BASIC FUNCTION OF POSITION
The Communications and Records (C&R) Management Assistant position, located in the Regional Executive Office (R/EXO), manages the Mission Records Program. Services are provided to USAID/Senegal and field offices in Burkina Faso, Chad, Mauritania, and Niger. USAID/Senegal also houses regional offices to include the U.S. Office of Foreign Disaster Assistance (OFDA), Food for Peace (FFP) and Office of Inspector General (OIG). Incumbent is responsible for managing the Mission Records Program by maintaining and monitoring vital records, correspondence, and filing. S/he provides technical assistance to Mission File Custodians as well as coordinates procedures for adequate classification, storage and disposition. This position also coordinates the daily receipt, processing, registration, distribution and dispatch of unclassified incoming and outgoing mail/correspondence. S/he maintains all communications and records chronological files, mail-related documentation and reproduction services. Incumbent will also verify and process monthly telephone bills/invoices and update the records database. Incumbent coordinates reproduction services such as imaging/scanning, copying, and file upload to the Agency Secure Image and Storage Tracking (ASIST) System as needed. The job holder may be required to travel (25% minimum) to support field offices within the region.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: Minimum of secondary schooling.
b. Prior Work Experience: A minimum of two (2) experience in office administration or related logistics in correspondence/mail management functions is required.
c. Post Entry Training: Incumbent will receive training concerning USAID-specific systems and regulations governing data classification, maintenance, and storage. S/he will also be provided on-the-job self-directed training in the form of reference manuals, USAID Handbooks, Automated Directed System (ADS), Foreign Affairs Manuals, USAID Mission Orders, and Administrative Notices/Procedures.
d. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III, IV) sp/rd/wr): Level III English (good working knowledge of speaking, reading and writing). Fluent French (written and oral) at level IV is required.
e. Job Knowledge: Must have a solid knowledge of administrative support services. Demonstrated proficiency to provide clerical support such as typing and database management. f. Skills and Abilities: The incumbent must be tactful, possess good judgment, and be able to maintain positive working relationships. S/he must have the ability to follow oral and written instructions. Must exhibit good organizational skills.
