USAID Administrative Assistant - Rover at US Embassy

Announcement Number: Abuja-2021-064
Hiring Agency: Embassy Abuja
Vacancy Time Zone: GMT+1
Series / Grade: LE - 4005 6
Appointment Type: Permanent
Work Schedule: Full-time - 40 hours per week
Promotion Potential: LE-6
Supervisory Position:  No
Relocation Expenses Reimbursed: No
Travel Required: Not Required
Telework Eligible: No

Summary

• The Administrative Assistant is assigned to the Mission’s Executive Office (EXO), and may report administratively to the USAID Executive office Administrative Management Assistant for assignment.
• 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. 

Duties
Administrative Support:

• 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. The Administrative Assistant receives phone calls, sends, and receives Emails 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. 20%
• 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.
• 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. 20%
• The Administrative Assistant uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments. 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. 20%
• 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.
• 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. 20%

  Backup Support:

• 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.
• 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. 20%

Qualifications and Evaluations
Requirements: 

• Physica Demands: The work requested does not involve undue physical demands.

Education Requirements

• 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.
• Evaluations:
• Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.
  • Knowledge: 10 points
  • Skills and abilities: 10 points
  • Communication and Language skills: 10 points
  • Interview Performance: 70 points

Qualifications
Prior Work Experience:

• 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.

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.

Language Proficiency:

• Level IV (fluent) speaking/reading/writing in English Language is required. Language competency may be tested.

Other Informations

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at PDF
• Contract Cover Page form AID 309-1 available at Here
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at Here
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See Here
• PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: Here. The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov

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.

Salary
NGN4,834,097 Annually.

Other Benefits:

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

Allowancies (as applicable):

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