OPEN TO: All Interested Candidates POSITION TITLE: Secretary (Office Manager) OPENING DATE: January 29, 2013 CLOSING DATE: February 12, 2013 WORK HOURS: Full-time; 40 hours/week SALARY: FSN: N2,506,239.00 p.a (Starting basic salary on FSN- 7 Position Grade). In addition to the basic salary, all allowances will be paid in accordance with the Mission Local Compensation Plan. USAID/Nigeria in Abuja is seeking to employ a suitable and qualified candidate for the position of Secretary in the Program Office. BASIC FUNCTION OF POSITION:
The incumbent serves as the Secretary/Office Manager to the Supervisory Program Officer and Regional Legal Advisor (RLA) and also supports the Front Office especially during the absences of the Secretary for the Mission Director and Deputy Mission Director. S/he performs secretarial, office management, and administrative functions essential to the efficient performance of the individuals supported. The Secretary reports to the Supervisory Program Officer.
MAJOR DUTIES AND RESPONSIBILITIES:
The incumbent provides a range of office management and administrative support services to the Program Office, RLA and the Mission Front Office. The specific allocation of time devoted to supporting these offices will be coordinated between the Supervisory Program Officer, the RLA, and the Front Office as directed by the supervisor. Generally 55% of the incumbent’s time will be spent to support the Program Office and 35% of the time to support the RLA and 10% to support the Front Office. The major duties and responsibilities performed are summarized below.
File Planning, Organization, and Maintenance (30%):
Establish and maintain filing systems for the Program Office and RLA, including both electronic and hard copy files. These include both official and working files, as well as Program Office and RLA file in a public shared drive that can be accessed by other Mission staff. In liaison with Communications & Records (C&R) staff, ensure that Program Office and RLA files comply with USAID’s records management policies and procedures. Set up and manage official files stations for the Program Office and RLA.
In consultation with C&R, establish appropriate procedures to ensure that records are filed at designated official file stations. Compile Annual Vital Records Reports for the Program Office and RLA and submit to C&R. Guide the Program Office staff and RLA in the proper maintenance and disposition of official files.
Follow up with originating offices to ensure that copies of all final signed/approved documents cleared by the Program Officer and/or RLA are appropriately filed. Examples of such documents: Memoranda of Understanding, Action Memos, bilateral agreements. Scan, shred, photocopy, or otherwise process documents for filing or disposition. Retrieve documents from the filing system and compile information for the Program Office staff and the RLA, as requested. Learn the electronic and hard copy filing systems maintained in the Front Office and ensure any files handled while covering the Front Office are filed correctly.
Maintain ASIST and other Document Production/Tracking Systems (25%)
Establish and maintain a log of all incoming and outgoing documents that require clearance by the Program Office, RLA, or Front Office staff (when covering the Front Office). These include Concept Papers, MAARDs, Project Appraisal Documents, Memoranda of Understanding, Action Memoranda, Assistance Agreements, and other documents.
Track ASIST assignments directed to the Program Officer and RLA by C&R staff. These typically included requests for meeting, funding, participation in conferences and other events, and other support; unsolicited proposals; documents pertaining to legal matters or relationships with the host country government; and routine correspondence and general information sent to USAID/Nigeria.
Forward ASIST assignments to appropriate staff members for action. Draft initial response to ASIST requests, as well as other routine, non-technical correspondence, for signature of the Program Officer or RLA. Track ASIST responses and/or actions taken, ensuring that deadlines are met. Maintain electronic copies of all final signed correspondence sent in response to ASIST requests.
Collect Program Office and RLA mail from C&R and distribute to staff. Distribute internal mail by clearing outboxes of Program Office and RLA staff and delivering contents to appropriate staff/offices. Perform the same functions for the Front Office as needed.
Manage Calendars, Meetings, Special Events, and Contacts (30%):
Manage the schedule/calendar for the Program Officer and RLA. Screen calls for the Program Office and the RLA, respond to routine inquires and take messages. Organize meetings on behalf of the Program Office and RLA. These might include Ethics Briefings; Concept Paper Reviews; Project appraisal Documents Reviews; Portfolio Reviews, Procurement Meetings; briefings for the Ambassador and high level visitors; internal meetings; monthly meetings with the Front Office; Program Office staff meetings; and meetings with external stakeholders, host country officials, implementing partners, and other donors. Also included are Senior Staff Meetings and General Staff Meeting when it is the turn of the Program Office to host these. Solicit inputs to agendas for the above meetings, compile and distribute agendas, invite participants, preferably using Google or Outlook Calendar, send out reminders, solicit comments on draft documents for discussion at meetings, take notes, and prepare and distribute notes. Maintain client confidence by keeping RLA information confidential.
Identify action items from meetings and incorporate them into an action tracker. Follow up with other offices to ensure that actions are completed. Provide Program Office and RLA inputs to Mission monthly events calendar.
In consultation with Program Office and the RLA, prepare annual Program Office/RLA calendar of major actions/events for distribution to the Mission. Maintain Program Office / RLA leave, TDY, and travel calendar. Establish and maintain “out of office” trackers board so that Mission personnel who are looking for Program Office staff or the RLA will know when the person they need to see is expected to return to the office. Schedule conference rooms and other meeting venues in coordination with other Mission secretarial staff.
Ensure that when other offices schedule meetings which include the RLA or Program Officer, these offices provide sufficient background information for the meetings.
Coordinate input from Program Office staff for the Mission Procurement planner and ensure that updates are incorporated into the procurement planning document prepared by the Office of Acquisition and Assistance. Maintain a list of contacts for the Program Office to include Implementing Partners Chiefs of Party contact list for mailing and telephone (with input from technical/support offices), names and contact information for counterparts within the Government of Nigeria (GON), other donor agencies of the Supervisory Program Officer and RLA. Ensure that contact information is kept current. Provide similar support as needed for the Front Office.
Travel and Logistical Arrangements (15%):
Make travel arrangements for Program Officer and RLA. This includes trip requests, motor pool requests, flight reservations, and hotel reservations. Prepare travel vouchers for the Supervisory Program Officer and RLA. Assist in preparation and tracking of e-Country Clearances for temporary duty (TDY) visitors to the Program Office or RLA. Make hotel, motor pool and other necessary reservations for TDY visitors to the Program Office or RLA. Make arrangements for office, phone, and computer access for incoming TDY and other visitors to the Mission. Prepare information packages for incoming TDYers to include: phone list, security precautions in Abuja.
Communicate with TDY visitors, consultants, and new staff prior to their arrival to ensure that all preparations are in place. Support newly arrived/assigned staff by orienting them to Mission functions and procedures. Conduct new staff on a tour of the Mission, ensuring that they meet office chiefs and as many of the USAID staff as possible. Explain procedures. Serve as “timekeeper” for Foreign Service National staff in the Program Office. Order and maintain stocks of expendable supplies for Program Office and RLA. Place official work order requests for Program Office and RLA. Distribute mail, including inter-office mail.
Perform other office management responsibilities similar in scope to those listed above. Provide similar support as needed for the Front Office.
MINIMUM REQUIRMENTS:
NOTE: All applicants MUST address each selection criterion detailed below with specific and comprehensive information supporting each criterion or the application will not be considered.
Education: A University degree in Secretarial Studies, Business Administration or related field is required.
Prior Work Experience: Five years of secretarial and office management experience is required.
Language Proficiency: Level IV (fluent) English oral and writing ability is required. At this level, an employee is required to possess a high degree of proficiency in writing and speaking. This includes ability to write well in English and compose business correspondence. .
Knowledge: Knowledge of office management and administrative / secretarial procedures is required. Incumbent must know basic requirements for records management and must be able to apply these appropriately.
Abilities and Skills: The position requires strong basic computer and typing skills. These include Level II typing ability (40 words per minute); proficiency in Microsoft Word, Excel, PowerPoint, Google, and Outlook. Incumbent must be able to learn and correctly use corporate software applications for travel, records management, and new systems as developed by the USG or USAID for corporate use. Must be able to conduct web-based research and show skill in using reference materials. Position also requires an ability to write well in English; to compose business letters, memos, and other basic business documents. Incumbent must also have good organization and time management skills with the ability to work on multiple assignments simultaneously. Incumbent must be able to take initiative and explore opportunities to add value to office and job requirements. Strong interpersonal and communication skills to interact tactfully, discretely and courteously with a wide variety of contacts are also essential.
SELECTION PROCESS:
It is essential that the candidate address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA:
Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
Current employees serving a probationary period are not eligible to apply.
Current employees who are qualified will be given preference.
4. Only successful applicants who meet the minimum requirements will be notified.
5. The Human Resources Office will NOT accept applications or resume submitted in U.S. Government official envelopes.
6. The minimum requirements must be adequately addressed in the cover letter of your application package. Failure to do so will disqualify your application.
HOW TO APPLY:
Interested applicants for this position MUST submit the following, or the application will not be considered:
A type-written application letter specifically applying for this position, and addressing the minimum requirements as advertised. Please reference the job title and announcement number on the application letter.
A current resume or curriculum vitae, listing all job responsibilities; plus
Any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.
Please indicate position title and vacancy announcement number on the top right corner of the envelope and also on the subject line of the application letter.
SUBMIT APPLICATION TO:
USAID Nigeria
ATTN: Human Resource Office
c/o U.S. Embassy
1075 Diplomatic Drive
Abuja, FCT,
Nigeria More info http://www.knowledgecentreng.com/2013/02/us-embassy-needs-office-manager.html |
