Budget monitoring and analysis 35% of time
The position supports the PCO on all aspects of budgeting, including establishing and maintaining a tracking process to monitor PEPFAR funds flowing through the Department of State in order to provide regular budget and financial analyses; maintaining up-to-date database and reports on the status of PEPFAR/Tanzania's HIV/AIDS budget, analyze budget requirements, and prepare relevant documents, together with the PEPFAR Country Coordinator, Deputy Coordinator, and/or Budget/Fiscal Analyst; and convening monthly meetings to communicate budget updates.
Technical Programming 35% of time
The position performs data collection and entry to assist the PCO with submissions required by the USG Mission in Tanzania or the U.S. Office of the Global AIDS Coordinator including but not limited to the country operational plan, semi-annual, and annual program results reports; and supports other USG offices, including but not limited to the other PEPFAR implementing agencies, the Front Office, Budget & Fiscal, in processes that contribute to effective program management of PEPFAR/Tanzania.
Communications and administration 15% of time
Manage information flow in and out of the PEPFAR Coordination Office (PCO) and between the interagency PEPFAR team. Theposition screens telephone calls and visitors; receives and controls incoming correspondence, including routing unsolicited proposals related to HIV and AIDS to the appropriate office or agency; and prepares and finalizes office correspondence (e.g. letters, memos, cables, reports, forms). The position is responsible for preparing agendas and minutes for weekly management meetings; locating and assembling information for reports and briefings; maintaining up-to-date interagency working group lists and partner contact distribution lists; and assists the Deputy PEPFAR Coordinator to maintain the PEPFAR Tanzania calendar. The position processes After-hour Access Requests, Visitor Access Requests and meets, escorts and orients visitors. In the absence of the PEPFAR Media Coordinators, the position collects daily stories and briefs through local and international media to share with the PEPFAR Tanzania team and PEPFAR Tanzania Implementing Partners.
Administrative organization 15% of time
The position also execute tasks to support the day-to-day functioning of the PCO, including maintain stock of office supplies and liaising with GSO for necessary repairs; preparing time and attendance sheets; arranging travel, both within and outside of Dar es Salaam, and preparing associated documentation; and facilitating logistical assistance for staff on Temporary Duty (TDY). The position also coordinates administrative and logistical needs for external PEPFAR conferences, events and meetings, including: acquiring proforma invoices and verifying all relevant expenses are captured; communicating with Budget & Fiscal to confirm availability of funds and ensure payment post-activity; assuring coverage of audiovisual and internet needs, meals and refreshments, and participant materials; and assisting with guests list and participant contact.
**Note: This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.