Country: Egypt
Closing date: 22 Aug 2018
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 tanisha.harris@massgenics.com