REF No.: USAID-HR-MGT-001-2017-Roving (must inserted in the subject line of emails)
GRADE LEVEL: FSN PSC-07 (If an applicant does not meet all required qualifications for the position and is selected for
the position, s/he may be hired at a lower grade than the position classification grade).
BASIC FUNCTION: This position is located in the Human Resources Management Office (HRM). The primary purpose of this position is to serve as round Secretary providing Mission-wide support to the different offices/teams as the need arises, and as such, perform a comprehensive range of procedural, administrative and secretarial functions. The primary function is to provide program, administrative and secretarial coverage for Mission Secretaries and Assistants who are on leave. Additionally, he/she will support Offices/Teams with occasional clerical and administrative tasks as the need arises and schedule permits. Mission-wide clerical and administrative tasks will be coordinated by Human Resources Management Office. Moreover, he/she will provide full clerical and administrative support the Human Resources Office at times when there’s no replacement.
The Roving Secretary must be multi-talented and able to assist with a variety of administrative tasks.
MAJOR DUTIES AND RESPONSIBILITIES:
The Roving Administrative Secretary position includes the following:
Administrative and Programmatic Support (70%)
Filing: Maintains team/office files according to staff needs and the ADS.
Correspondence: Assists with reviewing incoming correspondence, routing and logging correspondence, drafting, editing and finalizing outgoing correspondence, and making copies of correspondence as needed.
Information Management: Track records, files and other documentation to ensure efficient management of information within the office. Responsible for small copying tasks, or routing tasks to the business center, if appropriate. Responsible for ensuring that reports and other information and documentation is appropriately routed and distributed.
Document Management: Track all documents in clearance within the Mission and with outside partners. Assists program assistant in tracking MAARDS and other contract documents.
Telephone and Reception: Ensures phones are answered and either responds, routes and drafts messages for all incoming calls. Assists with placing international calls. Receives escorts and orients visitors.
Time and attendance: Ensures timely submission of Time and Attendance reports for US Direct Hires (USDH), Third Country Nationals and Personal Services Contract (PSC). Coordinates personnel evaluations, training and leave plans.
Property and Maintenance: Maintains and tracks office equipment and supplies. Requisitions non-expendable property and office supplies as needed; submits maintenance and repair requests.
Software and Computer Support: Serves as one of the offices/teams’ resident software troubleshooter and liaises with the Information Systems’ office. Provides support in basic software, formatting, document preparation, printer and copier functions, hardware maintenance, spares and consumables availability. S/he will assist primary TraiNet users and those responsible for interviewing and screening contractors and grantees Visa applications for U.S. trainings.
Programmatic Support: Provides programmatic backup support, including providing partners and clients with information on matters and issues which do not involve subjects of specialized or substantive questions. May assist as needed by providing program assistance once adequate competency is developed. Develops a working relationship with partners and appropriate officials to facilitate the flow of documentation and information, and to assist with program coordination.
Travel and Logistical Support (30%)
Travel Support: Organizes and ensures that travel by all office/team members and implementing partners follow official USAID procedures. Makes travel, hotel and motor pool arrangements. Ensures that all required travel documents (e.g. Visas) are prepared. Prepares country clearances for official staff. Prepares travel requests and travel vouchers according to official policies.
Logistical Support: Provides logistical support for office/team members, contractors and TDYers as requested by the supervisor. Arranges logistical, administrative or management support such as scheduling and helping to organize meetings, visitor processing and support, and coordinating arrangements and schedules. Coordinates and assists with the organization of meetings, conferences and workshops.
MINIMUM QUALIFICATIONS: Applicants MUST meet the minimum qualifications below and ONLY preselected candidates will be contacted:
All Malian Citizens and Local Residents with a valid work permit at the time of application;
Completion of secondary school is required. Possession of Certificate after completion of Business or Secretary School is required;
At least five years progressively responsible experiences in development assistance, or related work; at least two years of which have been in the position’s field of function required.
Fluency in English (Level III) and French (Level IV) in both written and spoken communications are required.
A good working knowledge of the nature and goals of the program to which assigned is required. A sound knowledge of USG principles, techniques, and practices of the occupational field of specialization is required. Some knowledge of host-country characteristics and development history. A general knowledge of USG programming methods and procedures is necessary, particularly in the area of document dissemination and handling. Must have the ability to file electronically documents in using available information system required. S/he must have the ability to monitor office/team database where incoming and outgoing information are maintained.
Candidate must comply with the minimum age for employment i.e. 18 years and the maximum age i.e. 53 years.
Education (20%): Completion of secondary school is required. Possession of Certificate after completion of Business or Secretary School is required.
Prior Work Experience (25%): At least five years progressively responsible experiences in development assistance, or related work; at least two years of which have been in the position’s field of function required.
Language Proficiency (15%): Level III & IV written and spoken English and French are required.
Knowledge (20%): A good working knowledge of the nature and goals of the program to which assigned is required. A sound knowledge of USG principles, techniques, and practices of the occupational field of specialization is required. Some knowledge of host-country characteristics and development history. A general knowledge of USG programming methods and procedures is necessary, particularly in the area of document dissemination and handling. Must have the ability to file electronically documents in using available information system required. S/he must have the ability to monitor office/team database where incoming and outgoing information are maintained.
Skills and Abilities (20%): Must have the ability to establish and maintain counterpart contacts in host-government implementing agencies and related private-sector organizations. Ability to obtain, organizes, analyze, evaluate, and present information and to organize and draft clear concise reports which are principally based on fact but occasionally methodical. Ability to coordinate the work of lower-level employees, when required by the assignment. S/he must be able to communicate effectively both orally and in writing. S/he is expected to prepare correspondence documents in English and/or French. Proficiency in word processing and spreadsheet applications including typing skills in English and French are required. The incumbent must have professional self-confidence and maturity to make down-to-earth judgments.
Full Statement of duties and the qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers OR https://ml.usembassy.gov/jobs/
TO APPLY: All cv/resume and cover letter must be in English; otherwise application package will be considered as incomplete and will be rejected.
Interested candidates for this position must submit the following required documents:
Resume or curriculum vitae (CV) relevant to the position for which the applicant is applying;
Cover letter of not more than three (3) pages describing how the incumbent’s skills and experience fit the requirements of the subject position.
Applicants are required to provide three (3) to five (5) professional references with complete contact information including email address and telephone numbers. References should have knowledge of the candidate’s ability to perform the duties set forth in the application and must not be family members or relatives.
Copy of Academic Transcripts.
Applicants must provide their full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions.
SUBMIT APPLICATION: Indicate the Vacancy Reference Number: USAID-HR-MGT-001-2017-Roving in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email HRM Section: email@example.com with the above reference in the subject line
CLOSING DATE FOR THIS POSITION IS: MARCH 22, 2017 at 5:00PM and only pre-selected candidates will be contacted.
REF No.: USAID-HR-MGT-001-2017-Roving (must inserted in the subject line of emails)