Statement of Duties to be Performed
A.
The Administrative Assistant receives phone calls, sends and receives Emails and faxes, and arranges meetings and appointments at the request of the supervisor and other Division staff with Office, Mission, Host-Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested. The Administrative Assistant maintains the supervisor’s appointments based on a good knowledge of the supervisor’s commitments, and maintains the Division calendar, reminding the supervisor and others of meetings and appointments. The Administrative Assistant takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with other Mission administrative staff. 25%
B.
The Administrative Assistant maintains correspondence control for the Division, 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 Division actions, providing reports to the supervisor, receiving and screening mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters, distributing incoming official mail to Division personnel and attaching pertinent background material, and searching files and records to assemble background information as requested. The Administrative Assistant reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing correspondence for accuracy and conformance with Mission formatting procedures and special instructions. The Administrative Assistant distributes internal policies and procedures and, as necessary, maintains a tracking system of when staff received new policies and/or procedures. 25%
C.
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 check-out procedures; prepares travel requests for Division staff for official travel. Types a variety of correspondence, creates electronic trackers, develops charts, and prepares other documents in draft and final form, proof-reading 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. 25%
D.
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; and, marks correspondence and other documents for filing, and files accordingly. The Administrative Assistant reviews all correspondence prepared 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. The Administrative Assistant maintains and updates handbooks, operating procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules. As required by workload, the Administrative Assistant may be assigned to the Front Office to provide support, or may be assigned to support other office Administrative Assistants, during the absence of the job holder. 25%
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
All candidates must meet the Minimum Qualifications. Applications will be screened accordingly, and only those who meet the below, required criteria, will be moved forward in the recruitment process.
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.
Prior Work Experience:
A minimum of two years of administrative, secretarial, clerical experience with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
DEADLINE: OCTOBER 14, 2024
