Administrative Assistant (Mission Director)
01Vacant Position advertisement: USAID/Mali Office of the Mission Director – Administrative Assistant (Mission Director)
For detailed minimum requirements, applicants must refer to the Full Statement of Duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
REF No.: 72068824R10002 (must be inserted in the subject line of the email)
GRADE LEVEL: 11,704,089 – 18,141,345 FCFA equivalent to FSN-8. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mali. Final compensation will be negotiated within the listed market value.
ELIGIBLE OFFERORS: Cooperating country national (CCN) – an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
Only pre-selected candidates will be contacted.
BASIC FUNCTIONS: The Administrative Assistant is located in the Office of the Mission Director. The Administrative Assistant serves as the personal assistant to the Mission Director, operating independently of any other position in the performance of the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the Mission’s Front Office.
The Administrative Assistant is the primary contact person responsible for the Mission’s Front Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the USAID Mission, and making sure that information gets to customers on a timely basis and in a professional manner.
MAJOR DUTIES AND RESPONSIBILITIES
Serves as Administrative Assistant and personal assistant for the USAID Mission Director, providing the following representative administrative support services: maintains Front Office calendar(s); organizes meetings as directed, ensures Offices scheduling meetings for the Director provide sufficient background and other necessary information for meetings, and sends out meeting notices; makes regular travel arrangements, prepares trip requests, vehicle requests, and travel vouchers; composes complex non-technical correspondence, including reviewing and preparing official responses to unsolicited proposals, as required; researches and assembles information for various reports, briefings, and conferences; prepares routine reports, briefings, presentations, and analyses; follows up with Mission staff members to ensure that various commitments are met; edits written products prepared by or provided to the Front Office; and, on occasion participates on field trips and out-of-office meetings. 60%
Performs a variety of administrative and procedural duties, including providing telephone, receptionist, and protocol services for the Front Office; orders expendable supplies for the Office; files material and maintains the Front Office filing system; receives and controls incoming correspondence and communications; prepares requests for repair of office equipment and systems; and schedules the use of conference rooms in coordination with other Mission administrative staff. 20%
Manages arrangements for official USAID Receptions (tracking official representation funds). Reports and accounts for all expenses; develops invitation designs and ensures that invitations are distributed; maintains a record of acceptances on a master guest list; and, supervises service providers, as required. Prepares electronic country clearances (eCCs) and travel authorizations/vouchers for Front Office staff, and TDY guests of the Director, and makes or follows up on hotel reservations and other arrangements, as required. 20%
MINIMUM QUALIFICATIONS
a. Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
b. Prior Work Experience: A minimum of five years of administrative or secretarial work experience, including experience gained 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.
c. Language Proficiency: Level 4 (advanced professional proficiency) English and French, both oral and written, is required.
d. Job Knowledge: The Administrative Assistant should have a general knowledge, or the ability to quickly gain such general knowledge, of USAID regulations and procedures, and of good office management practices; and, be knowledgeable, or able to quickly become knowledgeable, of overall USAID Front Office responsibilities and activities, as well as possess a very good knowledge of standard office procedures and practices. The Administrative Assistant to the Mission Director must have an excellent understanding of USG file management, mail handling, and correspondence formatting procedures.
e. Skills and Abilities: The Administrative Assistant must be proficient in keyboarding, including at least Level II typing ability (40 words per minute), and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as needed. The Administrative Assistant must be proficient in using the Internet and E-mail programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail.
Full statement of duties and qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
EVALUATION AND SELECTION FACTORS:
To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.
Prior Work Experience 30 points
Job Knowledge 30 points
Skills and Abilities 40 points
Applicants may address each of the selection factors on a separate sheet or directly in the cover letter.
For detailed minimum requirements, applicants must refer to the Full Statement of duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/
TO APPLY: All CV/Resumes and cover letters must be in English, otherwise the application package is incomplete and will be rejected.
Interested candidates for this position must submit the following required documents:
Eligible Offerors are required to complete, sign, and submit the offer form AID 309-2 (Offeror Information for Personal Services Contracts with Individuals): https://www.usaid.gov/forms/aid-309-2
Resume or curriculum vitae (CV) relevant to the position for which the applicant is applying.
Cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of the subject position and meet the evaluation factors set in this solicitation.
Applicants are required to provide five (5) Professional References with complete contact information including email address and telephone number(s). References should have knowledge of the candidate’s ability to perform the duties set forth in the solicitation and must not be family members or relatives.
Copy of Degrees/Diploma, or any relevant Certificates, or Recommendation Letters submitted in a simple searchable PDF file.
Applicants must provide their full mailing address with telephone numbers, email address and should retain for their records copies of all enclosures that accompany their submissions.
Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4 of the Solicitation.
Applicant submissions must clearly reference the Solicitation number on all documents to ensure consideration of the application package. Email subject line must be: [Solicitation number 72068824R10002] – [CANDIDATE NAME]
SUBMITTING AN APPLICATION: Indicate the Vacancy Reference Number: 72068824R10002 in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email Human Resources Management Section: bamakohrmvacancies@usaid.gov with the above reference in the subject line.
CLOSING DATE AND TIME FOR THIS POSITION: DECEMBER 4, 2023, AT 5 P.M. BAMAKO TIME