Вакансія
Administrative Assistant
Огляд
- The USAID Mission to Ukraine (the Mission) is responsible for the development, implementation and oversight of USAID-funded programs operating throughout Ukraine. The Mission provides assistance to promote Ukraine’s transition to a democratic, prosperous, stable, healthy country united in its European aspirations.
- The Administrative Assistant serves as the principal administrative support person for the Office Chief and reports to him/her directly and/or his/her designee, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.
Обов'язки
A :
- receives and places phone calls, sends and receives e-mail and faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff with Mission, Host-Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation, as needed, and, takes minutes when requested
- schedules appointments based on a good knowledge of the Office Director’s commitments and maintains the Office calendar, reminding the supervisor and others of meetings and appointments
- takes messages in the absence of the Office Director and other staff, directing callers to other staff members, or answering questions personally
- prepares visitor access requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist them
- schedules meetings for the Office Director, and ensures that attendees are briefed or provided proper background material for meetings
- participates in arranging for conference/meeting room space as required by the size of the group and maintaining conference/meeting room schedules, in coordination with other Mission administrative staff meets with other Mission support staff on a regular and recurring basis to update and improve standard operating processes
B :
- maintains control of correspondence for the Office, including program/project/activity files provided by Contracting/Agreement Officer’s Representatives (CORs/AORs) and other Specialists, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the Office Director, receiving and screening Office mail not addressed to a particular individual, drafting responses to routine correspondence and letters, 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
- 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
- distributes internal policies and procedures and, as necessary, maintains a tracking system of when staff received new policies and/or procedures
C :
- establishes and maintains files according to standards set by the Mission Correspondence and Records (C&R) Technician/Supervisor in the Executive Office (EXO) and by USAID/Washington, marks correspondence and other documents for filing, and files accordingly
- reviews all correspondence prepared in the Office or elsewhere for the supervisor’s signature, corrects errors by drafters and edits correspondence, and ensures that responding correspondence meets requirements posed by incoming correspondence to which it pertains
- maintains and updates handbooks, operating procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules
D :
- uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments. Drafts electronic country clearances (eCCs)
- reports time and attendance
- assists incoming personnel with check-in procedures and departing personnel with checkout procedures
- prepares travel requests for the Office staff for official travel
- types a variety of correspondence, creates electronic trackers, 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
- locates documents routed for clearance, and obtains and tracks clearances and signatures
- as required by workload, the Administrative Assistant may be assigned to the Front Office, or assigned to support other office Administrative Assistants, during the absence of the job holder
Вимоги
- a minimum of two years of post-secondary schooling in Secretarial Science, Business Administration, or another related field
- a minimum of three years of administrative or secretarial work experience is required
- fluency (Level IV) in English and Ukrainian (oral and writing ability) is required
Умови
- full-time (40 hours)
- work in Kyiv, Ukraine
- a 5-year period of performance with the possibility of extension
- market value: Basic Annual Rate (in U.S. Dollars): $19,054-24,761
- health and life insurance coverage: provided under the compensation plan
- defined contribution plan: upon separation, a lump sum benefit equal to 12% of the basic salary earned for the duration worked under the appointment
- meal allowances: the annual amount is $853 for employees working on a full-time basis
- family allowances: the mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law
- unique conditions of work allowances/benefits: 10% of basic rate additional information may be provided to the selected offeror at the time of the salary offer