Overview
The Administrative Assistant is a member of the Office of the Director (OD) and provides administrative and chauffeur support to the OD and the Mission staff. The Administrative Assistant reports to the Senior Office Manager in OD. The job holder is required to perform work-related travel.
Responsibilities:
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A. ADMINISTRATIVE AND MANAGEMENT DUTIES: (40%)
The Administrative Assistant provides administrative support to the Office of the Director (OD) and the Mission as needed. The Incumbent manages office’s incoming and outgoing correspondence, receives and places phone calls, sends and receives e-mail, sets up meetings and makes appointments at the request of the Supervisor, Deputy Mission Director and the Mission Director. The incumbent arranges transportation, as needed; takes meeting minutes when requested. The Administrative Assistant provides logistical support to the incoming TDY staff, coordinates electronic country clearance (ECC) approvals, prepares visitor access requests, receives, and assists visitors.
B. ROVING / SUPPORT TO THE OTHER ADMINISTRATIVE ASSISTANTS: (40%)
As required by workload, the Administrative Assistant may be assigned to Mission offices as a second assistant, or to provide coverage during the absence of the office Administrative Assistants. In that capacity the incumbent will provide back-up and support in full range of administrative and clerical support, travel, motorpool, hotel arrangements for the Mission, and process requests for various services from ICASS. The Administrative Assistant takes messages in the absence of organization staff, directing callers to other staff members, or answering questions personally; receives, escorts and assists visitors, answers questions, or directs them to a staff member who can assist them. Upon return of the absent Administrative Assistant the incumbent briefs them of tasks performed during their absence.
C. CHAUFFEUR DUTIES FOR MISSION DIRECTOR: (20%)
As part of his/her duties, the Administrative Assistant operates a passenger and armored vehicle to transport the Mission Director and other authorized USAID personnel, official visitors, and official documents to other agencies and diplomatic missions within the host country. The incumbent coordinates his/her work with the MD Chauffeur.
In execution of these duties s/he:
Assists the Mission Director or his/her designee in planning logistics for field trips, researching destination points, and collecting and sharing pertinent information, such as the description of the site, projected travel time, road conditions, etc. with appropriate Mission and security personnel.
Operates the vehicle in accordance with local laws, USAID regulation and the Mission Director or designee’s instructions and follows driving regulations and safety rules to avoid traffic accidents.
Maintains the assigned vehicle in a clean and serviceable condition,
The Administrative Assistant is expected to maintain a high level of security awareness at all times, in order to ensure that USG property is protected and that the Mission Director, Deputy Mission Director and/or other passengers are not endangered. The jobholder:
Checks the underside of the vehicle and under the hood/bonnet before starting the engine, when the vehicle has been left unattended.
Ensures passenger safety and comfort while enforcing “no smoking”, seat belt and all other Department of State and Mission regulations for safe vehicle operation.
The Incumbent maintains daily trip logs of vehicle usage and assists in the preparation of vehicle reports and inventories. S/he ensures that all passengers complete and sign the logs before leaving the vehicle.
The jobholder reports vehicular accidents immediately, in accordance with Mission procedures; completes all required paperwork to document accidents; and ensures that Police and the Insurance Company have all information required to complete their investigations/reports.
The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.
A. ADMINISTRATIVE AND MANAGEMENT DUTIES: (40%)
The Administrative Assistant provides administrative support to the Office of the Director (OD) and the Mission as needed. The Incumbent manages office’s incoming and outgoing correspondence, receives and places phone calls, sends and receives e-mail, sets up meetings and makes appointments at the request of the Supervisor, Deputy Mission Director and the Mission Director. The incumbent arranges transportation, as needed; takes meeting minutes when requested. The Administrative Assistant provides logistical support to the incoming TDY staff, coordinates electronic country clearance (ECC) approvals, prepares visitor access requests, receives, and assists visitors.
B. ROVING / SUPPORT TO THE OTHER ADMINISTRATIVE ASSISTANTS: (40%)
As required by workload, the Administrative Assistant may be assigned to Mission offices as a second assistant, or to provide coverage during the absence of the office Administrative Assistants. In that capacity the incumbent will provide back-up and support in full range of administrative and clerical support, travel, motorpool, hotel arrangements for the Mission, and process requests for various services from ICASS. The Administrative Assistant takes messages in the absence of organization staff, directing callers to other staff members, or answering questions personally; receives, escorts and assists visitors, answers questions, or directs them to a staff member who can assist them. Upon return of the absent Administrative Assistant the incumbent briefs them of tasks performed during their absence.
C. CHAUFFEUR DUTIES FOR MISSION DIRECTOR: (20%)
As part of his/her duties, the Administrative Assistant operates a passenger and armored vehicle to transport the Mission Director and other authorized USAID personnel, official visitors, and official documents to other agencies and diplomatic missions within the host country. The incumbent coordinates his/her work with the MD Chauffeur.
In execution of these duties s/he:
Assists the Mission Director or his/her designee in planning logistics for field trips, researching destination points, and collecting and sharing pertinent information, such as the description of the site, projected travel time, road conditions, etc. with appropriate Mission and security personnel.
Operates the vehicle in accordance with local laws, USAID regulation and the Mission Director or designee’s instructions and follows driving regulations and safety rules to avoid traffic accidents.
Maintains the assigned vehicle in a clean and serviceable condition,
The Administrative Assistant is expected to maintain a high level of security awareness at all times, in order to ensure that USG property is protected and that the Mission Director, Deputy Mission Director and/or other passengers are not endangered. The jobholder:
Checks the underside of the vehicle and under the hood/bonnet before starting the engine, when the vehicle has been left unattended.
Ensures passenger safety and comfort while enforcing “no smoking”, seat belt and all other Department of State and Mission regulations for safe vehicle operation.
The Incumbent maintains daily trip logs of vehicle usage and assists in the preparation of vehicle reports and inventories. S/he ensures that all passengers complete and sign the logs before leaving the vehicle.
The jobholder reports vehicular accidents immediately, in accordance with Mission procedures; completes all required paperwork to document accidents; and ensures that Police and the Insurance Company have all information required to complete their investigations/reports.
The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.
Required Qualifications:
․
Education:
Completion of Secondary Schooling is required. Two or more years of post-secondary schooling in Business Administration, social sciences, linguistics, technical subjects or other related fields equivalent to a US junior college or community college diploma, is required.
Prior Work Experience:
A minimum of two years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required. A minimum of three years of accident-free driving experience is required.
Language Proficiency:
Level 4 (advanced professional proficiency) in English and Armenian both oral and written, is required.
The Administrative Assistant is required to have a minimum of a standard local driver's license with the required professional driving permit or host country equivalent. In addition, the jobholder should hold the appropriate driver’s license relevant to the vehicles operated.
Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.
Education:
Completion of Secondary Schooling is required. Two or more years of post-secondary schooling in Business Administration, social sciences, linguistics, technical subjects or other related fields equivalent to a US junior college or community college diploma, is required.
Prior Work Experience:
A minimum of two years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required. A minimum of three years of accident-free driving experience is required.
Language Proficiency:
Level 4 (advanced professional proficiency) in English and Armenian both oral and written, is required.
The Administrative Assistant is required to have a minimum of a standard local driver's license with the required professional driving permit or host country equivalent. In addition, the jobholder should hold the appropriate driver’s license relevant to the vehicles operated.
Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.
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