Secretary at USAID

Solicitation No.: Aid-620-S-00-18-00011-00
Location: Abuja
Period of Performance: Five (5) Years Renewable
Security Level Required: SBU

Basic Function of the Position

• The Secretary is located in USAID/Nigeria, Office of HIV/AIDS and Tuberculosis, and serves as the principal administrative support person for the Deputy Office Chief, operating independently of any other position 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 Secretary has an assigned workload consisting of a mix of program/project assistance support, financial support, and administrative support to the HIV/AIDS and TB Team
• In addition to administrative duties, the work includes a variety of research, reporting, contact, monitoring, and analytical duties
• The Secretary 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, USAID/Washington, and other customers
• In this capacity, the Secretary 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
Administrative Management 100%:

• Secretary receives and screens phone calls and visitors to the HIV/AIDS & Tuberculosis (TB) Team, routes inquiries and visitors, and ensures they are directed to the correct staff member
• The Secretary arranges appointments for superiors, Specialists, and others, as requested, and arranges for meetings and conferences with senior GoN officials, US Mission officials, other donors and host-country agencies, IPs, and others
• Assembles and prepares related background data and materials for appointments, meetings, and conferences, as requested
• Maintains up-to-date appointment calendars as requested, and in cooperation with HIV/AIDS/TB Team staff assists in the preparation of weekly schedules, annual work plans, procurement plans, voucher analysis, and the preparation of other project implementation documentation, including entering data for requisitions
• The Secretary maintains telephone lists of GoN and local government officials, and NGOs, implementing partners, and other donors with whom the HIV/AIDS/TB Team staff interact on a frequent basis
• Coordinates in-country travel requests for HIV/AIDS/TB Team staff and for outside visitors, as required
• Photocopies and collates travel documents, coordinates the making of travel arrangements, including coordinating hotel and travel reservations, travel requests, vouchers, eCC, etc. Provides logistical support to workshops, retreats, and meetings sponsored by the HIV/AIDS/TB Team, including arranging travel reservations, coordinating travel with the Embassy and Consular Office in Lagos, meeting rooms, accommodations, supplies, and equipment
• Initiates vehicle requests for in-city and site-visit travel, and follows up for necessary coordination
• Reviews incoming correspondence for the HIV/AIDS/TB Team, and refers to the appropriate staff members
• As appropriate, assists in preparing responses to routine or non-technical correspondences; determines standard responses that may be appropriate, editing as needed; prepares draft faxes, letters, cables, and diplomatic notes; and, tracks documentation through the USAID clearance process
• Maintains administrative files in accordance with prescribed USAID formats
• As appropriate, prepares files for retirement, and ensures records management actions are taken in a timely manner
• Prepares a variety of administrative requests, such as repair of copy equipment, requests for stationery and other office supplies, etc.

Area of Consideration:

• Nigerians and all individuals eligible to work in Nigeria with a valid Work permit.

Physical Demands:

• The work requested does not involve undue physical demands.

Minimum Qualifications Required for this Position
Education:

• Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Studies, Business Administration, Public Administration or 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 NGOs, other donor organizations, or host-government organizations
• Experience in an English-language work environment is required.

Language Proficiency:

• Level IV (fluent) English language proficiency, speaking and writing, is required.

Job Knowledge:

• Must be able to develop a good working knowledge of USG and USAID regulations, a good understanding of USAID administrative, records management, and financial procedures, and an excellent understanding of general administrative practices and internal controls relevant to the position.

Skills and Abilities:

• Must be proficient in the use of computers, Microsoft Word, Excel, PowerPoint, etc. word processing programs, and with other office software used within USAID and the USG
• Must be tactful, possess good judgment, be able to work independently, and be able to maintain positive working relationships with superiors, specialists, and other HIV/AIDS/TB Team and Mission employees and contractors.

Evaluation and Selection Factors
Applications will be required to have the minimum qualifications expressed in Section II. Qualified applicants possessing skills above the minimum requirements will be assessed based on the following factors:

• Education (10 points)
• Work Experience (20 points)
• Knowledge (30 points)
• Language Proficiency (10 points)
• Skills and abilities (30 points)

Market Value
N6,239,644.00 equivalent to FSN-7 In accordance with AIDAR Appendix J and the Local Compensation Plan of United States Mission, Nigeria (Effective July 8, 2018). Final compensation will be negotiated within the listed market value.

List of Required Forms for PSC Hires
Once the CO informs the successful Offer or about being selected for a contract award, the CO will provide the successful Offer or instructions about how to complete and submit the following forms:

• Medical History and Examination Form (Department of State Forms)
• RSO Security Questionnaire
• BI Guide Questionnaire
• THOR Enrollment Intake Form

Benefits/Allowances
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance

Taxes

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations. Payment of such taxes is a matter between the individual employee and the Nigerian Government.
• In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.