Administrative Assistant – US Embassy
|Hiring Agency:||American Embassy Khartoum|
|Position Title:||Administrative Assistant – All Interested Applicants|
|Open Period:||10/05/2021 – 10/19/2021|
|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 candidates
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.
The Administrative Assistant serves as the principal administrative support for the Agriculture Office Chief and reports to him/her directly and/or his/her designee, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.
Relocation Expenses Reimbursed:
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 U.S. Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the Office and making sure that information gets to customers on a timely basis and in a professional manner.
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 U.S. Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparing letters, memos, emails and reports as required; (6) Preparing time and attendance sheets; (7) Assisting and monitoring progress on post allowances, security clearance updates, and related administrative processes; (8) Assisting with financial tracking, 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 Agriculture Office staff members in the planning, design, and development of retreats and other meetings; Preparing event calendars for Agriculture Office 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.
2. Program Management and Documentation – 20%
The Administrative Assistant will be responsible for maintaining a tracking system related to a performance management plan that highlights major events of the Agriculture Office such as reporting deadlines for the Agriculture Office and Implementing Partners and monitoring and program progress milestones of its implementing partners. S/he will be responsible for ( 1) Processing administrative and program documentation; (2) Assisting the Agriculture Office 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 U.S. Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files.
3. Information and Reporting – 20%
The Administrative Assistant will work closely with various Teams at USAID/Sudan to ensure appropriate information sharing and develop a strong network of other Administrative Assistants to coordinate work as appropriate. Other activities may include (1) compiling Agriculture Office program weeklies and distributing them through up-to-date email lists; and (2) making contacts and assisting the Agriculture Office 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: The Administrative Assistant will be provided familiarization training on US AID operations, and on specific regulations and procedures ( such as records management, travel, and correspondence management). Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds.
Education: Two (2) years university diploma 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 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: 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.
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 (insert post and/or country name) 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
All candidates must be able to obtain and hold a Public Trust clearance.
- 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.
About US Embassy
What does the US Embassy Do?
The primary purpose of an embassy is to assist American citizens who travel to or live in the host country. U.S. Foreign Service Officers also interview citizens of the host country who wish to travel to the United States for business, education, or tourism purposes.
U.S. Embassy, LondonEmbassy in London, England
The Embassy of the United States of America in London is the diplomatic mission of the United States in the United Kingdom. It is the largest American embassy in Western Europe and the focal point for events relating to the United States held in the United Kingdom.
Embassy of the United States, BeijingOffice in Beijing, China
The Embassy of the United States in Beijing is the diplomatic mission of the United States in China. It serves as the administrative office of the United States Ambassador to China. The embassy complex is in Chaoyang District, Beijing.