Title: Administrative Specialist – Africa Bureau Leadership Office
United States Agency for International Development/ Bureau of Africa, Africa Bureau
Leadership Office and the Office of Sustainable Development
Throughout Africa, USAID works with partners to improve access to and delivery of health services, support more accountable and democratic institutions, start businesses and foster an environment attractive to private investment, stave off conflict and strengthen communities. The Africa Bureau (AFR) is the largest regional bureau in the Agency. It supports 33 regional and bilateral Missions and 20 non-presence countries on the continent and represents USAID in the Washington inter-agency sphere.
AFR is comprised of 9 offices: Offices of the Assistant Administrator, East Africa, West Africa, Southern Africa, Sudan and South Sudan Programs, Development Planning, Sustainable Development, Administrative Management Services, and Power Africa.
The Administrative Specialist will provide support for the Africa Bureau. As a critical member of the AFR/AA office which is comprised of a leadership team and an administrative team, the incumbent will work closely with administrative team to support the leadership team and the larger bureau. The incumbent performs a variety of both complex and routine administrative and analytical duties. These duties range from administrative-type tasks such as scheduling briefings and meetings, arranging travel and maintaining program files, to more complex analytical-type tasks such as collecting, compiling, and analyzing data for various program documents and designing and maintaining spreadsheets in support of tracking systems. The Program Assistant ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. The individual must develop a working knowledge of USAID policies and guidelines, as well as corporate practices and procedures.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Office Activities Coordination – 50%
- Systematically evaluates and improves office operations. Uses formal procedures to track memos, briefers, and coordinate other work performed in the office;
- Organizes and manages the travel process using E2 and eCC;
- In consultation with the AFR Administrative Team, controls the calendar, scheduling meetings and appointments for members of the AFR Leadership Team. The AFR Leadership Team is comprised of the Assistant Administrator, the Deputy Assistant Administrators and the Chief of Staff for the Africa Bureau. When necessary, the incumbent will arrange for representation by a subordinate official when that is desirable;
- Attends meetings, takes notes, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation;
- Maintains subject and project files of correspondence, program documents, and reports. Ensures that cleared and approved memos are scanned in as PDF files and circulated to the drafter as well as to all of those who have cleared on the documents. They will prepare files for storage or destruction, as appropriate;
- Maintains the Africa Bureau staff directory, working with Office points of contacts and AMS to ensure that the directory is accurate and up-to-date at all times.
- Arranges meeting space, speakers, and support details for large conferences, such as the African Strategic Dialog, Mission Director Meetings, Foreign Service National Workshops and the Africa Strategic Integration Conference (ASIC). Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements;
- In consultation with the AFR Administrative Team, coordinates the purchase of equipment and supplies for the office. Acquires equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases.
Correspondence and Report Processing – 50%
- Knowledge of general office automation software, practices, and procedures;
- Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative. Brings significant items in reports, files and correspondence to the supervisor’s attention.
- Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action.
- Receives requests from other offices within the agency for information concerning programs under the supervisor’s control. Assembles requested information from available background data, or follows up to see that subordinates submit the required answers within the specified time.
- Personally prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor’s views and desires.
- Reviews documents requiring coordination by the supervisor for conformance with regulations, grammar, format, and special policies of the organization. Verifies that content has been coordinated, is accurate, and is in compliance with established policies. Returns materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.
- The position requires a bachelor’s degree and 1 – 2 years of professional office experience.
- Requires proficiency in the use of Microsoft Office, Internet, Google Drive and e-mail applications.
- Experience in the use of data base applications is recommended.
- US Citizen with the ability to obtain a secret clearance.
This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.
ZemiTek and CAMRIS International offer competitive salaries and comprehensive benefits.
ZemiTek and CAMRIS International are Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.