Background:
ZemiTek has been contracted by the USAID Bureau for Conflict Prevention and Stabilization (CPS) to provide institutional staffing support. As part of this contract, the CPS/ Office of Civilian-Military Cooperation (CMC) requires a Mid-Level Administrative Assistant. The Mid-Level Administrative Assistant will serve as the focal point for the administrative and support needs of CMC staff and will provide critical office management functions for CMC. This position requires an active SECRET clearance, and the start date is immediate.
Responsibilities:
· Serve as the focal point for the administrative and support needs of CMC staff, including COCOM staff.
· Provide administrative back-up support to the CMC Program Specialist(s) and other personnel.
· Prepare SF1034 forms for staff reimbursement payments.
· Coordinate all aspects of travel arrangements for high level government representatives, adhering to Bureau and Agency procedures, and provide guidance and support to Operating Expense (OE) funded or other staff travel arrangements. This includes, but is not limited to, the following:
o Prepare Travel Authorizations (TA) and travel vouchers in accordance with USAID guidelines and procedures.
o Process TAs through the USAID travel system (e.g. E2 system).
o Maintain an online repository that contains current procedures, information, and forms for CMC staff travel.
o Provide support by obtaining passports, visas, and country clearances for CMC travelers.
o Maintain compliance with all USAID travel guidelines and policy changes. Communicate policy changes to CMC program staff.
· Provide all aspects of administrative support, correspondence, and records management to the CMC office, including:
o Sort, log, and process incoming and outgoing correspondence (including telegrams and cables).
o Establish and maintain files and file systems, including electronic files and simple databases that can be easily maintained and updated.
o Draft and send routine cables, including country clearance cables.
o Answer telephones. File and photocopy correspondence and distribute documents.
o Work with authors and review outgoing correspondence, reports, etc., for format, grammar, and punctuation, and remove typographical errors.
o Write simple or repetitive non-technical correspondence such as letters of acknowledgment in accordance with a given format.
· Provide other administrative and clerical support, including:
o Process calls forward.
o Record and track activity approvals (and pending approvals) in relevant information systems and monitor their related budgetary impacts.
o Provide reports and analyses to office on changes in statutory requirements and mandates.
o Provide back-up support, as required, on replenishing internal office supplies. and coordinate, prepare and submit requisitions for supplies.
o Keep abreast of various procedural requirements, such as procedures required to process travel vouchers and staff correspondence through the front office.
o Work independently on projects requiring research and preparation of briefing charts and other presentations materials.
o Provide administrative support to the Office Director and staff with office management responsibilities and provide general administrative support of staff members as needed.
o Provide telephone and receptionist services to the Office Director or other staff as needed and maintain the Director’s and Deputy Director calendars. and
· Other duties assigned by the Office Director and Deputy Director or their designee(s).
Minimum Qualifications:
· Must be US Citizen.
· Active SECRET clearance preferred, or must be eligible to receive a SECRET clearance.
· 3-10 years of experience in a professional office setting.
· Bachelor’s degree from an accredited college or university.
· Exceptional written and verbal communications and presentation skills.
· Ability to develop effective working relationships in a fast-paced office.
· Ability to produce thorough, high quality work within a tight timeframe
· Outstanding problem-solving, decision-making, and good judgment skills required.
· Knowledge of MS Office Suite programs (including Excel, Word, and Power Point)
· Knowledge of USAID, DoD, and/or US Government procedures.
To apply, please submit cover letter and resume.
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantage Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
