Program Operations Assistant ,CTS Global

Title: Program Operations Assistant

Period of Performance: 09/21/2018 – 09/20/2019

Number of Option Years: None

Place of Performance: Egypt

Service Objective:

The primary responsibility for the Program Operations Assistant is to provide ongoing support to

the US CDC Egypt office, prepare routine administrative and management reports, assist in technical

scientific reports, support travelers, and other duties as assigned. The Program Operations

Assistant will coordinate activities with the COR, US CDC Egypt Office Country Director, and Deputy

Director. The service will require excellent time management skills and the ability to prioritize

work in addition to excellent written and verbal skills. The Program Operations Assistant will

require strong organizational skills.

A.1 Task Requirement

A.1.1 Work with US CDC EGYPT CDC’s office to facilitate the administrative tasks and daily

requests. Assist in all administrative work inclusive of but not limited to:

a. Weekly preparation of transportation requests thru the Embassy MyServices or e-mails to the

Embassy transportation office; handle travel preparations for US CDC EGYPT personnel thru the

Embassy E2 system and the Embassy Travel Agency, Carlsonwagon Lite

b. Weekly performance of accounting tasks such as completing Embassy financial documents and

coordinate with the Financial Management Office (FMO) within the Embassy to ensure documents are

submitted correctly and reimbursement for travelers, local travel reimbursement, etc. and reviewing

monthly COAST accounts obtained from the FMO office to ensure funds are available

c. Drafting Weekly Embassy reports – such as USDH accountability (which is sent every Tuesday,

information includes who is in country, TDY or permanent staff, dates, pets, and other information

may be added information is sent to the Embassy’s Management office administrative staff

d. Weekly reviews and updates the CDC Egypt Office’s equipment inventory; informing the Embassy,

CDC HQ, the property custodian, ITSO East Africa Technical Advisor, and conducts inventory check

and update the inventory list (which includes property name, serial number, barcode number if

applicable, who it is assigned to, disposition, and disposition date)

e. Weekly reviews and maintains adequate office supplies for the CDC Egypt office. Anticipates

needed supplies, prepare purchase requests for needed supplies; places and expedites orders for

supplies; verifies receipt of supplies; prepares vouchers for reimbursement and ensuring

appropriate approvals are obtained, submitted to US

Embassy for reimbursement, and other inventory related activities. Follow up with services providers e.g. Internet Company, Phone Central Company, Office Stationary Suppliers, Printing Companies, etc. may be required

f. Weekly ensures that all scans, faxes, e-mails and electronically filed documents at the request

of the CDC Egypt office, COR, or CDC HQ are completed

g. Weekly prepares all correspondence to the US Embassy or USAID using a CDC or Embassy e-mail

address

A.1.2 Track the eCC and TDY lists weekly. Assist in travel preparations for the TDYers including

hotel reservation, expeditor and transportation during their stay at Egypt. A weekly eCC/TDYer list

report is to be submitted identifying all actions taken/involved in the process as follows:

a. eCC information is sent by the CDC Egypt Country Director or other Embassy staff who will serve

as the control officer for the TDYers. Information from the eCC will be used to send an e-mail

request to the Deputy Chief of Mission (DCM). This e-mail is to request permission for the traveler

come into Egypt; information provided to the Embassy includes name of traveler, nationality, dates

of travel, location of travel within Egypt and reason for travel; additional information may be

asked by the DCM prior to approval

b. Once approval is obtained CDC Egypt office has an excel TDY spreadsheet that tracks TDYers, the

above information is to be added as well as other information from the eCC and information that is

obtained from the traveler (such as type of clearance, local phone number, phone IEIM, last RSO

briefing, etc…) Since Egypt is a high risk, high treat country RSO briefings is a requirement

every 6 months. Additional information may be added to the spreadsheet at the request of the

Embassy, CDC Egypt or CDC HQ for security concerns; The Embassy requires requests to come by an

Embassy or CDC e- mail address for security reasons

c. Once approval is granted an e-mail is sent to the traveler and the control officer. The e- mail

is used to inform the traveler if there is a need for a RSO briefing, a copy of the most recent RSO

restrictions, obtaining missing information for the excel TDY spreadsheet, it provides information

on who is the TDY’ers control officer, when and where to meet them, and asks if any additional

assistance will be needed by the CDC Egypt office (hotel, transportation, expeditor, etc.)

d. The assistant will keep in contact with guests by mail or by phone; answers and directs inquiries

and provides information to the control officer in case there are US Direct Hire (USDH) recalls

during the traveler’s stay

A.1.3 Daily assist the CDC Egypt office and CDC HQ as needed, by liaising with the US Embassy on

matters related to or involving budget, the financial management office (FMO), the government

shipping office (GSO), motor pool (MP) correspondence, etc. Summarize in an e- mail to the COR

monthly activities/interactions that have occurred (who, what, when, outcome).

A. 1.4 Prepare CDC program reports and enters information into the CDC and US Embassy databases as

requested by the US CDC Egypt Country Director, CDC HQ or COR. Program reports include:

a. CDC’s DGHP/GDD M&E report; this report is a multi-worksheet excel document that collects

information from all offices on their activities; the assistant will assist the CDC Egypt office

and CDC HQ in reviewing input from the SME’s, technical staff, and other staff (medical epi and

informatics) working for the CDC Egypt office; this report will be reviewed and approved by the COR

for submission to CDC DGHP

b. Work with SMEs, CDC Egypt staff and CDC HQ staff, and other partners as identified in C.1 to

ensure proper clearance is obtained for publications and other documents. Draft a weekly report

summarizing these activities providing status of efforts.

c. At the instruction of the CDC Egypt office and CDC HQ staff, the assistant will assist with

transition plan documents and databases, collating information for final review and submission by

CDC staff as the requested of the CDC DGHP leadership; This is to be submitted in report form and

is expected to be no more than 1-2 documents monthly and approximately 5 pages in length

A.2 Task Deliverables: Are required and will be detailed later

A.3 Minimum Qualifications and/or Certifications:

• Bachelor’s degree.

• Experience working with US CDC Egypt and US Embassy or NAMRU-3

• Minimum of 4 years’ prior work experience in Administration position related to public health activities in Egypt.

• Fluency in Arabic and English required

• Minimum of 3 years prior work experience in public health office

• Course work in Project Management

• Knowledge of management systems and procedures and US CDC Egypt activities

• Knowledge of US Embassy systems and reporting including eCountry Clearance (eCC), myservices,

Purchasing and Supply system (ILMS), Embassy travel (E2), etc.

• Working level Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

A.4 Travel

Only local travel from Egypt Office/duty station to Embassy if USG vehicle is not available, and

hot spot recharging stores. Multiple monthly trips, up to 15 trips per month

HOW TO APPLY:

Please respond with the job title in the message along with your CV and cover letter to [email protected]

Closing date: 22 Aug 2018