USAID Administrative Assistant Vacancy at the U.S. Embassy

Position Title: USAID Administrative Assistant (Current Mission Employees Only) (72062021R10016).

Job Station: Abuja.

INTRODUCTION:-

USAID Administrative Assistant (Current Mission Employees Only) (72062021R10016) job opportunity is available at the U.S. Embassy for individuals who possess relevant qualifications.

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Current Mission Nigeria Employees only
• Security Clearance Required: Public Trust – Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after August 2021

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world. Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance. We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.

For more information about USAID, visit http://www.usaid.gov

Summary

• The Administrative Assistant serves as the principal administrative support person for the Office Chief.
• The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders.
• 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.

DUTIES AND RESPONSIBILITIES:-

• The Administrative Assistant receives and places phone calls, sends and receives e-mail and faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office 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 when requested.
• The Administrative Assistant schedules appointments based on a good knowledge of the Office Director’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 Office Director and other staff, directing callers to other staff members, or answering questions personally; prepares visitor access requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the Office Director, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in arranging for conference / meeting room space as required by the size of the group and maintaining conference / meeting room schedules, in coordination with other Mission administrative staff.
• The Administrative Assistant meets with other Mission support staff on a regular and recurring basis to update and improve standard operating processes. 25%
• The Administrative Assistant maintains control of correspondence for the Office, including program / project / activity files provided by Contracting / Agreement Officer’s Representatives (CORs/AORs) and other Specialists, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the Office Director, receiving and screening Office mail not addressed to a particular individual, drafting responses to routine correspondence and letters, 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 tracking system of when staff received new policies and/or procedures. 25%
• The Administrative Assistant establishes and maintains files according to standards set by the Mission Correspondence and Records (C&R) Technician / Supervisor in the Executive Office (EXO) and by USAID / Washington, marks correspondence and other documents for filing, and files accordingly.
• Reviews all correspondence prepared in the Office or elsewhere for the supervisor’s 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. 25%
• The Administrative Assistant uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments.
• Drafts electronic country clearances (eCCs); reports time and attendance; assists incoming personnel with check-in procedures and departing personnel with check out procedures; prepares travel requests for the Office staff for official travel. 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. As required by workload, the Administrative Assistant may be assigned to the Front Office, or assigned to support other office Administrative Assistants, during the absence of the job holder. 25%

DESIRED EXPERIENCE & QUALIFICATION:-

REMUNERATION:-

NGN 6,455,212 / Annum

Apply Before:-

6th April, 2021.

INTERESTED?

Interested and qualified candidates should:
Click here to apply online

Important Information

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Required Documents:

• Current Resume
• Cover Letter
• Relevant Certificates
• University Degree Certificate
• University Transcripts
• List of 3 References

Next Steps:

• After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed. Applications from candidates which do not meet the required selection criteria will not be considered.
• A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria as stated above.  Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.
• For More Info: HR Section – 000-000-0000 ; HRNigeria@state.gov

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