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; (11) Coordinates with appropriate Embassy Nigeria and USAID/Nigeria staff.
Project Management, Documentation and Performance Monitoring - 40%
The Program Assistant, under the direct supervision of the PDG Deputy Office Director, will be responsible for providing assistance for daily project management functions for PDG. 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 performance monitoring and other 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 (6) Possibly serve as Agreement Officer's Representative (AOR)/Contract Officer's Representative (COR) or Alternate AOR/COR on one or more PDG implementing mechanisms, as appropriate; (7) Assist PDG staff members in the planning, design, and development of retreats and other meetings, and (8) Prepare event calendars for PDG activities and work with others to coordinate event schedules and resource requirements.
In addition, the Program Assistant performs the following tasks related to PDG programs: (1) Provides database entry and reporting assistance as requested; (2) Responsible for receiving and controlling new proposals per PDG's instructions; (3) Maintains activity files per USG regulations; (4) Prepares proposal receipt and rejection letters for PDG signature(s), makes copies of signed letters, and files them in the appropriate activity files.
Political and Social Analysis - 20%
The Program Assistant will work closely with the PDG Staff providing insight into the Nigerian political, economic, and cultural environment as they may impact the scope and direction of programming options. Through a variety of means, makes contacts and assists
PDG 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 Nigerian Government officials, as needed. The Program Assistant will also participate in the development of activity ideas as requested.
The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.