Project Management Specialist – Knowledge Management and Organizational Learning

Listing reference: usaid_000113
Listing status: Under Review
Apply by: 29 December 2023
Position summary
Industry: Medical, Health & Social Care
Job category: Other: Government and NGO
Location: Pretoria
Contract: Permanent
Remuneration: R829,377.00 - R1,161,126.00 per annum, equivalent to FSN GRADE 11 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Southern Africa.
EE position: No
Introduction
GENERAL INFORMATION 1. SOLICITATION NO.: 72067423R10036 2. ISSUANCE DATE: November 30, 2023 3. CLOSING DATE/TIME: December 14, 2023 at 12:00 midnight, Local Time, Pretoria, South Africa 4. POINT OF CONTACT: Caitlyn Uys at cuys@usaid.gov 5. POSITION TITLE: Project Management Specialist – Knowledge Management and Organizational Learning 6. MARKET VALUE: R829,377.00 - R1,161,126.00 per annum, equivalent to FSN GRADE 11 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Southern Africa. Final compensation will be negotiated within the listed market value. 7. PERIOD OF PERFORMANCE: Five years renewable contract subject to funds availability and need for the position. 8. PLACE OF PERFORMANCE: Pretoria, South Africa, with travel on a regular basis to USAID Health Offices in Southern Africa. 10. SECURITY LEVEL REQUIRED: Facility access 11. AREA OF CONSIDERATION: Internal and external applicants 12. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
Job description

Position Overview:

The Knowledge Management and Organizational Learning (KMOL) Specialist (“Specialist”) is a key advisor within the Regional Health Office (RHO) who is responsible for regional knowledge management and dissemination processes that enhance regional collaboration and information sharing among RHO client countries, and at a Global level, as appropriate. The Specialist builds strong relationships and systems to methodically facilitate access to the information, tools, and resources needed to optimize workflow and program performance across the region. The Specialist ensures that knowledge and information where identified, is methodically indexed, and stored/captured/filed in Agency designated electronic spaces and that it is easily accessible through a variety of online platforms. S/he collaborates with a wide variety of colleagues from across the Mission, including the Mission’s Development, Outreach and Communication (DOC), the Program Office (RPPDO), and RHO’s client Mission teams, to develop and implement knowledge management strategies. Through collaborative approaches, the Specialist provides technical assistance to USAID staff to identify, manage, package, and disseminate key information to advance technical practice and effectively share program results and impact with key stakeholder audiences.

Basic Function of Position:

The position is within the Regional Health Office (RHO) based in Pretoria and will travel on a regular basis to USAID Health Offices in Southern Africa to offer Technical Assistance (TA) in knowledge management, collaborating and organizational learning. The USAID/Southern Africa (USAID/SA) Regional Health Office (RHO) is responsible for the oversight of PEPFAR HIV/AIDS and other health programs in Lesotho and Eswatini, and provides Technical Assistance (TA) to Angola, Botswana, and Namibia, and to other USAID
Health Offices across Southern Africa. RHO is best placed to develop strategies and implement processes to share information, experiences, and best practices among its client USAID Missions and with the Office of HIV/AIDS (OHA) in USAID/W and broader USAID.

PEPFAR represents the US government response to the global HIV/AIDS epidemic and is the largest commitment by any nation to address a single disease in history. Alongside the work of many partners, PEPFAR has saved millions of lives, averted millions of infections, and changed the course of the epidemic. PEPFAR is at a pivotal moment in the global HIV/AIDS response, that of working along other international partners to end the AIDS epidemic as a public health threat by 2030. 

 
Major Duties and Responsibilities:
 
Knowledge Management and Organizational Learning (60%)

  • Conceptualize and develop a regional knowledge management strategy in collaboration with RHO stakeholders and serve as the primary point of contact for its implementation for RHO.
  • Build platforms and develop standard operating procedures for knowledge processes and workflows to ensure all staff have resources and tools they need to facilitate effective knowledge sharing and organizational learning.
  • Routinely assess gaps in knowledge and understanding through knowledge management audits and customer surveys; present findings and recommendations, and collaboratively work with relevant stakeholders to implement identified solutions.
  • Monitor and evaluate the effectiveness of knowledge management and organizational learning processes, including establishing annual knowledge management and communications metrics and tracking activities in line with established work plan objectives and metrics.
  • Follow USAID guidelines to maintain electronic files, identify, store, manage, encrypt, synthesize, package, and disseminate information for strategic use.
  • Regularly liaise with multilateral partners, other USG Implementing Agencies, USAID Implementing Partners to identify opportunities for USAID staff to participate in relevant communities of practice or technical working groups and harness RHO’s technical expertise for successful engagement.
  • Organize and facilitate knowledge sharing and dissemination events in support of RHO’s technical team objectives, including webinars, workshops, conferences, and other impactful mediums, as appropriate.
  • Provide knowledge management and organizational learning technical assistance to USAID Implementing Partners as required.
  • Foster a culture of knowledge sharing and organizational learning for RHO staff and OUs that are served by RHO in the Southern Africa region, and where feasible, integrate knowledge management behaviors into existing operational procedures to yield a sustainable approach to strategic information use and dissemination.


Capacity Building and Collaboration, Learning and Adapting (20%)

  • Carry out research to establish RHO’s position on emerging global health issues, including conducting literature reviews, collecting and analyzing data and other information sets to identify anticipated trends and inform strategic pivots in USAID’s programming.
  • Support and/or spearhead the conceptualizations, organization and implementation of thought leadership events, workshops for RHO, client Missions and Implementing Partners (IPs).
  • Build the capacity of RHO’s Technical Advisors and staff in client missions to adopt knowledge management tools and principles to optimize team learning and cross fertilize innovative and effective technical practices.
  • Work with technical advisors to support the documentation and publication of best practices across the region with the aim of abstract submission to Conferences and journal submissions, including editing manuscripts for peer review journal submissions; Identify and promote conference and publication opportunities for staff.
  • Review and edit submissions for journal publications, conferences, poster presentations and other learning materials, including trainings, reports, and other external documents as needed.
  • Support on-boarding for USAID Mission staff in RHO and across the region to orient new staff and ensure access to a robust repository of resources that will enable new hires to quickly and effectively access the information they need to be successful in their role.
  • Establish approaches and on the job training and learning opportunities for staff to transfer knowledge and skills; and develop systems to ensure knowledge retention in anticipation of staff rotations or departures.
  • Participate in professional conferences and networks to understand emerging trends in knowledge management and learn about new technologies and approaches for improved practice.
  • Make recommendations for improvement and adopt new practices and software/applications as required to stay in line with best practices in the field.
 

Communication and Activity Management (20%)

  • Create a communications plan to better communicate USAID and PEPFAR contributions and achievements to key stakeholders and work with the Development, Outreach, and Communication (DOC) section to identify and curate creative ways to package and disseminate program results for internal and external audiences.
  • Manage internal and external communications on behalf of the RHO team, including stakeholder engagement and consultation strategies.
  • Manage the production of accessible briefs on health topics to support peer learning and distill best practices (topics could range from: AGYW/DREAMS Program, Pediatrics, Community Health Work Force, Reaching Adult Men, HTS and index testing, Linkage to Care, HIV Treatment, Viral Suppression, Health Systems Strengthening, Health Information Systems, Capacity Building, Infectious Disease
  • Threats and Response, Global Health Security, Integration and Primary Health Care).
  • Create templates, frameworks, and stock language for RHO’s written outputs and deliverables such as briefing documents, PowerPoint presentations, proposals, reports etc. and make recommendations on graphic design strategies for all communications materials (print, social media, and video).
  • Respond to requests for information from the USAID support offices and from USAID/Washington, including supporting the development of talking points for high level meetings and external engagements, preparing briefing documents, responding to Congressional inquiries, supporting VIP visits, responding to Washington policy and operational requests, and carrying out ad-hoc assignments as dictated by unforeseen operational requirements at the discretion of the Regional Health Office Director.
  • The Specialist collaborates with colleagues from the Mission’s Development, Outreach and Communication (DOC) section to package success stories and ensures that calls for information from RHO are met in a timely manner.
  • Serve as Contracting Officer’s Representative/Agreement Officer’s Representative (COR/AOR) and/or Activity Manager for short/long term activities that RHO may initiate or buy into, be it locally or centrally managed from Washington.
  • Serve as RHO point of contact for activities managed through the Development Information System (DIS).


CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.
 

POSITION ELEMENTS

Job Knowledge:  

  • Professional-level knowledge of the discipline of knowledge management (KM), must have practiced KM in another organization / professional setting.
  • Knowledge of social media applications and other technologies that are applied in the practice of knowledge management in a large organizational setting such as the Microsoft suite, web design software, content management systems (Drupal desired), graphic design applications, survey software, online calling software such as Webex, Google Meet, Microsoft teams, and the Google Workspace.
  • Demonstrated knowledge of the status of and challenges pertaining to HIV/AIDS in sub-Saharan Africa and the accelerated strategic response to end HIV/AIDS as a public health threat by 2030.
 
Skills and Abilities
 
  • Ability to work as team member in multi-cultural environments, to work well with others, build consensus and resolve conflicts.
  • Excellent written communication and presentation skills, including ability to develop, deliver PowerPoint presentations.
  • Ability to pay attention to detail and meet shifting timeframes and short deadlines.
  • Ability to exercise good judgment, discretion, tact, and diplomacy and an ability to demonstrate customer service and interacting with clients in a professional manner.
  • Ability to assess and tailor KM solutions across a wide range of user demands and across users of different levels of experiences and ability.
  • Ability to make decisions and resolve problems, either alone or with assistance, within reasonable timeframes.


Post Entry Training:

The specialist is expected to possess the necessary technical training and skills required to perform the duties and responsibilities required of the position. S/he will receive
familiarization training in USAID-specific procedures and regulations. In addition, training to maintain professional capability in the field, s/he will be provided opportunities for courses, seminars, conferences, and other activities in fields related to the function, subject to availability of funds. The Specialist will be required to undergo USAID training including Introduction to the Program Cycle, Project and Activity Design, Applied Monitoring, Evaluation and Learning, Development and Outreach Communication training, CLA training and maintain a COR/AOR certification.
 

a. Supervision Received: The specialist reports to the RHO Deputy Director or her designee. The specialist is expected to work with a high degree of independence. Perform the duties and responsibilities as stated and be assigned other program related duties as needed. The specialist will, with the support of his/her supervisor, develop his/her work schedule, procedures for accomplishing tasks and resolve problems which may arise during accomplishment of these objectives.

b. Supervision Exercised: Formal supervision of staff is not contemplated for this position.

c. Available Guidelines: Guidelines include agency regulations, PEPFAR guidance, federal acquisition regulation (FAR); AID acquisitions regulations (AIDAR; AID automated directives system (ADS Series); contract information bulletins (CIBs); USAID mission orders, project papers, mission strategy, and other documents available, USAID policies and procedures, technical documents and policy papers. All of these are general; presenting options and approaches rather than blueprints. Therefore, the specialist must be able to assess alternatives and interpret the guidelines accordingly.

d. Exercise of Judgment: Ability to apply sound logic in making decisions and maintaining awareness of organizational realities and audience perspectives. The ability to deal with ambiguity is essential, so is the ability to adjust to changing responsibilities and work environments.

e. Authority to Make Commitments: The job holder may not independently commit the USG to the expenditure of funds.

f. Nature, Level, and Purpose of Contacts: The Specialist will be in daily contact with office colleagues, mission staff in the program office, USAID staff in Eswatini and Lesotho, and in Angola, Botswana, and Namibia, regarding their activities related to KM and organizational learning. The specialist will frequently be called on to brief senior managers from USAID/Pretoria and USAID/Washington.

g. Time Expected to Reach Full Performance Level: One year.


The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.
 
The following factors, and points for each, will be the basis for the evaluation of applications meeting the required minimum qualifications. All applications will be evaluated based on the documentation submitted with the application. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation.

FACTOR 1: Relevant Work Experience (10 points):
  • A minimum of seven (7) years working experience is required in knowledge management; in a health-related field, and/or background in communications and publication in the development space.
  • Working for the private sector, NGOs (international, regional, or local), Government, USG agencies, international donors or civil society organizations.
  • Must have experience of interacting with senior management at various levels.

FACTOR 2: Job Knowledge (20 points):
  • Professional-level knowledge of the discipline of knowledge management (KM), must have practiced KM in another organization / professional setting.
  • Demonstrated knowledge and utilization of social media applications and other technologies that are applied in the practice of knowledge management in a large organizational setting such as the Microsoft suite, web design software, content management systems (Drupal desired), graphic design applications, survey software, online calling software such as Webex, Google Meet, Microsoft teams, and the Google Workspace.
  • Hands-on knowledge of maintaining electronic files in the Google Workspace.
  • Relevant knowledge of customer service and interacting with clients in a professional manner.

FACTOR 3: Skills & Abilities (20 points):
  • Demonstrated ability to work as team member in multi-cultural environments, to work well with others, build consensus and resolve conflicts.
  • Ability to develop tailored knowledge management solutions across a wide range of user demands and across users of different levels of experiences and ability to conduct customer surveys for needs analysis and for evaluating user experiences.

Total Factor Points - 50 points
Written Test – 50 points (To test English written proficiency, the use Microsoft Word and PowerPoint)
Interview Performance - 100 points

How the Selection will be made:
 
The successful candidate will be selected based upon the following:
 
  • A preliminary review of the applicant's submitted package (which includes the cover letter and CV) to establish that minimum educational, work experience and English writing fluency requirements are met.
  • Assessments to include English writing skills, and Microsoft Office proficiency that might include any of the following: Word, Excel, PowerPoint; and any technical skill test that might be deemed appropriate
  • A personal face to face interview
  • Reference checks
 
USAID/SA’s Human Resources Section will perform the preliminary review (Step 1 above) to eliminate those applications that do not meet the minimum educational and written English language requirements before forwarding the rest to the Technical Office or Technical Evaluation Committee (TEC) for further review and assessment.
 
The TEC will review each of the forwarded applications against the established evaluation criteria to develop a shortlist of applicants to be tested and possibly interviewed. Applicants will be contacted for testing (Step 2) and/or possibly interviews. Based on the results of the tests an applicant may be dropped from the interview list.
 
Following the interview (Step 3), during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of candidates to be considered for employment and forward that list to HR. The TEC Chairperson will conduct and document reference checks (Step 4) and advise the TEC members of the results of these checks. Please note that references may be solicited from current as well as former supervisors in addition to the references you provide in your application package. References will only be solicited for those interviewed applicants who are being considered for ranking. 
 
Based on this final input, the TEC will make its final decision on candidate ranking, prepare a selection memo for the review and approval of the Contracting Officer, after which an offer of employment will be made to the successful candidate. Unsuccessful candidates who were interviewed will be contacted and advised of their non-selection. As positive medical and security clearances are a condition of employment, the selected candidate will undergo stringent investigation prior to employment with USAID/SA.
 
Submitting an Offer:
 
All interested and eligible candidates should visit http://usaid.ci.hr to apply. Applicants with P-net accounts can log-in from the above website to apply and first-time users will be required to register on the site before they can apply.
Kindly note that when you apply via cellphone you are not able to complete the required questionnaire. And if you do not complete the required questionnaire for the position, you will automatically be eliminated from further review.
• For an application to be considered complete, please include a high-quality cover letter, explaining why you are qualified for the position and a CV of no more than 4 pages. Failure to comply with these instructions may result in your application being considered “non-responsive” and eliminated from further consideration.
• Offers must be received by the closing date and time specified in Section I.
• To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.
• The U.S. Mission in South Africa provides opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation. The United States Agency for International Development (USAID) also strives to ensure equal employment opportunity in all personnel operations.
• Only short-listed candidates will be contacted. Applicants who do not follow the application instructions may be dropped from further consideration.

Points of Contact:

·       Caitlyn Uys, Telephone: (012) 452-2088


Applicability:
 
This position is open to South African citizens and South African permanent resident permit holders. USAID Southern Africa management will consider nepotism/conflict of interest, budget, need for continuity, and residency status in determining successful applications. Current USG employees on probationary status (i.e., within their first year of employment) are not eligible to apply.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies
for prohibited personnel practices, and/or courts for relief.

References:
 
Three (3) references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

COMPENSATION
This position will be compensated in accordance with the U.S. Mission for South Africa’s Local Compensation Plan (LCP). The successful candidate’s salary level will be based on prior job-related experience and salary history.

REQUIRED FORMS FOR CCNPSC HIRES
Once the Contracting Officer informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the forms.

BENEFITS
The plan includes basic salary, miscellaneous allowance, pension fund and medical aid subsidy.

TAXES
Every CCNPSC staff member in the Mission regardless of agency affiliation is required as a condition of employment, to pay their taxes to the South African Government.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO CCNPSCs
USAID regulations and policies governing CCNPSC awards are available at these sources:
 
1.     USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
2.     Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms will be used for this contract.
3.     Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds- cibs .
4.     Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE Regulations .

Minimum requirements

Education: A bachelor’s degree in health communications, monitoring and evaluation, information and communication technology (ICT), knowledge management, organizational learning, corporate communications, digital and media studies, information systems, and organizational learning or a related field is required.
 
Prior Work Experience: A minimum of seven (7) years working experience is required in knowledge management; in a health-related field, and/or background in communications and publication in the development space. Working for the private sector, NGOs (international, regional, or local), Government, USG agencies, international donors or civil society organizations. Must have experience of interacting with senior management at various levels.

Language Proficiency: The applicant must read, write, and speak fluent English. Language competence may be tested.

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