Administrative Assistant

BASIC FUNCTION OF POSITION

The Administrative Assistant is located in the Program Office and serves as the principal administrative support person to the Director of the Program Office, operating in coordination with the Junior Administrative Assistant to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members may be more effective.

The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USIAD/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the Office, and making sure that information gets to customers on a timely basis and in a professional manner.

MAJOR DUTIES AND RESPONSIBILITIES % OF TIME

a. The Administrative Assistant receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Program Office staff within the Mission, the Host Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested. The Administrative Assistant schedules appointments based on a good knowledge of the supervisor s commitments, and maintains the Office 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 the Administrative Assistant to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group. The Administrative Assistant meets with other Mission support staff on a regular and recurring basis. The Administrative Assistant may be asked to serve as a backstop for the Mission Front Office Administrative Assistant. (60%)

b. The Administrative Assistant maintains control of all correspondence for the Program Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions. The Administrative Assistant reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing 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 record of when staff received new policies and/or procedures. (20%)

c. The Administrative Assistant uses PC-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, 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. (10%)

d. The Administrative Assistant establishes and maintains files according to standards set by the Mission C and amp;R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly. Reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains. The Administrative Assistant maintains and updates Office Handbooks and other documents, such as visitors lists, telephone listings, personnel rosters, vacation schedules, etc. (10%)

POSITION ELEMENTS

a. Supervision Received: The Administrative Assistant receives supervision from the Program Office Director, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed, and Office priorities. Most work occurs as a result of normal Office operations, but special activities may be assigned at any time. The Administrative Assistant independently plans and carries out assignments, and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved and in meeting Office objectives.

b. Supervision Exercised: Full supervision of other USAID staff is not contemplated. The Administrative Assistant is expected to mentor and train the Junior Administrative Assistant.

c. Available Guidelines: In addition to oral and written instructions from the supervisor, guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other guidance and directives from the Automated Directives System (ADS), USAID Fact Sheets, E-mails, and other sources.

d. Exercise of Judgment: The Administrative Assistant must use sound judgment in addressing tasks and responsibilities, and in setting work-related priorities. This is particularly important in dealing with working-level contacts within the Embassy, and with contractors, IPs, other donors, and host-government officials. The Administrative Assistant has no authority to commit the USG to the expenditure of funds.

e. Authority to Make Commitments: Within the scope of the assignment, the Administrative Assistant is regularly called upon to maintain calendars and/or otherwise schedule meetings; to advise staff, callers, and visitors when work items or particular individuals will be available; and, to otherwise provide appropriate information. The Administrative Assistant is not authorized to independently commit the USG to the expenditure of funds.

f. Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or by written or electronic communication with Office and Mission staff, and with relevant senior Host-Government officials, private-sector representatives, and staffs of other foreign donor institutions. The nature of these contacts will be principally administrative.

g. Time Expected to Reach Full Performance Level: One year.

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: Secondary Schooling and two or more years of post-secondary equivalent to a US junior college or community college diploma, is required.

Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with the USG, NGOs, other donor organizations, or host-government organizations is required. Experience in an English-language work environment is required.