Administrative Assistant (Rover) at USAID

Solicitation No.: 72062024R10012
Employment Type: Full Time
Period of Performance: Five (5) years renewable, estimated to start o/a June 2024
Slot: 2 Openings

Statement of Duties
General Statement of Purpose of the Contract:

• The job holder serves as interim or roving Administrative Assistant to Mission Offices, as assigned.
• The Administrative Assistant is assigned to the Mission's Executive Office (EXO) and may report administratively to the Executive Officer for assignment.
• When serving on assignment as an Office Administrative Assistant, day-to-day supervision will be from the appropriate organization Chief.
• The Administrative Assistant will perform work in lieu of administrative personnel who are ill, on vacation, or otherwise absent for varying periods of time.
• The Administrative Assistant will provide time and attendance {T&A) back-up and support of the Office of assignment, or to EXO/HR, as required.
• The formal supervisor is the Administrative Management Assistant.
• The Administrative Assistant may perform other office functions appropriate for their training and grade level.

Statement of Duties to be Performed
As assigned, serves as Administrative Assistant (to an Office, Branch, or other Unit), with responsibility for providing the full range of administrative and clerical support to the organization staff (20%):

• The Administrative Assistant receives phone calls, sends, and receives E-mails and faxes, and arranges meetings and appointments at the request of the assigned organization’s staff with Mission, Host-Government, Implementing Partners (IPs), Non Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation as needed; and takes minutes at meetings when requested.
• The Administrative Assistant maintains the organization Chief’s appointments based on a good knowledge of commitments, and maintains their calendar, reminding the Chief and others of meetings and appointments.
• The Administrative Assistant takes messages in the absence of organization 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, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with other Mission administrative staff. 

The Administrative Assistant maintains correspondence control for the organization, establishes and maintains computerized tracking systems to track actions, providing reports, receiving, and screening mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters, distributing incoming official mail to personnel, and attaching pertinent background material, and searching files and records to assemble background information as requested (20%):

• The Administrative Assistant reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing 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 tracking system of when staff received new policies and/or procedures.  

The Administrative Assistant uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments (20%):

• Types a variety of correspondence, creates electronic trackers, 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.

The Administrative Assistant establishes and maintains files according to standards set by the
Mission Correspondence and Records (C&R) Technician in the Executive Office (EXO) and by
USAID/Washington; and marks correspondence and other documents for filing, and files
accordingly (20%):

• The Administrative Assistant reviews all correspondence prepared for signature, corrects errors by drafters and edits correspondence, and ensures that responding correspondence meets requirements posed by incoming correspondence to which it pertains.
• The Administrative Assistant maintains and updates handbooks, operating procedures, and  other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules.          

As required by workload, the Administrative Assistant may be assigned to the Front Office, or as a second assistant, supporting other office Administrative Assistants in the performance of their official duties (20%):

• Provides back-up and support to EXO/HR in completing Time and Attendance, and travel and hotel arrangements for the Mission, in the absence of the official Timekeeper and/or Travel Arranger.          

Supervisory Relationship:

• The Administrative Assistant is directly supervised by the Administrative Management Assistant. Assignments are made both orally and in writing.
• Work is reviewed in terms of conformance to policy and procedures, and results achieved.

Supervisory Controls:

• Full supervision of other Mission staff is not contemplated.

Physical Demands:

• The work requested does not involve undue physical demands.

Minimum Qualifications Required for this Position

• Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
• Prior Work Experience: A minimum of two years of administrative, secretarial, clerical experience with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
• Language Proficiency: Level 4 (advanced professional proficiency) English and local language proficiency (if appropriate), both oral and written, is required.

Job Knowledge:

• The Administrative Assistant should be familiar, or able to quickly become familiar with Office/Division responsibilities and activities and possess a general knowledge of standard office procedures and practices.
• The Administrative Assistant should have the ability to develop an understanding of USG file management, mail handling, and correspondence formatting.

Skills and Abilities:

• The Administrative Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated.
• The Administrative Assistant must be proficient in using the Internet and E-mail.

Eligible Offerors:

• Open to Cooperating Country Nationals (Nigerian Citizens and Permanent Residents).

Security Level Required:

• CCNPSC Clearance.

Remuneration

• Market Value: USD14,235 to USD22,065 equivalent to FSN-06; 40 Hours per week in accordance with AIDAR Appendix J and the Local Compensation Plan of United States Mission, Nigeria (Effective April 21, 2024).
• Final compensation will be negotiated within the listed market value. Salary and
• allowances are denominated in US dollar and paid in Naira at the prevailing U.S. Embassy exchange rate.
• Continued US dollar denomination and payment of LE Staff compensation is subject to renewal and approval by the Secretary for Management via PID (public interest determination).

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

• Benefits:
  • Allowances
  • Paid Leave (annual and sick leave)
  • Health Insurance  
  • Annual Bonus
• Additional information may be provided to the selected offeror at time of salary offer.