USAID Administrative Assistant (Current Mission Employees Only) at the U.S. Embassy Full Time

Job Title: USAID Administrative Assistant (Current Mission Employees Only)

Announcement Number: Abuja-2022-138
Location: Abuja
Appointment Type: Permanent
Series / Grade: LE – 4005 7
Work Schedule: Full-time – 40 hours per week
Promotion Potential: LE-7

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency: Employees of Mission – Nigerian Citizens and Permanent Residents only.
• Security Clearance Required: Public Trust – Background Investigation
• Appointment Type Details: Five (5) years renewable, estimated to start on or after December 2022.
• Travel Required: Occasional Travel. The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

Summary

• The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers.

Duties

• 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.
• 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.
• 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.
• 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.

Requirements
Education:

• A minimum of two (2) 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.

Experience:

• A minimum of three years of administrative or secretarial work experience, of which two years should be in related work 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 the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices.
• The Administrative Assistant should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

Skills & 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:

• Level IV fluency in English both written and spoken, is required.

Physical Demands:

• The work requested does not involve undue physical demands.

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.

Evaluation Factors:

• Knowledge – 15 points
• Skills and Abilities – 10 points
• Language Skills – 5 points
• Interview Performance – 70 points
• Total Possible Points: 100 points. 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.

Salary
NGN7,298,859 annually.

Benefits and Other Info
Agency Benefits:

• As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

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

Allowances (as applicable):

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

Application Closing Date
22nd December, 2022.

Important Notice

• 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.
• Eligible Offerors are required to complete and submit the offer form AID 309-2. (Offeror Information for Personal Services Contracts with Individuals); AND a current resume that provides the same information as AID 309-2 form.
• Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
• All documentation that supports or addresses the requirements listed above (e.g., certificates of education (degree), NYSC certificate/exemption etc.) MUST be attached to the application. 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.
• A type-written and signed application letter specifically applying for this position and addressing the minimum requirements as advertised.
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the contract may be terminated.

Required Documents

• Current Resume and AID 309-2 form
• Signed Cover Letter
• Relevant Certificates
• University Degree OR Transcripts
• List of 3 References.

Next Steps (Selection Process):

• After the closing date for the receipt of applications, applications will initially be screened for conformity with the minimum requirements and a short list of applicants developed.
• Following this initial review and short listing, a Technical Evaluation Committee (TEC) will convene to review applications that meet the minimum requirements and evaluate them in accordance with the evaluation factors (1-3). Applications from candidates which do not meet the minimum requirements will not be evaluated.  As part of the selection process, finalist candidates will be interviewed.  Only shortlisted applicants will be contacted.  No response will be sent to unsuccessful applicants.
• USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
• Applicants are required to provide three (3) reference persons who are not family members or relatives, with working telephones and email contacts. The references must be able to provide substantive information about applicant’s past performance and abilities. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the resume. Note that if an applicant had a previous position with USAID, you must list your previous supervisor as a referee.
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the contract may be terminated.