USAID Administrative Management Assistant at the U.S. Embassy

The U.S. Mission to Nigeria comprises of the Embassy in Abuja, FCT, and the Consulate General in Lagos. U.S. Consulate General Lagos is the Mission’s representative to the Nigerian people in the southern region.

We are recruiting to fill the position below:

Job Title: USAID Administrative Management Assistant

Announcement Number: Abuja-2021-049
Location: Abuja
Series/Grade: LE - 4005 8
Work Schedule: Full-time - Work Schedule is 40hrs per week
Promotion Potential: LE-8

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Current Mission Nigeria Employees only
• Security Clearance Required: Public Trust - Background Investigation
• Appointment Type: Permanent
• Appointment Type Details:
• Five (5) years renewable, estimated to start on or after August 2021

Marketing Statement:

• 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.

For more information about USAID, visit http://www.usaid.gov

Summary

• The Administrative Management Assistant performs a variety of office management, operational, and administrative services in support of the overall Executive Office functions and serves as the office management specialist to the Supervisory Executive Officer. 
• The incumbent is responsible for the efficient management of the daily schedule of the Executive Officers ensuring that business appointments and commitments are efficiently and effectively fulfilled.

Duties
Operational support: 55%

• The incumbent coordinates logistical planning and implementation of designated Mission wide programs and special events.
• Creates a database of service providers, venues, and contacts to facilitate smooth, efficient, and successful realization of designated events. Serves as the main POC for event setup and coordination.
• Provides the necessary oversight and control over vendors selected to provide services at designated events.
• Participates in drafting Scopes of Work (SOW) for the Mission’s special events and programs. Designs and develops documentation required for successful event planning (e.g. checklists) and implementation. Estimates and prepares budgets and drafts budget notes, and creates a final report detailing the event planning, outcome, and financial requirements.
• The incumbent researches and interprets ADS, AIDAR, FAM and FAR and other relevant USG policies and regulations to provide accurate, up to date policy authority references for EXO functions.
• This research supports travel, procurement and general service operations requiring clarity on authorization parameters and/or for file documentation.
• The incumbent directly supervises CCN Roving Secretaries. Provides direction, mentorship, and on-the-job training (OJT) for achieving full level administrative support service mastery. Develops an Individual Development Plan for the Roving Secretary to ensure his/her professional success.
• The incumbent manages the coverage support provided by the Roving Secretary to ensure equitable coverage is provided to all clients.
• Requests 360 performance input from serviced offices which is then used for the annual employee performance assessment as well as to inform the preparation of employee’s training and development plans.

Office management and administrative duties: 35%

• Transmits instructions on behalf of the Supervisory Executive Officer to staff members, follows-up with staff members to ensure that commitments are met, and keeps the S/EXO informed of current plans and activities.
• Tracks important documents, particularly those requiring urgent attention, to assure they are properly assigned for action and that concerned action offices are engaged. The incumbent maintains control of all EXO correspondence, mail, and documents, and establishes and maintains computerized tracking systems to track EXO actions.
• Independently drafts correspondence for approval and responds to routine correspondence within area of authority.
• Prepares official correspondence for EXO signature, and arranges for prompt delivery of correspondence. Screens and prioritizes received mail ensuring that the EXO can deal with matters that require his/her personal attention.
• Maintains a superior knowledge of English grammar, spelling, punctuation, formatting, and diplomatic protocol requirements.
• Eliminates typographical and grammatical errors from outgoing correspondence, ensures conformance with the Agency and Mission formatting procedures and special instructions, and reviews to ensure that all relevant information is included.
• The position serves as central repository and custodian for USAID/Nigeria policy and procedural documents such as Mission Orders (MO). Participates in annual review of MOs for continued necessity, compliance with related regulation revisions and for any needed revisions related to changes at the Mission. Mission Orders are policy documents and as such the editing rights and authorization to update are limited to the incumbent’s position only.
• The incumbent maintains and upkeeps the list of current MOs, ensures that updated MOs are uploaded on the Mission intranet, and maintains hard copies in binders for backup.
• During the new employee check-in process, the incumbent provides orientation to new staff on MOs. Using standard guidelines and in conjunction with other staff, the incumbent finalizes policy documents such as Mission Orders, Mission Notices, and updates existing notices ensuring accuracy, timeliness, and completeness of all documents.

Files and records management: 10%

•  Serves as the main file custodian for the Executive Office. Using standards set by USAID/W, establishes, and maintains working and subject files, following the Records and Management regulations.
• The files are labeled with appropriate information of the file name, fiscal year and description. Following the disposition schedule ADS Chapter 502, and in liaison with the C&R team lead, the incumbent is responsible for archiving and/or retiring closed files.
• Prepares and upkeeps the file index list to facilitate timely retrieval of information required for decision making as well as storage of documents.

Qualifications and Evaluations
Requirements:

• Physical Demands: The work requested does not involve undue physical demands.

 Education Requirements:

• Minimum of a 2 years College / University Studies Education qualification in Public or Business Administration, Social Sciences or Office Management is required.

Evaluations:

• Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.
  • Knowledge: 10 points
  • Skills and abilities: 10 points
  • Communication and Language skills: 10 points
  • Interview Performance: 70 points
• 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.
• Reference checks will be made only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application letter.
• 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.

Prior Work Experience:

• A minimum of three (3) years of experience as an office manager, event planner, administrative/executive/general services assistant, or secretary working in an international organization, non-governmental, or government agency in an English-speaking environment is required.
• Experience in procurement, general services, and records management is required.

Job Knowledge:  

• Above-average competency and knowledge of personal computer operations and Microsoft Office Suite and associated functionality of calendar scheduling. An understanding of the social mores of the country, a good knowledge of local vendors, venues, and social event organizing.
• Must possess a thorough understanding of principles, techniques, procedures, and practices of secretarial and office administration is required.
• Good knowledge and understanding of USG procedures and regulations pertaining to general management and administration, the communications and records program, and USG development programs and policies.
• Good understanding of Department of State and GoN organization, operations, and protocol requirements.
• Must also have good working knowledge of USG mail handling procedures, instructions and of organization, functions, personnel, and practices.

Skills and Abilities:

• The incumbent must have advanced data collection, analysis, and presentation and communication skills.
• The ability to obtain, evaluate and interpret factual data and prepare precise, accurate and complete reports is required. 
• Ability to work effectively in a team environment and proactively work to achieve consensus on policy, project and administrative matters is required. 
• Strong computer skills and knowledge of software program applications authorized for USG use or its equivalent, such as Word, Excel, PowerPoint, and word processing programs are a must. 
• Must be a self-starter and have proven ability to work independently with a wide variety of individuals.
• Must be able to maintain good work relationship with colleagues, to work harmoniously for several officers simultaneously, to receive visitors to the office and provide information or direction to personnel.
• Skill to analyze and develop budgets and conduct basic financial analysis is required as is the ability to organize work and meet deadlines and exercise discretion when dealing with delicate or personal information.

Language Proficiency:

• Level IV (fluent) speaking/reading/writing in English Language is required.
• Level IV (fluent) speaking/reading/writing in one Nigerian Local Language is required.

Benefits and Other Info

Benefits
Agency Benefits:

• As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance

Other Information:

• 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
• PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.

Taxes:

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations.
• Payment of such taxes is a matter between the individual employee and the Nigerian Government.
• In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

Salary
NGN8,664,538 annually.

Application Closing Date
24th April, 2021.