REF No.: 72068819R10006 (must inserted in the subject line of the email)
GRADE LEVEL: FCFA 8,251,755 TO FCFA 12,790,215 equivalent to FSN PSC-7
BASIC FUNCTION: The Secretary 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 Secretary 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, the Secretary 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:
1. Administrative Management Support (85%)
- The Secretary 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 Secretary 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 Secretary 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 Secretary 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 Secretary meets with other Mission support staff on a regular and recurring basis. 55%
- The Secretary 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 Secretary 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 Secretary distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures. 10%
- The Secretary uses PC-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 Secretary locates documents routed for clearance, and obtains and tracks clearances and signatures. 10%
- The Secretary 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 Secretary maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc. 10%
2. 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. S/he updates the welcome package electronic content (contacts, CLO package, checklists, etc.) and coordinates with the US Embassy Community Liaison Office (CLO) and the USAID Travel Office. 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 TDY visitor arrangements, reservations in hotels or apartment, security clearance verification for both TDYers and incoming personnel, out of town notification for EXO staff. Update Temporary Duty (TDY) welcome book and ensuring information accuracy.
To be considered for this position, applicants must meet the 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.
- 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 the most widely spoken Host-Country language is required.
- Job Knowledge: The Secretary 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 Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
- Skills and Abilities: The Secretary 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 Secretary 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. First-rate interpersonal and communications skills are required to develop and maintain collaborative and effective working relationships within the Mission, U.S. Embassy (GSO, MO, HRO…etc.) and other USG counterparts, host country officials, Implementing Partners and other International organizations. Must demonstrated ability to communicate properly using tact and diplomacy with all USG Community, TDYers, and Executive Office Visitors.
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.
Applicants are required to address each of the selection criteria on a separate sheet describing specifically and accurately what experience, training, education, and/or awards or recognition they have received relevant to each criteria described below, and any related considerations.
Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
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:
- A cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of subject position.
- A resume or curriculum vitae (CV) relevant to the subject position.
- Copy of Diplômas, degrees, certificates and/or ‘‘Attestation de travail’’, recommendation letters, etc.
- Three (3) to five (5) professional references with complete contact information including email addresses 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.
- Full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions.
Indicate the Vacancy Reference Number: 72068819R10006 in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email Human Resources Management Section: email@example.com with the above reference in the subject line.