Vacant Position advertisement: USAID/Mali Executive Office – Administrative Assistant
For detailed minimum requirements, applicants must refer to the Full Statement of Duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
REF No.: 72068823R10003 (must be inserted in the subject line of the email)
GRADE LEVEL: 8,836,454- 13,696,502 FCFA equivalent to FSN-07. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mali. Final compensation will be negotiated within the listed market value.
ELIGIBLE OFFERORS: Cooperating country national (CCN) – an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
Only pre-selected candidates will be contacted.
The Administrative Assistant is located in USAID/Mali, Executive Office, and serves as the principal administrative support person for the Office Chief, operating independently of any other position to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members may be more effective.
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, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, 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.
MAJOR DUTIES AND RESPONSIBILITIES
Administrative Management Support (85%)
- The Administrative Assistant receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff within the Mission, the Host Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; MyServices requests for EXO staff (i.e. for vehicle, after-hours access, etc.); and, takes minutes at meetings when requested. The Administrative Assistant schedules appointments based on a good knowledge of the supervisor’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 supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with the Administrative Assistant to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group. The Administrative Assistant meets with other Mission support staff on a regular and recurring basis. 55%
- The Administrative Assistant maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, 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 record of when staff received new policies and/or procedures. 10%
- The Administrative Assistant uses computer and web-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, 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. 10%
- The Administrative Assistant establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly. Reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains. The Administrative Assistant maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc. 10%.
Travel Management (15%)
The incumbent serves as Travel Arranger in the e2 Travel Management System for the Executive Office staff and prepares vouchers accordingly. S/he should assist the Executive Office staff to prepare travel requests and any other administrative documents relating to travel. Additionally, s/he is responsible for the preparation and submission of electronic Country Clearance requests (eCCs) on behalf of the Executive Office. The incumbent serves as the primary point of contact related to Temporary Duty (TDY) visitor arrangements, reservations in hotels or apartment, security clearance verification for both TDYers and incoming personnel. S/he updates TDY welcome book and ensures information accuracy (contacts, checklists, etc.); coordinates with the US Embassy Community Liaison Office (CLO) and the USAID Travel.
Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required.
Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.
Language Proficiency: Level IV (fluent) oral and writing ability in English and French 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 and Abilities: The Administrative Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Google mail, and other software programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail. The ability to work effectively in a multicultural and diverse team environment is required. The ability to effectively perform under pressure and demonstrate extreme flexibility for multitasking.
Full statement of duties and qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
EVALUATION AND SELECTION FACTORS:
To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.
- Prior Work Experience: 30 points
- Job Knowledge: 30 points
- Skills and Abilities: 40 points
Applicants may address each of the selection factors on a separate sheet or directly in the cover letter.
For detailed minimum requirements, applicants must refer to the Full Statement of duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
All CV/Resumes and cover letters must be in English, otherwise the application package is incomplete and will be rejected.
Interested candidates for this position must submit the following required documents:
- Eligible Offerors are required to complete, sign, and submit the offer form AID 309-2 (Offeror Information for Personal Services Contracts with Individuals): https://www.usaid.gov/forms/aid-309-2
- Resume or curriculum vitae (CV) relevant to the position for which the applicant is applying.
- Cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of the subject position and meet the evaluation factors set in this solicitation.
- Applicants are required to provide five (5) Professional References with complete contact information including email address and telephone number(s). References should have knowledge of the candidate’s ability to perform the duties set forth in the solicitation and must not be family members or relatives.
- Copy of Degrees/Diploma, or any relevant Certificates, or Recommendation Letters submitted in a simple searchable PDF file.
- Applicants must provide their full mailing address with telephone numbers, email address and should retain for their records copies of all enclosures that accompany their submissions.
- Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4 of the Solicitation.
- Applicant submissions must clearly reference the Solicitation number on all documents to ensure consideration of the application package. Email subject line must be: [Solicitation number 72068823R10003] – [CANDIDATE NAME]
SUBMITTING AN APPLICATION: Indicate the Vacancy Reference Number: 72068823R10003 in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email Human Resources Management Section: firstname.lastname@example.org with the above reference in the subject line.
CLOSING DATE AND TIME FOR THIS POSITION: APRIL 19, 2023, AT 5 P.M. BAMAKO TIME