knowledge of administrative principles and procedures and logistical support aspects of the operations of a large program office. Job holder must be familiar with the business environment and government structure and practices of the host country to effectively manage procurement related to special projects and external client communications and contacts. In addition, the job holder must be thoroughly familiar with CDC, PEPFAR and US Government administrative policies and procedures and the structure and functions of CDC Tanzania.


5. Skills and Abilities: The position requires sound judgment and strong organizational skills for making independent and sound decisions regarding project planning and management support for HIV Clinical Services 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. The incumbent must also have computer skills incorporating word processing and office software skills, including Microsoft Word, Excel, and project planning software.

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: August 15, 2013