The incumbent provides secretarial support services to the Executive Office. He/she perform a variety of tasks such as: facilitating the flow of documents; preparing translations of documents; following-up on outstanding actions; writing complex, non-technical correspondence; preparing charts, tables; maintaining the supervisor’s calendar; coordinating meetings; maintaining the filing system.
Education: Completion of High School.
Prior Work Experience: Five years of progressively responsible secretarial, administrative assistant, or substantive clerical experience. At least two years of this work experience with an international, NGO, or donor organization office environment.
Language Proficiency: Fluency in English and Portuguese reading, writing and speaking. The Assistant should be able to prepare correspondence and standardized reports, and to communicate in an effective manner.
Job Knowledge: The Secretary should be familiar, or able to quickly become familiar, with USAID Executive Office responsibilities and activities, 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: He/she must be able to efficiently proof-read/edit routine correspondence, recommending correct word usage, grammar and punctuation in both English and Portuguese. Must be able to communicate clearly and concisely with other staff members and the general public. Must have strong organizational and interpersonal skills; a high degree of integrity and honesty and ability to rioritize work and meet demands of an active, high-workload office. Must be proficient in computer applications, including Word, Excel, Outlook and Internet.
Major Duties and Responsibilities:
Performs a variety of administrative tasks to facilitate the flow of documents for clearance through the EXO office. Receives incoming correspondence, documentation, cables and directs them to the appropriate section for follow up, logging in & logging out in the Document Management Control System. Routes the outgoing correspondence to the appropriate offices for action. Follows up on delinquent list to determine the status of outstanding actions. Controls access to the Supervisory Executive Officer, prioritizing document review for signature, visitors, and phone calls. 30%
Writes complex, non-technicalcorrespondence for review by the supervisor. Upon the request of the supervisor, prepares materials such as charts, tables using spreadsheets from officialdocuments. Organizes and takes responsibility for finalizing and coordinating mission documents, such as cables. memoranda, management notices, mission orders and maintains appropriate follow-up. 20%
Maintains the supervisor’s calendar, coordinates all the arrangements for meetings and large conferences. Incumbent must have an in depth knowledge of Executive Office and mission priorities so that he/she can respond to the many requests and provide copies of reports or background information directly to requestor. Maintains historical files on all EXO related issues,and must be familiar with the files of each EXO section to be able to provide to the supervisor to assist in dealing with visitors and administrative matters. Maintains up-to-date the administrative file system including electronic files in accordance with AID regulations. 15%
Serves as primary liaison with the Embassy Management Office, RSO Office, CLO and sister US government agencies administrative staff,for all administrative and general services coordination. This includes but is not limited to coordination of the Joint Management Services program, the Housing Board and ICASS services. 10%
Prepares and maintains the Time and Attendance spread sheets for local staff by marking on them the presences and absences of local staff. Verifies leave slips (i.e. annual leave, sick leave, maternity leave,overtime). Prepares travelvouchers. Maintains vacation plan for EXO office and updates actual annualleave taken. Provides back-up for the Travel Specialist while on leave. Monitors Visa/DIREissues; Declining Balance Cards in coordination with the Travel Assistant. 10%
Prepares translations of letters and documents prepared by EXO staff for the Executive Officer signature. Make translations of public announcements and verbal presentations whenever necessary; 15%
How to Apply
Apply online: goo.gl/9j6C7u