Administrative Management Specialist (Agreement Administration)
US Embassy
Date Listed: Oct 5, 2012
Phone: No Calls Please
Area: Dar Es Salaam
Application Deadline: Oct 16, 2012
Position Description:
The US Embassy is seeking an individual for the position of Administrative Management Specialist (Agreement Administration) at the Centers for Disease Control and Prevention.
Basic Function of Position
The Administrative Management Specialist (Agreement Administration) reports to the Deputy Director for Operations (DDO)
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 US Government requirements for collaborative agreements.
Major Duties and Responsibilities
With technical assistance from the Deputy Director for Operations, 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.
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.
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 DDO, 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.
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.
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 DDO,
job holder prepares written summaries of financial (budget and
expenditure) reports based on reports received from cooperative
agreement recipients.
Job holder uses critical judgment 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.
Education:
Graduation from an accredited university with a Bachelor’s level degree in business, administration, accounting, public health or a related field.
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.
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.
Language proficiency:
Level IV (Fluent) in English and Kiswahili (speaking, reading and writing) is required.
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.
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
Application Instructions:
Go to the Website Link below for applications instructions
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