USAID Mission in Iraq - Employment Opportunities
Announcement of Open Position for FSN-120-7
Administrative Assistant
Community Stabilization Program Office
OPENING DATE: 4/3/2008
CLOSING DATE: 4/17/2008
WORK HOURS: Full-time; 40 hours/week
Major Duties and Responsibilities:
USAID/Iraq is looking for an individual to fill the position of administrative Assistant in the Office of Focused Stabilization. This office manages the Community Stabilization Program (CSP). The Administrative Assistant provides and coordinates all administrative support to the CSP office of USAID/Iraq. The incumbent serves as a secretary, administrative assistant to the Director of the office and performs a variety of administrative and clerical functions for the office staff as requested by the head of the office. The Administrative Assistant will from time to time be required to provide similar support to other CSP staff.
MAJOR DUTIES AND RESPONSIBILITIES:
Secretary / Administrative Assistant to the Director of the office:
He/She is responsible for assisting the CSP office in the management of project activities. The Administrative Assistant performs a wide variety of administrative and support tasks which include but are not limited to the following:
- Organizing and prioritizing visitors and callers (often handling action without referring to supervisor);
- Arranging meetings and taking notes;
- Maintaining the Office Director's and Deputy Director's calendars;
- Organizes and manages office files and documents (both electronic and hard copies);
- Maintains accurate and up-to-date distribution lists for CSP weekly reports;
- Receives and reviews weekly CSP reports and verifies accuracy;
- Distributes CSP reports to relevant civilian and military audiences;
- Liaises by phone, email, fax and in person with relevant contacts from CSP's implementer;
- Liaises and coordinates with other USAID technical and support offices and other external organizations, including non-governmental organizations and the United Nations;
- Drafts and types letters, cables, faxes and any other correspondence;
- Translates short documents or letters from Arabic into English, and vice-versa;
- Formats word processing attachments as requested;
- Personally composes and types in order to reply to any correspondence in accordance with established precedents or his/her supervisor's instructions;
- Routes and tracks correspondence and documents for clearance, etc. to the appropriate officials within the office;
- Assures that any outgoing and incoming mail is distributed appropriately;
- Maintains time and attendance for the office staff; and
- Responds to any other reasonable request as directed by the Office Director, Deputy Director or other CSP office staff.
- Drafts and types various program documents and reports, including in Microsoft Word, PowerPoint and Excel;
- Helps prepare presentations and other office documents/publications as requested by the office staff;
- Assists with tracking expenditures and accruals for program contracts and grants;
- Assists in preparing financial reports and obtaining financial information as needed
- Assists in drafting MAARDS and budgets;
- Prepares travel requests and travel vouchers for the office staff;
- Handles telephone calls and takes messages on behalf of other CSP staff members in their absence;
- Handles maintenance and supplies requests for the office;
- Creates and maintains the office Leave Plan matrix; and
- Submits after hours building access request forms
Selection Criteria / Minimum Requirements of the Position:
Education: Completion of secondary school is required. Some post-secondary school, business school or college education is desirable, including courses in typing, office practices, work processing or similar functions;
Experience: Minimum of two years of progressively responsible secretarial and clerical experience. Those with at least one year of successful service within another USG department or agency are preferred;
Language Level IV English and Arabic (fluent knowledge of English) is required;
Knowledge: Good knowledge of properly formatting correspondence and procedures for reporting, records management, timekeeping principles, and general understanding of administrative requirements. Candidates with prior experience working in other USG organizations are preferred.
Skills and Abilities: Level II typing ability (40 wpm) is required at a minimum, with a higher level desired; demonstrated proficiency in word processing and automated spreadsheets (i.e. MS WORD, MS EXCEL and MS PPT), good telephone and interpersonal skills are essential. The ability to establish and maintain administrative support for the Executive Office as a whole is required. Employee will be expected to prioritize and manage work assignments to meet competing demands, seeking his/her supervisor's assistance when necessary. Candidates should be able to demonstrate initiative and be able to work well individually or as part of a team. Candidate must have sufficient physical and mental capabilities to effectively perform any and all duties listed within this position description.
To Apply for This Solicitation, No. 08-003:
Please follow all these instructions carefully:
- Please indicate the title of the position you are applying for in the subject line of your email
- Please indicate the solicitation number in your application.
- A current resume or curriculum vitae providing a daytime telephone number.
- Copies of any relevant supporting documentation (e.g., essays, certificates, awards and copies of degrees earned). These documents must address and be relevant to the minimum requirements of the position as listed above.
- At least three references providing their telephone numbers (and email address if possible)
- A separate page that addresses each selection criterion/qualification detailed above with specific information supporting each item, (i.e., education, experience, etc., and how you meet these requirements).
- Do not attach original documents to your application as they will not be returned.
Candidates who do not follow these instructions will not be short listed for the position.
Please send email or hand deliver your application by 4/17/2008
USAID Iraq
EXO/Human Resources
Job Application
USAID Compound
Email: iraq-jobs@usaid.gov
www.usaid.gov/iraq/employment.html
ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED
Back to Top ^
|
