Zambia, Project Management Coordinator, Personal Services Contract

The Department of Health and Human Services, Centers for Disease Control and Prevention, is seeking applications from qualified applicants for a Project Management Coordinator position located in Lusaka, Zambia. The resultant contract shall be a Personal Services Contract (PSC). See PL 109-149, Section 215(1), Reference 22U.S.C.2669(c). SOLICITATION NUMBER: 2008-N- 10727 POSITION NUMBER: ZM-PSC-01 ISSUANCE DATE: August 25, 2008 CLOSING DATE/TIME: September 09, 2008 at 3:00PM Eastern Standard Time POSITION TITLE: Project Management Coordinator BASIC SALARY: $67,260 to $107,180 per year -- Final compensation will be based on individual salary history, work experience, and educational background. PERIOD OF PERFORMANCE: One Base Year and Four Option Years PLACE OF PERFORMANCE: Lusaka, Zambia SECURITY CLEARANCE: NACI (Non-sensitive) AREA OF CONSIDERATION: United States Citizens and residents and third country nationals. Citizens and permanent residents of the host country are not eligible for this position. Duties and Responsibilities As a member of the President's Emergency Plan for AIDS Relief (PEPFAR)/Centers for Disease Control and Prevention (CDC Team) in the Republic of Zambia and under the supervision of the CDC Deputy Country Director, the Project Management Coordinator is a professional, supervisory position involving oversight and direction of management and program capacity building among PEPFAR-funded partner organizations in the Republic of Zambia, to facilitate optimal program coordination, program performance, fiscal and operational program oversight, and program management and evaluation. Incumbent focuses on PEPFAR/CDC project management activities that emphasize HIV/AIDS care, treatment and prevention within and outside the public health system, which include activities implemented by governments, non-governmental organizations, faith and/or non-faith community organizations, as well as the private sector. Projects for which incumbent is responsible are funded through cooperative agreements, grants, contracts and/or other funding mechanisms. The role of incumbent also includes overall PEPFAR and project-specific strategic planning, program management, and monitoring and evaluation for compliance with United States Government (USG) rules and regulations, to ensure that partners are being good stewards of USG funds. Incumbent serves as a member of the USG Zambia Management Technical Working Group and plays a critical role in enhancing the working relationships among the PEPFAR Zambia Team and with other relevant USG agency headquarters (HQ) staff (including Cognizant Technical Officers), with national partners, including the Ministry of Health and other appropriate host government ministries, the National HIV/AIDS/TB/STI Council, and other governmental and non-governmental partners involved in the national fight against HIV/AIDS. As a member of the CDC Team, incumbent collaborates with relevant technical and operational branch chiefs and program officers (e.g., Care, Treatment, Epidemiology and Strategic Information, Prevention, Laboratory Infrastructure and Support, Management and Operations, etc.,) to ensure that overall PEPFAR goals are met. The duties require the exercise of initiative and independent judgment in devising, installing, monitoring and revising, as necessary, new work methods and in applying complex rules, procedures and regulations. Major Duties of this position include: Provides leadership and serves as liaison to develop effective working relationships among PEPFAR-funded partners (including governmental, local and international NGOs and/or other public sector partners) and CDC to facilitate optimal coordination, performance, and management of cooperative agreement, grant and contract activities, including the monitoring of progress and use of expenditures for compliance with the approved application and USG fiscal requirements. Oversees monitoring of cooperative agreement, grant, contract and other funding mechanism cycles and coordinates timely action and response. Prepares or assists in the development of cooperative agreement funding opportunity announcements (FOA) grant or contract requests; where appropriate (e.g., for cooperative agreements to sole source recipients), assists host country in the interpretation of FOAs and the development of the funding requests, assists with formulation and implementation of memoranda of agreement, and prepares technical reviews of applications, as requested by USG funding agencies. Assists with submission and technical review of periodic and/or annual work plans and budgets, submission and review of periodic reports, and compliance with USG requirements for cooperative agreements, grants, contracts and/or other funding mechanisms (e.g., HHS Payment Management System) by implementing partners. Provides technical assistance and support to the Deputy Director for the development, implementation, integration and mainstreaming of management and operations activities across program areas, including: ? Developing and managing the CDC portion of the PEPFAR budget within the Country Operational Plan (COP); ? Assisting in determining funding requirements and development of fiscal year budgets for central office administrative and operational activities; ? Projecting human resources / staffing needs to meet operational objectives; ? Advising and assisting senior management (including CDC Director, CDC Deputy Director, appropriate branch chiefs, and technical staff) in the development and timely issuance of FOAs; ? Developing policy and guideline documents related to program operations; ? Recommending alternatives for accomplishing and meeting program objectives, and; ? Developing and maintaining information systems to support those recommendations. Exercises broad supervision over team of three to five professional and support staff. Plans and directs the selection of subordinate technical and clerical personnel, including orientation, training, establishing work standards, daily supervision and performance evaluation. Incumbent shares responsibility with the CDC Deputy Director for all major decisions regarding long term strategic planning related to project management issues for PEPFAR and CDC in Zambia. Assists high ranking MOH officials in developing project management strategic planning approaches, human resource needs and documentation. Incumbent has direct supervisory authority for 3-5 professional and support staff in the PEPFAR CDC office. Additionally, has a range of management duties to assure the execution of management and program activities of PEPFAR supported partners in Zambia. Incumbent has oversight and project management responsibility for all cooperative agreements and grants in Zambia (29 in FY 2008). In this capacity, incumbent works with or supervises 35 teams of 4-10 each as the principal advisor for the direction and implementation of the PEPFAR cooperative agreements, grants, contracts and/or other funding mechanisms in Zambia. These projects provide services to 35 collaborating partners and more than 110 staff throughout the country. Incumbent provides technical oversight and guidance to contractors involved in PEPFAR/CDC project management activities to ensure that contract provisions are being followed. Incumbent also directs the work of short-term management and operations contractors (3-5 per year) and manages all requests (including projecting needs far in advance for contract assistance) and contracts supporting the delivery of project management services. Incumbent collaborates with host nation officials to assess need for and to develop, provide and evaluate both formal classroom and informal (workshop, seminar) training for PEPFAR, national and local agency staff in project management, fiscal management and cooperative agreement development, implementation and monitoring. Approximately 25 staff are trained in at least one formal course annually As recognized technical expert for project management of USG cooperative agreements, grants, contracts and other funding mechanisms, serves as the technical advisor and leader of routine project review meetings. In this setting, incumbent provides guidance and supervision to assure that project management objectives are accomplished. As such, incumbent has responsibility for scheduling meetings, setting agendas, making work assignments. This position has access and use of standard office equipment including computer, laptop, USB flash drive, LCD, cellular and land line phones, printer, and fax. Approximate value: $5,000. Incumbent monitors and projects technical service supply needs for the project management team, including materials for training workshops and conferences. Annual estimated cost of expendable supplies is $25,000. Incumbent is responsible for preparation of annual PEPFAR/CDC project management budgets totaling over $90 million for 35 collaborating partners. These budgets cross most PEPFAR technical areas and so require collaboration with all technical managers at both the PEPFAR USG Technical Working Group level and with the partners, to manage, track, and conduct financial analysis of partner budgets for these activities. Incumbent reviews budgets to ensure adherence to program policies when cooperative agreement recipients or contractor sends financial reports. Cooperative agreement budgets range from $100,000 to $34 million in FY 2008. Has final responsibility to insure that project management data is accurate, correctly analyzed and managed and secure. In collaboration with the Monitoring and Evaluation Team, collects data from 35 collaborating prime partners to support evaluation of the progress and impact of program activities funded by PEPFAR cooperative agreements and grants. Much of this information is sensitive and must follow appropriate CDC protocols. Incumbent is a technical advisor and point of contact for PEPFAR/CDC on HIVAIDS health projects funded up to $3,500,000 via CDC cooperative agreements, grants and contracts. Incumbent must negotiate with MOH and other relevant ministries and partners to obtain collaboration for shared activities and the development of new projects. Incumbent provides guidance on the development of updated guidelines for these projects to ensure that tasks are carried out correctly and in a timely manner. Incumbent is responsible for providing assistance in developing contracts with national and international consultants for project management services, including the defining of requirements, development of deliverables, project monitoring and evaluation. As an internationally recognized project management expert, incumbent works independently to provide technical consultation on program activities of ongoing or proposed public health programs funded by PEPFAR. Incumbent has the discretion to plan and adjust not only own work, but also the work of others related to the delivery of quality project management services in Zambia. Incumbent discusses the development of project management activities, including designing project progress indicators, interpreting results, and making recommendations for program improvement, with senior staff of MOH and other relevant Ministries and other cooperative agreement recipients throughout the country. Incumbent has the freedom to independently take action and make decisions on work area and to work with implementing partners from national and local public health agencies. Incumbent is required to independently resolve technical and programmatic problems or situations that are encountered. Incumbent's expertise and experience in program and project management demand the ability to resolve even the most difficult problems independently. Similarly, incumbent is expected to anticipate when a project activity may need specific documentation prepared or approved, and plan accordingly (e.g., anticipate when renewal applications are due or funding opportunity announcements must be prepared and ensure that the person(s) responsible for preparing them do so in a timely and thorough manner). Also, as a regular and ongoing part of incumbent's routine activities, is required to carefully scrutinize program plans for accuracy, appropriateness, and to identify any problems that require resolution. Incumbent has the responsibility to assure that project activity documentation is accurately written and submitted in a timely manner. Activities include building the capacity to develop budgets and work plans, determine and adjust work priorities, and to resolve routine and complex problems for the projects as they arise. Project documents are generally highly technical and critical to the overall process, and require a significant effort to assure the quality of, and progress made in project activities. Incumbent develops relevant technical guidance for use by projects implementing program interventions. Incumbent also coordinates relevant programmatic analysis of the projects and makes recommendations regarding management and implementation. Projects supervised include 29 cooperative agreements and grants implemented by over 110 collaborating individuals with a total value of $90 million in FY 2008. Incumbent is allowed flexibility in making operational decisions and recommendations, to solve problems and direct program activities regarding project and program management, and to decide on ways to make programs more efficient and effective in Zambia. Incumbent exercises a significant degree of judgment in deciding the best means to implement PEPFAR, OGAC and CDC policies. Incumbent has the authority to develop and adjust long-range strategic plans with senior-level officials from MOH and other relevant ministries, to counsel and guide them in setting priorities necessary to make substantive changes in thinking related to the delivery of project management services. This is a long-term project that will require the development of technical and administrative guidance documents by partners which enable them to develop the capacity to manage major public health programs. Based on background experience and training, incumbent provides highly technical and strategic advice to PEPFAR USG Technical Working Group colleagues, staff of MOH and other relevant host government ministries, and other implementing partners related to development and monitoring of project management tracking systems, supervision and evaluation of cooperative agreements, grants and contracts. Incumbent assists in formulation of annual and strategic plans for overall program direction as well as developing and providing guidance for administrative management documents related to program implementation, evaluation and monitoring, including protocol or guidance manuals. For PEPFAR USG Technical Working Group and CDC Country and Deputy Directors, provides advice on: Strategic information, monitoring and project management systems requirements; improvement of program quality through development of procedure manuals; and identification of program management consultants. For other CDC staff and interagency partners: In support of PEPFAR, duties require coordination of a large number of HIV/AIDS programs and activities related to complex multi-project management. Incumbent reports on the progress and outcomes of project management assessments; shares program data and other information and makes suggestions to ensure most effective programmatic approach. Since the Project Management Team involves activity from all prevention, care and treatment programs, advice and recommendations are made to improve overall program quality as well as effective supervision and quality assurance. For subordinates: Provides advice and recommendations on improving program quality, including training, implementing and monitoring project management field activities. As an example, provides advice and suggestions, when finding out from project site visit that employees do not understand the importance of analyzing and presenting project management data in a way that will assist them to identify problems and from there negotiates and suggests solutions to ensure a high quality program. For national and international organizations: As the nationally recognized expert, provides recommendations on the development of effective project management systems, methods and practices. Major decisions related to project management changes made by MOH and other relevant ministry partners will be on the basis of advice, counsel and guidance provided by incumbent. Incumbent interacts regularly with the PEPFAR USG Technical Working Group to provide technical guidance, assistance and support on issues related to conduct of effective cooperative agreement and grant activities. Incumbent provides valuable information needed for implementation and improvement of cooperative agreement programs. This support has an extensive, definitive level of impact on PEPFAR activities in Zambia. For example, the recommendations developed by incumbent provide the overall guidance and direction for determination of the need to end existing or develop new cooperative agreement partners to accomplish the PEPFAR/CDC mission. Incumbent has a very high, major impact on external clients and customers. Through incumbent's work, officials of MOH and other relevant ministries and external implementing partners benefit from an improved understanding of the specific prevention, care and treatment issues related to HIV/AIDS. Incumbent serves as the primary contact with external collaborating partners responsible for delivering project management and project documentation services through cooperative agreements and grants within Zambia. Incumbent provides senior level responses to queries from implementing partners on project management issues. Responses are verbal, written, or electronic, to communicate important programmatic guidance diplomatically, accurately and in a timely fashion. The delivery of such responses frequently requires an individual with strong persuasive skills who is recognized and respected for their project management skills. Knowledge: Essential Incumbent must have an understanding about PEPFAR, including how different U.S. Government agencies work together to meet the President's goals and objectives; and about CDC, including its mission and operational protocol, program goals, objectives, principles and priorities. Incumbent needs to understand how the program is operated, areas supported and how these areas can be tailored to fit local need. Thorough knowledge of the theory, principles, policies, implementation, and evaluation of USG supported HIV/AIDS programs. A masters-level degree in public health, business, international development or related field is required. Incumbent is expected to possess the necessary technical training and skills required to perform the duties and responsibilities required of the position. Post-entry training will be focused primarily on PEPFAR and USG agency policies, procedures and regulations that govern specific activity management, including monitoring and program assessment/evaluation and procurement systems. Necessary post-entry training will be provided on-site or at Regional or Atlanta based facilities. Minimum of three years progressively responsible work as a subject matter expert in program design, budget and project management/oversight of large or complex public health projects. At least two years of this must be in supervision and management with responsibility for interacting with supervisors, subordinates and professional staff from other institutes or organizations. Broad perspective and thorough knowledge of the principles of public health programs and practice. English Level 4. Knowledge of organizational and operational concepts and practices applied by public, private, or non-profit agencies and organizations engaged in public health related endeavors. Extensive knowledge of and experience with the principles, theories, and practices of USG (USAID, HHS, DOS) grant, cooperative agreement and contract regulations and procedures management which enable the incumbent to serve as an authority and consultant to funded partners. Demonstrated ability to identify priority actions, generate and complete work plans within short time frames. Ability to establish effective diplomatic working relationships with individuals and official representatives of public health organizations, particularly those representing host nation Ministries and other international organizations. Must have strong oral and written skills, and ability to clearly communicate and negotiate new project management concepts and achieve results with a wide range of program partners to technical and non-technical counterparts. Strong computer literacy and aptitude to rapidly acquire and apply additional skills. Desired A thorough technical familiarity with the public health management system in Zambia is desired, but not required. Orientation in CDC project management requirements will be provided if needed. Experience with the Zambia HIV/AIDS response and knowledge of the related institutional environment. Intellectual Skills: As the senior project management expert for the PEPFAR/USG Technical Working Group, incumbent is required to operate in a highly complex informational environment. Incumbent is expected to have a mastery and specialty expertise in the area of public health project management, specifically in program design and implementation. Incumbent is responsible for developing, disseminating, and evaluating the impact of complex technical policies, procedures, regulations and guidance that will assure a high quality of service delivery by implementing partners. These policies, procedures, etc., come in the form of manuals, technical guidance and informal and formal training. Incumbent must be sensitive to local and national political issues that may affect the implementation of cooperative agreement programs. The work is highly complex, covering a multitude of projects undertaken by different implementing partners. This requires a highly developed analytical ability and judgment. For example, incumbent must be able to successfully balance differing perspectives while influencing the development of a comprehensive national public health management system. Strong analytical skills, excellent judgment and highly developed negotiating skills are frequently required to arrive at a determination of best options. Problems encountered are complex and vary considerably. Incumbent frequently must exercise exceptional judgment when dealing with PEPFAR implementing partners, including MOH and other relevant ministry officials, leaders of other international organizations and donors, to project a professional and collaborative atmosphere. S/he must be a flexible, pro-active, well-organized and task-oriented manager capable of exercising independent judgment. Most common problems: Typical problems to be resolved independently include: Determining the most efficient methods for developing effective cooperative agreement applications by partners not familiar with USG cooperative and agreement review procedures; dealing with scheduling conflicts between the need to participate in site visits to address project management issues and responding to urgent requests from PEPFAR management for critical program-related information; and, responding to requests for ad hoc assessments/evaluation, frequently with very limited time deadlines. Most difficult problems solved: Developing long-term, sustainable capacity within partners to manage their project management activities so as to move from PEPFAR program-controlled to host nation-controlled systems. Strategic planning for setting overall direction and goals for national program management is conducted annually with a vision for 3-4 years in the future. Overall work, in terms of major objectives to be accomplished, is planned one year in advance. Day-to-day work is planned one week in advance but the professional and technical nature of this management position require the ability to adjust priorities frequently to enable timely response to unanticipated requests requiring short turnaround. Because of the complex nature of duties, incumbent is required to be highly innovative in designing project management plans and operational guidelines for monitoring cooperative agreement and grant activities. Incumbent is expected to develop improved methods for program management by implementing partners. Incumbent's expert advice and recommendations are expected to lead implementing partners to improve their program management activities. Incumbent is required to influence the redesign of the public health project management system, particularly within government partners. This effort is expected to result in substantive improvements in the delivery of public health and project management services in Zambia. New and innovative ideas developed by incumbent will strongly influence whether this effort is successful. Communications: Incumbent communicates with a wide variety of people at many different levels (professional and political), both inside and outside of PEPFAR and CDC (e.g., MOH and other relevant government Ministries, international organizations, universities). Incumbent must provide consistent and credible representation of PEPFPAR to USG colleagues, donors and other partners, and coordination bodies for technical, policy, and program management issues. Will have frequent contacts with both mid-level and high-ranking government officials and other partners to define and/or reorient strategies, discuss changing project management needs, and translate policy into program action. Represents PEPFAR to multilateral donor coordination bodies in discussion of assessment, project implementation and management techniques. Specific examples of the types of communication include: Internal: - With PEPFAR-USG Zambia Team: To discusses program planning and management activities and interpretation of results. - With other USG colleagues: To provide technical, detailed explanations to support the development of project management activities. External: - With host government officials and other partners: To provide technical assistance, detailed explanations and advice to support and train staff in the development of project management activities. Strong persuasive skills may be needed to convince high-level decision makers of the need for change within the established management and administrative systems. With technical and management staff: to provide assistance and training on the selection and implementation of appropriate funding mechanisms for specific activities. An expert level of verbal communication utilizing incumbent's project management knowledge and skills and displaying a positive attitude and approach is required. Oral communication may be provided one-on-one, in groups, or by telephone with different levels of personnel and groups. Incumbent must have advanced presentation skills for local, national and international meetings to deliver results of project implementation to policy makers and service delivery professionals. Incumbent frequently must explain the results of project implementation in an appropriate manner to staff and other interested parties of varying degrees of technical expertise, while maintaining sensitivity for the subject matter. This requires tact and diplomacy and persuasive skills to convince key decision makers to strengthen program management activities. Routine transmission of information: with colleagues, partners, and contract staff to collect and verify information pertaining to program planning, implementation or evaluation Tact and diplomacy: in frequent contact with senior and mid-level officials of MOH and other relevant ministries and with collaborating institutions, such as program managers, physicians, staff of local, central and international agencies, and NGOs. With counterparts at national level: to ensure good collaboration and understanding between PEPFAR and collaborating partners to implement project management policies and activities smoothly and in an efficient and constructive manner. Complex explanations: to communicate highly complex procedures in the development, implementation, monitoring and reporting of cooperative agreement and grant activities. Formal training/teaching: acts as a trainer and/or facilitator in training courses on the use of new project management techniques. Influencing/persuading: when working with senior-level decision-makers from implementing partners to develop a project management system that will be sustainable and effective. Leadership: to move peers and senior-level MOH, NAC, CSO and partners, both at local and at international conferences and meetings, to adopt new and innovative program management concepts and interventions. Must be able to clearly present technical procedure manuals and supporting documentation to support staff implementing, maintaining or evaluating project management systems. Incumbent must be able to communicate clearly in writing as documents produced, e.g., PowerPoint presentations, abstracts, posters to national and international audiences or individual activity narratives within the annual COP, will define the issues, provide a clear background statement and discuss the rationale for the activity in a way that OGAC in Washington can understand and approve. Working Environment: Basic office environment (80% of time) and field clinical settings (20% of time) as incumbent oversees the work of others. Incumbent routinely has multiple projects underway simultaneously with competing project deadlines. This situation may lead to stress. Incumbent may have to work outside official hours in order to meet deadlines, or for routine travel or work away from duty station. Other: As a high level public health professional incumbent routinely conducts highly complex tasks or related activities with PEPFAR funded projects, and provides expert level technical management assistance to multiple external implementing partners. Successful completion of this work demands a combination of experience in public health management, enthusiasm for international public health, and a conviction that this work successfully done will develop internal capacity so that Zambians can sustain the PEPFAR program in the future. Benefits/Allowances: Overseas allowances and differentials similar to those available to U.S. Government employees assigned abroad may be payable under this PSC, subject to eligibility. Actual benefits may vary from one candidate to the next and/or from one country of assignment to the next. A summary of the overseas allowances and differentials available to U.S. Government employees assigned abroad may be found at the following Internet URL: http://aoprals.state.gov/ Specific benefit, allowance, and differential information will be provided in the "Offer of PSC Employment" letter sent to the successful applicant. Additionally, country specific information useful for U.S. Government employees assigned abroad may be obtained from Department of State available at the following Internet URL: http://www.state.gov/m/fsi/tc/c10391.htm and Travel Warnings concerning certain countries, in many of which CDC conducts its international program activities, may be obtained at the following Internet URL: http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html. Federal Taxes: Personal Service Contractors who are either United States citizens or Permanent Resident Aliens (i.e., "green card" holders) of the United States are not exempt from payment of Federal Income and, in some cases State, income taxes on salaries earned abroad while working for the U.S. Government. CONTRACTOR-MISSION RELATIONSHIPS (a) The contractor acknowledges that th...