Job Description
Statement of Duties to be Performed
A. Administrative Support (25%)
- The Administrative Assistant receives and places phone calls, sends and receives e-mail and faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff with Mission, Host-Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation, as needed; and takes minutes when requested.
- The Administrative Assistant schedules appointments based on a good knowledge of the Office Director’s commitments and maintains the Office calendar, reminding the supervisor and others of meetings and appointments.
- The Administrative Assistant takes messages in the absence of the Office Director and other staff, directing callers to other staff members, or answering questions personally.
- Prepares visitor access requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist them.
- Schedules meetings for the Office Director, and ensures that attendees are briefed or provided proper background material for meetings.
- Participates in arranging for conference/meeting room space as required by the size of the group and maintaining conference/meeting room schedules, in coordination with other Mission administrative staff.
- The Administrative Assistant meets with other Mission support staff on a regular and recurring basis to update and improve standard operating processes.
B. Correspondence and Mail Management (25%)
- The Administrative Assistant maintains control of correspondence for the Office, including program/project/activity files provided by Contracting/Agreement Officer’s Representatives (CORs/AORs) and other Specialists, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the Office Director.
- Receives and screens Office mail not addressed to a particular individual, drafts responses to routine correspondence and letters, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions.
- Reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.
- Distributes internal policies and procedures and, as necessary, maintains a tracking system of when staff received new policies and/or procedures.
C. File Management (25%)
- The Administrative Assistant establishes and maintains files according to standards set by the Mission Correspondence and Records (C&R) Technician/Supervisor in the Executive Office (EXO) and by USAID/Washington, marks correspondence and other documents for filing, and files accordingly.
- Reviews all correspondence prepared in the Office or elsewhere for the supervisor’s signature, corrects errors by drafters and edits correspondence, and ensures that responding correspondence meets requirements posed by incoming correspondence to which it pertains.
- Maintains and updates handbooks, operating procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules.
D. Administrative Assistance with Software and Travel (25%)
- The Administrative Assistant uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments.
- Drafts electronic country clearances (eCCs); reports time and attendance; assists incoming personnel with check-in procedures and departing personnel with checkout procedures; prepares travel requests for the Office staff for official travel.
- Types a variety of correspondence, creates electronic trackers, develops charts, and prepares other documents in draft and final form, proofreading for format and consistency with standard formatting requirements prior to submitting for signature.
- As required, the Administrative Assistant locates documents routed for clearance, and obtains and tracks clearances and signatures.
- As required by workload, the Administrative Assistant may be assigned to the Front Office, or assigned to support other office Administrative Assistants, during the absence of the job holder.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
b. Prior Experience: A minimum of three years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
c. Language: English and Amharic at Level IV (Proficient). English proficiency is a requirement for positions with USAID. In lieu of testing, as academic courses are taught in English at the secondary and post-secondary level, English proficiency will be assessed throughout the evaluation process - application review, skills test, interview. In addition, candidates may provide proof of English language proficiency. Acceptable certifications include CEFR of C1 or C2, IELTS (minimum of 6.5), Cambridge (CAE), TOEFL IBT (minimum of 95), or TOEFL ITP (minimum of 560). These test results are valid for two years.
d. Knowledge: Demonstrated familiarity, or ability to quickly become familiar with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. Demonstrated ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
e. Skills and Abilities: Demonstrated proficiency in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. Demonstrated proficiency in using the Internet and E-mail.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 24, 2024 NLT 11:59 p.m. EAT
