USAID Mission in Iraq - Employment Opportunities
Re-Announcing Open Positions for FSN-120-7
Administrative Assistant
USAID Iraq PRT Office in Basrah
OPENING DATE: 06/29/2008
CLOSING DATE: 07/13/2008
WORK HOURS: Full-time; 40 hours/week
BASIC FUNCTIONS OF POSITION:
This position is located in the Basrah office of USAID/Iraq. The Administrative Assistant provides and coordinates all administrative support to the Basrah office of USAID. The incumbent serves as an administrative assistant to the USAID Representative to Basra, computer systems and financial management assistant. He/She performs a variety of administrative and clerical functions for the office staff as requested by the head of the office and office staff.
MAJOR DUTIES AND RESPONSIBILITIES:
A. Secretary / Administrative Assistant to the USAID Representative:
Responsible for assisting the Basrah office in the management of project activities assigned to the Office. Performs a wide variety of administrative tasks to include organizing and prioritizing visitors and callers (often handling action without referring to supervisor), arranging meetings and taking notes, maintaining USAID Representative's calendar, and reviewing correspondence for the Director's signature. Maintaining time and attendance for the office staff ensuring the timely submission of individual time sheets for USDH, FSN and US PSCs. Types letters, cables, faxes and formats word processing attachments as requested. Personally composes and types replies to correspondence in accordance with established precedents or supervisory instructions. Routes correspondence, inquiries, etc. to the appropriate official within the mission. Assures that outgoing mail is distributed appropriately. Responsible for maintaining subject and case files as requested, ensuring that files are organized properly and maintained on a constant basis.
B. Other Support Functions:
Responsible for handling a variety of administrative and clerical functions in support of the office and regional staff. Duties and responsibilities are but not limited to the following:
- updating and distributing telephone list;
- communicates with high level government and non-governmental officials to schedule meetings;
- translates correspondence using two languages as necessary, English, and Arabic ;
- serves as interpreter as needed;
- submitting compound access and after hours building access request;
- preparing travel requests and travel vouchers for the regional staff;
- coordinates logistical support for constant stream of visitors;
- handling telephone calls in the absence of the office staff members as well as escorting visitors to and from the office;
- handling maintenance and supplies requests for the office;
- typing various documents and reports as requested by the office staff;
- provides graphic support for the office document/publications;
- creates and keep current the office Leave Plan matrix;
- Performs other tasks as assigned by supervisor - e.g., assist with tracking expenditures and accruals for program contracts and grants; assists in drafting MAARDS.
C. Finance Management Assistant:
Incumbent is responsible for the financial management of the Basrah office. He/she must meticulously maintain finance records and assure cash counts are balanced. Works with the FM office in Baghdad to manage impress and payroll funds. Processes purchase orders, vouchers for vendors and other supporting documentation for compliance with USAID FM regulations. Coordinates cash deliveries and timely submission of documentation to the FM office.
D. Computer System Support:
Performs routine maintenance functions on network for Baghdad-based Mission IT staff. Maintains back-up system. Trouble shoots when network issues arise and follows-up with Baghdad IT staff as necessary to resolve major network issues.
15. DESIRED QUALIFICATIONS:
- Education: Completion of university level education is required. Courses in typing, office practices, work processing and the like as highly desired.
- Experience: Two years of progressively responsible administrative assistant with financial management experience, one year of which should have been with a USG or international organization.
- Language: Level IV English (fluent knowledge of English) is required. Arabic required.
- Knowledge: Good knowledge of correspondence format and reporting procedures, Agency Records Management Program, timekeeping procedures, and
general understanding of USAID administrative requirements.
- 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), good telephone skills and good interpersonal skills are essential. The ability to establish and to maintain administrative support for the Executive Office as a whole, is required. Employee will be expected to prioritize work assignments seeking supervisor's assistance when there are high priority competing demands.
To Apply for This Solicitation, No. 08-004-01:
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 by07/13/2008
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
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