Secretary III

The Office of Global Food Security (E/GFS) of the Department of State (DoS) EB-ENR-EX requires the contractor to perform administrative services travel support and training and public affairs coordinator for E/GFS located at the Washington D.C. headquarters.

PERSONNEL REQUIREMENTS / DELIVERABLES

The Contractor shall submit all deliverables to the Government Task Manager (GTM). The Contractor and the GTM will mutually agree upon the deliverables format and their delivery date. Deliverables may include but not be limited to the following:

• Biweekly time and attendance data will be provided to the GTM via e-mail by close of business on the Monday following each reporting period.
• Monthly cost status reports indicating monthly charges against this task order for the preceding calendar month the cumulative charges to date against the delivery order and the remaining balance.

• Weekly Project Status Report that includes activities and progress during the past week planned activities for the next week project issues such as delays or obstacles encountered and any items requiring state attention.

DUTIES AND RESPONSIBILITIES

The Administrative Assistant assigned to this Task Order will conduct duties and responsibilities including but not limited to the following:

• Receives and screens visitors and incoming phone calls determines nature of request refers callers or visitors to appropriate staff and personally provides routine or procedural information.
• Makes proper disposition of all communication coming into the office; recommends staff assignment for action based on knowledge of priorities staff workload and program goals.
• Maintains the Special Envoy and Office Directors calendars establishes priorities arranges reschedules and arranges for substitute representation as appropriate.
• Makes travel arrangements for the office including securing travel and hotel reservations passports visas and other travel documents.
• Reviews drafts and processes correspondence for most non-technical matters; identifies items which need to be brought to the attention of the supervisor and refers to appropriate staff member; uses a variety of software in support of the office (e.g. Microsoft Office E2 Solutions PeopleSoft).
• Establishes and maintains multiple types of office records to enable quick and efficient retrieval of information purges files as appropriate.
• Prepares and submits requisitions for office supplies printing support and related materials based upon personal assessment of office requirements or as specifically requested by staff members.
• Provides administrative support for meetings and conferences e.g. schedules gathers background materials reserves appropriate facilities clears and escorts visitors; attends as required to provide administrative support.

REQUIRED EXPERIENCE/BACKGROUND

• The ability to communicate effectively both orally and in writing to provide information and assistance prepare correspondence and reports discuss procedures participate in meetings and solve problems.
• Proficiency in the use of the Microsoft Office Suite (Word Excel PowerPoint and Access) to collect organize prepare and present information to a variety of audiences.
• The ability to plan organize and prioritize multiple assignments with tight deadlines that often require coordination with other organizations.
• Experience in applying government regulations and procedures such as travel regulations as they pertain to domestic and international travel.
• Ability to act as liaison.
• Experience working with staff of all levels.

MANDATORY QUALIFICATION(S):

• Secret Clearance
• Bachelors degree or at least three (3) years of experience