Administrative Specialist

Washington, D.C., United States
Apply by 7 July 2018
Entry-level , Full-time staff position
Posted on 7 June 2018

Job Description

The Administrative Specialist (Africa Bureau) will be responsible for several executive and management duties in support of the Office. The Administrative Specialist will serve as the executive assistant to the Acting-AA for the Africa Bureau (Washington, DC), and back-up for the Deputy AAs as necessary

Essential Duties and Responsibilities: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position)

  • Manage the schedule of the Acting Assistant Administrator and/or other assigned principal.
  • Manage the unit level calendars for events, meetings, and alignment with Deputy Assistant Administrators’ calendars.
  • Prepare all travel related documentation and makes all travel arrangements for AFR AA and other leadership as needed.
  • Assess administrative needs of the Acting AA and Front Office
  • Collect and manage office data
  • Provide support for the planning and implementation of unit activities
  • Participate in unit meetings, maintaining meeting minutes and records
  • Task, prepare, track and review unit correspondence.
  • Coordinate office logistics covering personnel support, office space usage, equipment and supply procurement and management.
  • Assist with internal and external reporting, originating and maintaining tracking and training reports, general progress reports, and budget reports (as needed by Lead Management Analyst).
  • Establish standard operating procedures (SOPs) and guidance related to the core functions of the Front Office (i.e. travel, scheduling, administrative management, correspondence management).
  • Interface with internal and external Agency partners and institutions to support the activities of the Acting Assistant Administrator.
  • Commit funds using Phoenix and GLAAS interfaces, ensuring that adequate funds are available for use in accordance with funding-source requirements
  • Prepare all documents in final, and forwards to appropriate officers for necessary clearances
  • Assign invitations and meeting requests to an appropriate action office for a recommendation as to whether the Agency principal should attend.
  • Schedule meetings, booking rooms, and compiles documents for meetings.
  • Support and participate in all relevant managerial, technical, and administrative meetings for assisting in managing the schedules of the USAID principals.
  • Support the front office scheduling team in helping to design and conduct business process improvements that increase the efficiency and effectiveness of Front Office operations. Participates in developing scheduling operating procedures and discussions to formulate new or modify existing policy.
  • Screen all telephone calls and personal visitors, who frequently represent the highest levels of international, national, state, and local governments or major businesses. Personally, handles routine inquiries and those requiring knowledge of the organization’s activities or its internal administrative procedures. Refers inquiries requiring technical program knowledge to an appropriate staff member for follow up. Remaining inquiries are sent to the supervisor’s attention with supporting background materials.
  • Assess and recommend office policy changes to remedy conventional situations, and installs administrative procedures that affect subordinate organizational segments.
  • Answers questions concerning policies and procedures related to obtaining supplies and services.
  • Coordinates the purchase of equipment and services for the organization.
  • Follows standard procedures for procuring, authorizing, controlling, and justifying purchases.

Non-Essential Duties: Other duties as assigned

Supervisory Responsibilities: NONE

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

  • High School Diploma or GED required
  • 5 years of relevant work experience
  • Secret Clearance
  • Experience with E2

Knowledge, Skills and Abilities:

  • Ability to multitask
  • Ability to solve problems
  • Excellent oral and written communication skills
  • Organized and detail-oriented
  • Proficient knowledge of Microsoft Office

Diversity:

  • Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Ethics:

  • Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  • The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.
  • During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

About the Organization

Chenega Worldwide Support (CWS), LLC is a wholly owned subsidiary of Chenega Corporation. Our services are specialized to working in Crisis & Conflict Areas of the world, supporting mission critical operations (OCONUS) and domestically.

Why should you join the Chenega Team? Because working for Chenega offers a collaborative workplace that values your opinion, opportunities to grow in your career, a great 401K, and an appreciation for a work life balance.

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