Administrative Assistant – US Embassy
|Hiring Agency:||American Embassy Khartoum|
|Position Title:||Administrative Assistant – All Interested Applicants|
|Open Period:||06/01/2021 – 06/15/2021|
|Series/Grade:||LE – 4005 7|
|Work Schedule:||Full-time – The work schedule for this position is: Full Time (40 hours per week)|
For More Info:
- HR Section
- [email protected]
• Open to the public
Who May Apply/Clarification From the Agency:
For definitions use URL www.usaid.gov/ads/policy/glossary
• All Interested Applicants / All Sources
Security Clearance Required:
Public Trust – Background Investigation
Appointment Type Details:
Indefinite subject to successful completion of probationary period.
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
The Office of Transitions Initiatives (OTI) Administrative Assistant serves as the principal assistant to OTI’s Sudan Country-Representative. The incumbent is the administrative focal point for the OTI Sudan Field Office and assists program staff in a variety of ways such as liaising with OTI and USAID’s Implementing Partner and awardees.
Relocation Expenses Reimbursed:
This position has three core areas of responsibility: administrative support, program management and documentation, and information and reporting. Each of these areas is detailed below:
1. Administrative Support – 60%
Duties include: (1) Filing, including the proper care, storage, handling and distribution of all files; (2) Document control and determining points of clearance and coordination; (3) Ordering services, equipment and supplies as necessary through the Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparation of letters, memos, emails and reports as required; (6) Preparation of time and attendance sheets; (7) Assisting and monitoring progress on post allowances, security clearance upgrades, and related administrative processes; (8) Assisting with financial tracking, budget planning, and financial reporting as required; (9) Scheduling meetings, assisting in translations (written and verbal), and assisting in facilitating communications with government officials, foreign donor representatives, non-government organizations, media groups, community representatives, etc., as required; Assisting OTI staff members in the planning, design, and development of retreats and other meetings; Preparing event calendars for OTI activities and working with others to coordinate event schedules and resource requirements; (10) Processing travel requests and travel authorizations; (11) Advising travelers about travel, scheduling options and making final hotel and travel arrangements, assisting with the preparation of travel vouchers, coordinating local travel, and (12) Coordinating with appropriate Embassy and USAID staff; (13) Drafting and tracking financial and administrative related actions in support of OTI field offices; and (14) providing assistance to OTI field offices as requested.
2. Program Management and Documentation – 20%
The Administrative Assistant, under the direct supervision of the Sudan Country Representative, will be responsible for providing assistance for organizing and tracking items related to ensuring successful OTI programs in Sudan. Duties include: (1) Processing administrative and program documentation; (2) Assisting OTI Sudan in management actions and associated processes, including clearance packages and approvals; (3) Assembling standard briefing packages which will be used to inform USG and other officials; and (4) Preparing standard Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files. In addition, the Administrative Assistant performs the following tasks related to the OTI programs: (1) Provides database reports, mapping and other reporting assistance as requested; and (2) Maintains activity files per USG regulations.
3. Information and Reporting – 20%
The Administrative Assistant will work closely with the OTI, USAID and Embassy Staff providing insight into the political, economic and cultural environment as they may impact the scope and direction of OTI activities. Duties may include: (1) compiling OTI program weeklies and distributing them through maintained email lists; and. Through a variety of means, makes contacts and assists OTI and Implementing Partners in broadening their access to and understanding of local actors and organizations.
Qualifications and Evaluations
Physical Demands: The work requested does not involve undue physical demands.
Post Entry Training: On-the-job training will be provided as necessary and as available to familiarize the incumbent with working in an administrative function within USAID for OTI.
Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration is required.
Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.
USAID IS AN EQUAL OPPORTUNITY EMPLOYER: All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
Experience: A minimum of three (3) years general work experience in clerical and administrative work is required.
Job Knowledge: Basic knowledge of the Sudanese political, economic and cultural environment is required as the incumbent will have to interact with actors and organizations in the implementation of OTI programs. Must be completely computer literate, with excellent knowledge of Microsoft programs, including Word, Excel, Power Point and Access. Experience with the Google platform is required.
Skills: Planning is required on a daily basis for routine functions, but planning is needed at least three (3) to six (6) months in advance for certain tasks. The position must thoroughly plan OTI’s administrative support for all team activities and must coordinate with other offices within the U.S. Embassy, USAID Mission and with OTI’s implementing partner team. S/he must be innovative with approaches to supporting the portfolio with information and resources. The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments; have excellent interpersonal skills, ability to work in a team setting; and ability to easily interact with tact and diplomacy when interacting with high level officials and grassroots organizations. Excellent organizational skills and ability to perform under pressure is a must.
- English: Level IV (Fluent, speaking, reading and writing) is required. (This may be tested)
- Arabic: Level IV (Fluent, speaking, reading and writing) is required. (This may be tested)
Benefits and Other Info
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in U.S. Mission may receive a compensation package that may include health, separation, and other benefits.
For EFMs, benefits should be discussed with the Human Resources Office.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.
- 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 https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
- Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
- Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs
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 https://www.oge.gov/web/oge.nsf/OGE%20Regulations
How to Apply
Eligible applicants are required to complete this on-line application process and submit any applicable required documents by the closing date of this announcement.
Please note that all required documents must be received by the closing date, via online , and that we will determine your eligibility and qualifications based solely on the material received by the closing date.
- University Degree
- Other Document (Experience Certificates)
- Other Document 2 (Experience Certificates)
- Proof of Citizenship
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.