Resource Coordination Specialist   Job – United States US Embassy, US Mission in Uganda

Job Title:   Resource Coordination Specialist  

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX 118,018,022 /Per Year

Position Number: Kampala-2023-044

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda.  The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:

  • United States Agency for International Development (USAID)
  • Centers for Disease Control (CDC)
  • Peace Corps

Job Summary: The Resource Coordination Specialist is the leading Public Diplomacy (PD) locally employed (LE) staff responsible for the financial, program, human, and property resources that support PD projects and programs countrywide.  Oversees the use of multiple and diverse funding streams and ensures their compliance with all relevant U.S. government (USG) regulations and Ugandan laws.  Manages grants, contracts, and the acquisition and use of PD Section materials and equipment.  Serves as the primary liaison for the PD Section with the Management Section and offices; coordinates resources for American Spaces and with regional PD bureaus.

Key Duties and Responsibilities:

Program Support (25% of time)

  • Develops the budget for individual PD programs and activities in collaboration with the PAO (or PAO designee) and PD LE staff. Tracks expected and actual expenditures, including those associated with LE staff work hours.
  • Coordinates logistics and resource requests for program and activity implementation. Allocates property to individual public engagement activities, acquires new property and materials, and manages venue costs and transportation for off-site locations.
  • Actively plans at least one year in advance to contribute to the annual Public Diplomacy Implementation Plan (PDIP) by providing information on program feasibility with available resources; diverse funding authorities; and staff, facilities, equipment, and other resource requirements.
  • Serves as the PD Section’s administrator for PD Tools, PD’s global system that integrates audience analysis, strategic planning, activity tracking, and reporting. Coordinates with the Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs’ (R/PPR) Resource Coordination and Management Unit (RCMU) on the use of PD Tools for monitoring and evaluation to link program.

Financial Resource Coordination (25% of time)

  • Actively plans annual post budget requirements and projections more than one fiscal year in advance for approval by the PAO (or PAO designee); identifies appropriate allocation by PD-specific budget codes for LE staff compensation, activities, programs, and Mission ICS themes for approval by the PAO (or PAO designee). In coordination with the PAO (or PAO designee) and the Financial Management Office (FMO), formulates PD’s annual budget submission; prepares, submits, and tracks expenditures against the post’s annual budget projections.
  • Coordinates all funding streams and expenditures for PD programs from both the PD Budget Allotment (“.7 funds”) and from multiple non-PD sources, such as U.S. Agency for International Development (USAID), Economic Support Funds (ESF), counterterrorism funds (CT), President’s Emergency Plan for AIDS Relief (PEPFAR), other USG programs, and non-USG sources, such as host-government cost sharing, public-private partnerships, private-sector fundraising, etc. Tracks Department of State (DOS) resources from the Bureau of Global Public Affairs (GPA) and the Bureau of Educational and Cultural Affairs (ECA).
  • Assists Financial Management staff in the disbursement of the PD Allotment, ensuring that all obligations and payments for PD activities are met (to speakers, grantees, procurements, contractors, etc.).
  • Coordinates PD entries in WebRABIT and tracks reports for accuracy.
  • Serves as the authority on PD Project Codes.
  • Coordinates PD input to the annual Mission Resource Request.

Grants, Contracts, and Agreements Coordination (20% of time)

  • Supports the Grants Officer for the administration of all PD Section grants countrywide and is the section’s coordinator and technical advisor on grants and cooperative agreements.
  • Drafts grants and cooperative agreements; reviews and analyzes Notices of Funding Opportunities (NOFOs) and other solicitations drafted by colleagues to ensure adherence to Mission and PD goals and USG regulations.
  • Coordinates with DOS offices on their specific PD grants policies.

Internal and External Management Coordination (10% of time)

  • Serves as the principal PD liaison with Management (General Services, Facilities Management, Information Technology, Financial Management, and Human Resources) and Regional Security staffs to coordinate their support for PD programs and activities.

Procurement and Property Coordination (10% of time)

  • Advises the PAO (or PAO designee) on rules and regulations governing program property.
  • Develops the annual PD acquisition plan for approval by the PAO (or PAO designee).
  • Is the main point of contact with the GSO for property management of PD assets, to include property, inventory, and equipment maintenance, upkeep, replacement, and disposal.

Human Resources and General Administrative Functions (10% of time)

  • Tracks and arranges PD staff training and travel.
  • Ensures PD staff work schedules comply with Embassy procedures and supervisors’ requirements.

Qualifications, Skills and Experience:

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

  • The applicants for the United States US Embassy Resource Coordination Specialist job opportunity should hold a university degree in Business Administration, Financial Management, Organizational Management, Accounting, Public Administration, or local equivalent is required.
  • At least three years of experience is required in accounting, business administration, financial management, organizational management, public administration, or project management.
  • Comprehensive knowledge of Ugandan geography, infrastructure, government institutions, and common business and banking practices is required.
  • A general understanding of regional, ethnic, socioeconomic, cultural, and linguistic factors and the influence of religious, cultural, and educational institutions as they relate to perceptions of the United States is required.
  • Knowledge of customer service in Uganda is required. Must have an understanding of communications in Uganda and the international information environment as it affects Uganda and must be familiar with digital practices and procedures.
  • Analytic Skills: Must have strong analytic skills to manage funding from multiple sources, each with differing requirements for purpose, oversight, and accounting.  Must be able to accurately assess resource challenges and identify solutions, including those that address sensitive resource challenges.
  • Communication and Interpersonal Skills: Must have excellent customer relations, interpersonal, and  cross-cultural communication skills.  Must have excellent written and oral communication skills, including the ability to write reports.  Must be able to work effectively with Mission personnel and Ugandan institutions on PD operations and resources, including on sensitive or contentious financial topics.
  • Strong management skills are required, including the ability to develop and oversee project budgets.
  • Demonstrated ability to organize logistical support for professional and cultural projects, such as workshops, seminars, digital video conferences, panel discussions, lectures, and camps, is required.
  • Must be able to conclude agreements with partner institutions and manage their fulfillment.
  • Good keyboarding and data entry skills are required; excellent familiarity with electronic discovery tools, in particular the internet, and standard information retrieval practices and procedures are required.
  • Thorough knowledge of and the ability to use various computer software programs, specifically Microsoft Word, Excel, and databases, is required.
  • Language: Level 4 (Fluent) Speaking/Reading/Writing English is required. This maybe tested.

How to Apply:

All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.

Click Here

Deadline: 22nd May 2023

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