Statement of Duties to be Performed:
Office Management 50%
The job holder oversees and coordinates administrative management activities for the Office of Program Support and PS staff and performs a full range of administrative duties and logistical support. These services include, but are not limited to, MyServices requests, travel arrangements in E2 and visa support, records management, maintenance of time and attendance, preparing letters, memos, diplomatic notes, cables and related documents; organizing partners’ meetings and updating partner contact lists including in the development of a customer relations management system (CRM); providing all necessary arrangements for Temporary Duty (TDY) staff and providing contractor support services. The job holder provides support to the Office in organizing trainings, events and field/site visits for highlevel visitors. The Assistant also provides personal assistance to the Office Chief including, but not limited to, scheduling appointments, maintaining calendar, arranging transportation, drafting and reviewing correspondence, etc. S/he keeps informed of all work assignments as needed in order to ensure the smooth functioning of the Office. The job holder ensures that administrative assignments are completed in a timely and efficient manner. S/he looks for ways to simplify the administrative workflow and to achieve work efficiencies. Job holder coordinates requisitions of office supplies and equipment.
The job holder prepares procurement requests for local supplies and services and follows up with the EXO/GS point of contact for processing of Purchase Orders. The Assistant ensures adequate availability of expendable and non- expendable materials and supplies for Office staff. Job holder ensures that Office equipment is functioning and periodically maintained. The job holder coordinates with the EXO/GS for equipment repair or new requests. S/he annually reviews emerging equipment needs for the Office and recommends procurement as/when necessary. The job holder provides support to the Office Chief or his/her designee to maintain the Office staffing needs. The Assistant coordinates with the Office Chief or his/her designee and Mission’s EXO/HR division for Office staffing requirements, including professional development and training tracking, staff award tracking, and provides assistance to complete the required formalities/forms.
The Administrative Management 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, D.C., marks correspondence and other documents for filing, and files accordingly
Technical Support 50%
The job holder will provide support for the completion of major reports, solicitations, and studies; performs, or assists in performing, editing, proof-reading, formatting, and finalizing a broad range of technical documents, as assigned. The Assistant will complete limited outside research and consultation, prepare bibliographies and summaries, record program and research notes, or participate in preparation of related documents to strengthen the quality of Office activities. The job holder will provide input and support for special projects, such as coordinating special visitors, and special events (Implementing Partner and donor meetings).
The Assistant supports the USAID/lndia PS CORs/AORs by performing or coordinating a variety of technical and program management tasks, including, but not limited to documentation of project procurement documents, the Operational Plans (OPs), Congressional Budget Justifications (CBJs), and Project Performance Reports (PPRs). The job holder will serve as an alternate AOR/COR as needed and will act as an Activity manager for work orders under the Mission Support Mechanism. The Assistant will serve on the Mission Core Communications Committee and will be responsible for inventory, planning and budgeting of USAID representational items. The job holder will have a leadership role on the Program Support Office Leadership team overseeing the management of the office and alignment with Mission goals.
The Administrative Management Assistant plays a role in the Exchange Visitor Program as R2 country verifier. Also known as the Verifier, this R2 individual is generally the supervisor of the R1, and accesses the Training and Exchanges Automated Management System (TEAMS) and verifies that all information in TEAMS regarding all Exchange Visitors is complete, correct, and error free. The R2 is also responsible for verifying Exchange Visitor status changes and changes to the Exchange Visitor’s biographical information throughout the course of the program. Verifiers (R2) must take appropriate supervisory action to rectify Initiator (R1) data entry errors. The Administrative Management Assistant is a Mission point of contact for the U.S. Embassy POC for Customer Relations Management (CRM) system responsible for adding USAID contacts to the CRM system for Embassy Events and making sure the details entered are correct and up to date. The Administrative Management Assistant conducts GLAAS action initiation, requisition and modification to support technical offices and for offsite conference meeting venues, following the GLASS action through to completion and in the case of purchase orders, informs the internal staff, stakeholders and implementing partners about meeting venues and supports logistics before, during, and after the meeting. Additionally, to ensure GLAAS actions are processed efficiently, follows-up with action memos, procurement team coordination, RSO clearance, motor pool coordination and submission of signed registration forms to the finance team after meetings are concluded for payment and reimbursement of invoices.
The job holder develops and maintains information databases, including but not limited to key Points of Contacts among various stakeholders in the Government of India; IPs, governments, embassies, academic and research institutions in target partner countries’ that work on policy/program issues in the related sectors; and assures that the information is shared within and outside of USAID as appropriate.
The job holder accompanies Project/Program Officers on site visits, coordination meetings, and financial reviews, as required/assigned. Job holder attends program reviews, management team meetings for office programs, prepares notes/reports, and shares those as appropriate. This includes coordinating with partners for obtaining timely financial information, computing and analyzing the information for accrual submission, and assessing the funding needs of projects. The Assistant serves as the primary office liaison with the Program Support and Regional Financial Management Officer on financial matters for travel and training, organizing and preparing appropriate reports to track the office’s financial progress.
The job holder will assist the development specialists and the Office Director in drafting action memos, weekly and monthly newsletters, briefing memos, talking points, letters, financial tables and statements. The Assistant will work closely with the Mission’s Communication Specialists and Program Managers to ensure project results, impact/success stories are produced and disseminated in a timely manner for advocacy purposes in line with USAID’s communication strategy. The job holder will work closely with the national and international implementing partners to gather content and developing communication materials for dissemination through social and traditional channels. The Assistant is responsible for maintaining factsheet, bulletins, news articles on office- financed activities and assist the Specialists with drafting speeches/comments to be delivered by Senior Management at project events.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a) Education: College/University studies degree in Arts, Commerce, Finance, Statistics, Mathematics, Economics, Science, Sociology, International/Community Development, Social Sciences, Secretarial Science or Business Administration, or a related field is required.
b) Prior Work Experience: Minimum three years of progressively responsible administrative management experience involving full range of administrative and logistical support with an international or development organization or equivalent with a private or host-government entity is required
c) Language Proficiency: Level IV (fluency) in speaking, reading, and writing English and any one of the primarily spoken Indian languages (example: Hindi, Bengali, Marathi, Telugu, Tamil, Urdu, etc.) is required.
d) Job Knowledge: Knowledge of, or ability to develop a good working knowledge of, the U.S. Government (USG) and USAID regulations, a good understanding of program and project procedures and principles (in order to perform a variety of technical duties), and an excellent understanding of general technical and administrative practices and internal controls relevant to the position. Knowledge of government programs, other development agencies, NGOs, and private sector entities active in development.
e) Skills and Abilities: The ability to establish and maintain contacts with counterparts in relevant host-government and partner organizations is required. The ability to communicate effectively, both orally and in writing, is necessary. The ability to obtain, evaluate, analyze, and interpret data; and to prepare precise, accurate, and complete information for required reporting is necessary. The ability to recognize significant developments and trends gleaned from the collected data and bring it to the attention of supervisors is required. The ability to work and coordinate activities with a variety of international and national stakeholders and several staff members within the agency is required. Computer literacy (e.g. application of Microsoft Office -Word, Excel, PowerPoint; and the ability to master E2, GLAAS, and other USAID-specific applications) is required. Must be tactful, possess good judgment, be able to work independently, and be able to maintain positive working relationships internally and externally.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: June 9, 2024 / 23.59 hours Indian Standard Time (IST)
