JOB VACANCY ANNOUNCEMENT
U.S. MISSION - YAOUNDE
OPEN TO: ALL INTERESTED CANDIDATES
POSITION: OTI PROGRAM ASSISTANT
CLOSING DATE: May 10, 2017
WORK HOURS: Full-time, 40 hours/week
SALARY RANGE: FSN-08 (CFA 11,489,674 – 18,552,442 p.a.) depending on qualification and experience.
The U.S. Mission in Yaounde, Cameroon is seeking a highly motivated and qualified individual for the position of OTI Program Assistant in the Cameroon field office of USAID/West Africa.
BASIC FUNCTION OF POSITION
The Office of Transitions Initiatives (OTI) Program Assistant serves as the principal assistant to OTI's Country Representative and Deputy Country Representative as well as assisting other USAID offices when requested. The incumbent is the administrative focal point for the OTI Northern Cameroon program and assists program staff in a variety of ways such as liaising with OTI and USAID's Implementing Partner and awardees, setting up meetings and organizing events, drafting communications in English and keeping proper records and files among other administrative and clerical duties.
MAJOR DUTIES AND RESPONSIBILITIES
This position has four core areas of responsibility: administrative support, program management and documentation, performance monitoring and evaluation (M&E), and political and social analysis. Each of these areas is detailed below:
Administrative Support – 40%
Duties include, but are not limited to: (1) Filing, including the proper care, storage, handling and distribution of all files, including extensive program files related to individual small activities; (2) Document control and determining points of clearance and coordination; (3) Ordering services, equipment and supplies as necessary through the Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparation of letters,
memos, emails and reports as required; (6) Preparation of time and attendance sheets; (7) Assistance in financial tracking, budget planning, and financial reporting as required; (8) As required, schedule meetings, assist in translations (written and verbal), and assist in facilitating communications with government officials, foreign donor representatives, non-government organizations, media groups, community representatives, etc.; (9) Processes travel requests and travel authorizations; (10) Advise travelers about travel and schedule options and makes final hotel and travel arrangements, assists with the preparation of travel vouchers, coordinates local travel, and (11) Coordinates with appropriate Embassy Cameroon and USAID/Cameroon staff; (12) Other duties as assigned.
Program Management and Documentation – 30%
The Program Assistant, under the direct supervision of the OTI Deputy Country Representative, will be responsible for providing assistance for daily management functions for OTI. Duties include, but are not limited to: (1) Draft, prepare, and process administrative and program documentation; (2) Prepare standard briefing packages which will be used to inform USG and other officials; (3) Assist program field personnel as needed in the preparation of the collection of data; (4) Prepare standard Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files; (5) Act as interpreter, as needed, for visitors to project sites and other duties as assigned by OTI; (6) Occasionally manage a small OTI project of limited complexity; (7) Assist OTI staff members in the planning, design, and development of retreats and other meetings; (8) Prepare event calendars for OTI activities and works with others to coordinate event schedules and resource requirements. In addition, the Program Assistant performs the following tasks related to the OTI programs: (1) Provides database entry, M&E, and reporting assistance as requested; (2) Responsible for receiving and controlling new proposals per OTI's instructions; (3) Maintains activity files per USG regulations; (4) Prepares proposal receipt and rejection letters for OTI signature(s), makes copies of signed letters, and files them in the appropriate activity files; (5) Other duties as assigned.
Political and Social Analysis – 30%
The Program Assistant will work closely with the OTI, USAID and Embassy Staff providing insight into the Cameroonian political, economic and cultural environment as they may impact the scope and direction of programing options. Through a variety of means, makes contacts and assists OTI and Implementing Partners in broadening their access to and understanding of civil society organizations. The Program Assistant may make contacts with and broaden access to Cameroonian Government officials, as needed. The Program Assistant will also participate in the development of activity ideas as requested.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
A college or university studies in liberal arts, business, management or related field is required.
b. Prior Work Experience:
A minimum of three years general work experience is required in clerical and administrative work.
c. Language Proficiency:
Level IV in English (fluent) - speaking, writing, and reading in order to assist in the preparation of papers and correspondence. Level IV (fluent) in French oral and writing ability is required. Knowledge of Kanuri, Fulbe, Arabic Choa and/or Haussa is highly desired.
d. Job Knowledge:
Basic knowledge of the Cameroonian political, economic and cultural environment is required as the incumbent will have to interact with civil society organizations (and possibly the Cameroonian Government) and in the implementing of the OTI programs. Must be completely computer literate, with excellent knowledge of Microsoft programs, including Word, Excel, Power Point and Access.
e. Skills and Abilities:
Planning is required on a daily basis for routine functions, but needs to plan at least three (3) to six (6) months in advance for certain tasks. The position must thoroughly plan OTI's administrative support for all team activities and must coordinate with other offices within the U.S. Embassy, USAID Mission and with OTI's implementing partner team. S/he must be innovative with approaches to supporting the portfolio with information and resources. The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments; have excellent interpersonal skills, ability to work in a team setting; and, ability to easily interact with tact and diplomacy when interacting with high level officials and grassroots organizations. Excellent organizational skills and ability to perform under pressure is a must.
HOW TO APPLY: Interested individuals should submit a signed cover letter, relevant certificates, CV with references to:
Note: When submitting your application, start the subject line with the position title.
Failure to state this and submit signed letter with relevant documents will disqualify applicant.