USAID Mission in Iraq - Employment Opportunities
Announcing open position for FSN-120-7
Administrative Assistant
Focused Stabilization Program Office
OPENING DATE: 11/03/2008
CLOSING DATE: 11/24/2008
WORK HOURS: Full-time; 40 hours/week
BASIC FUNCTIONS OF POSITION
The Administrative Assistant provides and coordinates all administrative support to the Focused Stabilization (FSTB) office of the Iraq Mission. 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 and office staff.
Summary of Major Duties and Responsibilities:
- Secretary / Administrative Assistant to the Director of the office: (60% of time)
Responsible for assisting the FSTB office in the management of project activities assigned to the Office. The Administrative Assistant performs a wide variety of administrative tasks to include organizing and prioritizing visitors and callers (often handling action without referring to supervisor); arranging meetings, taking notes, and maintaining Office Director's calendar. Drafts and types letters, cables, faxes and any correspondence, and formats word processing attachments as requested. Personally composes and types replies to correspondence in accordance with established precedents or supervisory instructions. Routes and tracks correspondence and documents for clearance, etc. to the appropriate officials within the office, and assures that outgoing mail is distributed appropriately. Responsible for maintaining subject and case files for the program and as requested, ensuring that files are organized properly and maintained on a constant basis. Maintains time and attendance for the office staff, ensuring the timely submission of individual time sheets for USDH, TCN, FSN and US PSCs.
- Other Support Functions: (40% of time)
The Administrative Assistant is responsible for handling a variety of administrative and clerical functions in support of the office staff. Duties and responsibilities are, but not limited to, the following:
- Drafts and types various program documents and reports, including power point presentations and other office document/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 in the absence of the office staff members as well as escorting visitors to and from the office;
- Handles maintenance and supplies requests for the office;
- Creates and keep current the office Leave Plan matrix;
- Updates and distributes the wallet size Emergency Telephone List;
- Submits after hours building access request;
- Performs other tasks as assigned by supervisor
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 and the like.
Experience: Two years of progressively responsible secretarial
and clerical experience, one year of which should have been
with a USG department or agency.
Language Level IV English and Arabic (fluent knowledge of
English) is 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 is high priority competing demands.
To Apply for This Solicitation No. 09-001
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 11/17/2008
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 after the selection has been made.
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