Project Management Assistant (Budget) at USAID

Solicitation No.: 72062024R10013
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.