USAID Mission in Iraq - Employment Opportunities
Announcing open position for FSN-0120-07
Administrative Assistant
USAID - Office of Economic Growth and Agriculture
Solicitation No. 09-013
OPENING DATE: 06/21/2009
CLOSING DATE: 07/12/2009
WORK HOURS: Full-time; 40 hours/week
BASIC FUNCTION OF THE POSITION AND THE OFFICE:
The incumbent assists/supports the Office Director and the Deputy Director in administrative management of the Economic Growth and Agriculture Office and performs a variety of secretarial, administrative and clerical support duties for all office staff. Provides assistance to the staff members on administrative procedures, filing and documentation requirements. Maintains the office filing system in accordance with written guidance. Ensures clearances, cables, reports, etc. are prepared in accordance with USAID procedures. Informs office personnel regarding new procedures and policies. Annually disposes retired files to the warehouse, and updates the electronic file registry. Receives and answers telephone calls, answers questions and provides information within her capability, or refers callers to the supervisor and other members of the office or to other offices. Places local and long instance calls for the Office Director and other staff on request. 20%
Maintains Office Director's and Deputy Director's daily schedules, and arranges appointments with the Mission and the Government of Iraq (GOI) officials, Embassy and other U.S. Government officials, officials of other donor agencies, contractors and others for office staff. Reminds the Office Director, the Deputy Director and staff of appointments. Sets up meetings and conferences for office staff. Arranges with the Mission Director's secretary for use of the conference rooms. Coordinates with appropriate Mission staff to set up and test audio-visual equipment for presentations when necessary. Types agendas and notifies participants. Follows up to confirm attendance. Escorts visitors. Attends meetings to take notes and prepares summaries to include who attended, topics discussed, agreements reached, issues identified and any tasking made. Serves as a point of contact for EGA Partners to exchange information. Collects staffing and other information from EGA partners. Drafts and distributes e-mails with periodic updates on EGA Portfolio among EGA partners and other donor organizations. Organizes various events, including meetings, strategy discussions and EG team
building activities. Provides translation support for the supervisor and as interpreter in meetings with GOI officials, Iraqi Contractors and others including meetings outside the Mission when necessary. Maintains and continually updates a list of most frequently used GOI, US Mission, donor, NGOs and other telephone nu mbers for easy referral. Maintains and updates bulletin boards with pictures and newspaper articles about EGA-funded events and keep them in a file for future reference. 20%
Maintains a log of incoming and outgoing correspondence. Receives, reviews and controls incoming correspondence, determines distribution within the team, the project or to the supervisor, assigns actions, and ensures timely responses occur. Ensures that open actions are closed by the due date. Exercises quality control assuring that outgoing letters, cables, faxes, and e-mails are in accordance with standard State Department and USAID formats. Drafts and prepares official letters and related documents to be sent to GOI officials, and identifies correct format. Drafts response letters to the requests for assistance. Drafts general correspondence (including letters, memoranda, telegrams, diplomatic notes, etc.) and reports, and other routine USAID documentation in English and Arabic. Composes EGA Portfolio Status Reports on a weekly basis. Saves all important documents on the P:/Public drive, which is regularly backed up and accessible to all EGA staff. Edits and formats complex texts, reports, assessments and summaries drafted by EGA Staff. Translates proposals, reports and documents which office receives. 30%
Coordinates and records schedules of arriving and departing office staff, visitors and TDYers. Provides all necessary logistics. Prepares domestic and international trip requests, training requests, hotel reservations, visa referrals, travel vouchers and reimbursement vouchers. Provides full range of administrative support for visitors and TDYers. Assists EGA Partners in obtaining necessary support letters and USAID documentation. 10%
Attends regular and expanded Team meetings. Prior to such meetings, prepares an agenda, coordinating with other Team members, and presents to the Team Leader for any revisions and clearance before final preparation and distribution. Maintains a schedule for the Team of actions required. Makes notes of issues raised, conclusions reached and actions assigned during meetings and ensures that these are included in the schedule. Follows up to ensure that these actions are carried out in the agreed timeframe. Provides the Team Leader a status report on all ongoing actions on request. 10%
Maintains an adequate stock of expendable supplies. Ensures that equipment is maintained and, when necessary, repaired. Keeps Time and Attendance ensuring the timely submission of individual time sheets for all office staff, and submits after hours access requests Performs other miscellaneous related duties as assigned. 10%
SUPERVISION AND MANAGEMENT RESPONSIBILITIES:
- Supervision Received: The incumbent will report to and work under the general supervision and policy guidance of the EGA Office Director. The EGA Director will review and approve the incumbent's work plan and performance measures. Supervision will be generally confined to weekly staff meetings and informal daily and/or weekly consultations.
- Supervision Exercised: None.
QUALIFICATIONS AND SELECTION CRITERIA
Candidates will be evaluated and ranked based on the following selection criteria. Reference checks will seek to corroborate candidate self-assessments against these criteria.
- Education (15 points): A bachelor's degree in Liberal Arts, Business Administration or related field is required. Completion of studies leading to a certificate in secretarial school or training in a closely related group of skills such as computer word processing, and secretarial skills is highly desirable. Basic secretarial skills including significant work experience and familiarity with a word processor are essential in order to provide a sound knowledge of office procedures and management. Program assistant skills for large development projects are also essential.
- Experience and knowledge (50 points): No less than three years of technical and administrative support experience is required. Experience as a program assistant supporting the management of large development projects is required. The incumbent must be able to manage the day to day operations of the office and to exercise discretion. Good knowledge of USAID ADS, files retention and management, and some EXO operations is preferred. Recent experience in the area of economic development is preferred.
- Communication skills (15 points): Demonstrated communications skills are critical. Candidate must be fluent in English and have a proven ability to communicate quickly, clearly and concisely, both orally and in writing, including in preparation of official memos.
- Skills and Abilities (20 points): Proven, demonstrated ability to work independently under tight deadlines and heavy workload within agreed upon parameters with minimal supervision or guidance and while exercising sound judgment is required.
Strong interpersonal skills are required to establish and maintain collaborative relations with people both inside and outside of USAID. The following skills and abilities are also sought: operational skills; computer skills including ease and skill in using word processing and power point programs, email, databases and spreadsheets.
Successful candidates will demonstrate the ability to manage more than one activity at a time in the performance of her/his duties. The Mission is seeking a self-starter to be responsive to client needs with the ability to work calmly, tactfully and effectively under pressure and to adapt to the existing management team.
Maximum points available: 100
To Apply for This Solicitation No. 09-013
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 07/12/2009
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 after the selection has been made.
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