seeking eligible and qualified applicants for the position of Public Health Administrative Management Specialist at the Centers for Disease Control a
Vacancy Announcement Number: 16/305
OPEN TO: All Interested Candidates/ All sources
WORK HOURS: Full-time; 40 hours/week
SALARY: Ordinarily Resident (OR): FSN- 10; (Step 1- TZS 51,002,394 through Step 13- 76,503,594per annum)
Not-Ordinarily Resident (NOR): FP- 5 (steps 5 through 14)*
*Final grade/step for NORs will be determined by Washington.
The “Open To” category listed above refers to candidates who are eligible to apply for this position. The “Open To” category should not be confused with a “hiring preference” which is explained later in this vacancy announcement.
ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Public Health Administrative Management Specialist at the Centers for Disease Control and Prevention (CDC).
BASIC FUNCTION OF POSITION
Job holder provides technical, managerial and administrative advice, coordination and assistance, and recommendations to the Associate Director of Science (ADS), Principal Investigators (PIs) and Activity Managers (AMs) for USG/PEPFAR-funded scientific programs activities at CDC, the Ministry of Health, National Institute of Medical Research (NIMR) and other USG Implementing partners. The goal is to ensure the highest quality and technical accuracy of all scientific products. The job holder works with the Associate Director for Science and Strategic Information (SI) Branch to provide support for development, clearance, and implementation of CDC-funded research, routine program evaluations, surveys, and surveillance projects. This is accomplished by providing program management and coordination, complex technical communication, and administrative support. Critical monitoring of current scientific guidelines on conducting human subjects activities is essential as is monitoring HHS human subjects clearance and approval procedures and processes. This position supervises four staff and is supervised by the Associate Director for Management and Operations.
MAJOR DUTIES AND RESPONSIBILITIES:
A. Administrative Management
70% of time
Provides support for development and implementation of science programs through ensuring strict adherence to current scientific guidelines on HHS, PEPFAR, MOH and NIMR activities related to human subjects’ clearance and approval procedures and processes. Conducts appropriate literature and document searches to ensure study investigators have the necessary background documents and records to appropriately design and develop protocols and scientific information products.
The incumbent will serve in a variety of capacities, including but not limited to, preparation and submission of protocols and compliance documents, tracking and achieving renewal deadlines, collection and maintenance of research records, study standard operating procedures (SOPs), and consent documentation, review of study proposal to ensure administrative and scientific compliance, and train new staff on regulatory requirements for HHS, MOH, NIMR and USG scientific and ethical program requirements.
The job holder serves as point of contact (POC) to organize and coordinate relevant information for the ADS office. In liaison with the SI Branch, the incumbent works with partners to ensure adherence to all administrative regulatory reporting requirements stipulated in the terms and conditions in the notice of award. This includes ensuring that all reports such as quarterly and progress reports are submitted in a timely manner. Incumbent will work with partners to ensure that they have the appropriate templates and formats for submission.
Incumbent will develop and/or improve current systems of maintaining research records and initiate and maintain initial and continuing renewal study approvals from applicable committees, and CDC and NIMR IRBs. In accordance with CDC Operational Policy that requires public access to CDC-funded publications, the incumbent will regularly compile and update DGHT Science Office Publication information website with CDC’s DGHT-supported publications produced by in-country office, and partner organizations, with and without CDC co-authors.
Incumbent reviews all documents related to scientific activities, study protocols, reports, and information products for completeness. Job Holder develops and updates guidelines and recommendations for cooperative agreement recipients regarding CDC science clearance, reporting and implementation of the various CDC funded studies. This includes preparing monthly and annual calendars of actions related to the management of science activities, providing site visit schedules, routine trainings for staff and grantees, setting deadlines for important actions necessary for science program management conference submission deadlines and other date-sensitive elements.
Job holder is responsible for the establishment and maintenance of an electronic and paper system that accounts for the receipt and location of all science-related documents such as approved research and non-research determinations, protocols, manuscripts, reports, abstracts, human subjects restrictions etc. In coordination with ADS and team leads, closely monitors science program activities, assuring proper maintenance of program records and documentation, maintaining an inventory of such records and requesting any updates as needed.
Coordinates with in-country Grants Team, Activity Managers, and Procurement and Grants Office (PGO) to ensure that requests to lift human subject restrictions or redirect restricted funds are processed. In coordination with ADS, participates in the review of scientific information submission requests for extensions and makes recommendations on how administrative and regulatory issues and concerns may be addressed.
Liaises with partners in preparing for and hosting of technical assistance (TA) visitors and temporary duty staff (TDY). In collaboration with the TDY POCs, develops itineraries and agendas for visits, and works with the Communication Specialist to ensure the necessary briefing documents are available.
20% of time
This position is responsible for the direct supervision of four subordinate administrative positions:
Project Assistant assigned to Clinical Services and Laboratory Branches
Project Assistant assigned to Prevention and Strategic Information Branches
Project Assistant assigned to Human Institutional Capacity Building Branch and Site
Improvement Monitoring System Team
Executive Assistant assigned to the Executive Team
Assign duties to ensure the proper functioning of the Executive Team and the Program Branches. Coordinates with Branch Chiefs to ensure that program needs are being met. Effectively resolve conflicts arising among staff and provide overall guidance.
Mentor Staff in order to reinforce motivation, understanding of policies and procedures and to ensure teamwork for successful outputs.
Assess career development needs, evaluate performance, and address performance issues of subordinates.
Reports to the Associate Director for Management and Operations (direct supervisor) on a continual basis regarding the state of matters under his/her supervision and provides recommendations regarding changes and improvements.
C. Interagency Coordination
10% of time
Incumbent serves as a member on selected technical workgroups that propose and coordinate inter-agency program components and funding levels for HIV/AIDS activities. Recommendations from the technical working groups play a key role in the development of the overall PEPFAR program in country.
Job holder routinely represents the Agency at administrative and planning sessions called for the purpose of discussion and evaluation of financial commitments for overall HIV/AIDS programs. Such meetings include all USG PEPFAR implementing agencies, host country government officials, and collaborating agencies and organizations.
Other duties as assigned.
All 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.
Master of Business Administration, Master of Science in Public Health, Management, or Finance, or Master of Public Health or Health Policy is required.
This position requires a total of five years of experience. Specifically:
a) three years of progressively responsible administrative experience in a public health field or a health-related international development organization is required; and
b) two years of experience that includes direct supervision of staff is required.
Level IV (fluent) speaking and written communication in English and Kiswahili is required. (This will be tested)
- Skills and Abilities:
Excellent inter-personal skills in order to coordinate with USG and implementing/cooperating partners to ensure mutual cooperation are required.
FOR FURTHER INFORMATION: The complete position description listing all of the duties and responsibilities can be obtained on our website and/or by contacting the Human Resources Office DarRecruitment@state.gov.
HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
HIRING PREFERENCE ORDER:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP**
* IMPORTANT: Applicants who claim status as a
preference-eligible U.S. Veteran must submit a copy of the most recent
Member Copy Four (4) of the DD-214, Certificate of Release or Discharge
from Active Duty, and, if applicable, a letter from the U.S. Department
of Veterans Affairs. If claiming conditional eligibility for U.S.
Veterans’ preference, applicants must submit proof of conditional
eligibility. If the written documentation confirming eligibility is not
received in the HR office by the closing date of the vacancy
announcement, the U.S. Veterans’ preference will not be considered in
the application process. Mission HR’s decision on eligibility for U.S.
Veterans’ preference after reviewing all required documentation is
** This level of preference applies to all Foreign Service employees on LWOP.
ADDITIONAL SELECTION CRITERIA:
- Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
- Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
- Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY: Applicants must submit the following documents to be considered. Failure to do so may result in a determination that the applicant is not qualified.
- Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above);
- Any additional documentation that supports or addresses the requirements listed above (e.g. resume, transcripts, degrees, etc.)
- Copy of Master’s Degree.
- For Tanzanian Nationals: Copy of Passport, or National ID, or Voter ID
- For Other Nationals: please attach current Resident/Work Permit and copy of valid Passport