Executive Assistant (Administrative Management Specialist) – USAID Africa

International Business & Technical Consultants, Inc.

About Us

International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over 100 countries and implemented over 300 projects. IBTCI serves government agencies, private sector companies, and several donor agencies. IBTCI specializes in monitoring, evaluation, research, and learning (MERL) and institutional support across many areas and sectors including, but not limited to, conflict and crisis, democracy and governance, agriculture, economic growth, food security, education, environment, and global health.

Job Title: Executive Assistant (Administrative Management Specialist)

Department/Location: Bureau for Africa, Office of the Assistant Administrator / USAID offices Washington DC

Reports To: USAID Activity Managers

Type: Regular Full-Time – 12 months with option to extend an additional 12 months

Clasification: Non-Exempt

Clearance Required: Secret – Applied for once hired. Must be US citizen or Green Card holder for 3 years

Overview: The Africa Bureau (AFR) is the largest of five regional bureaus in USAID and is responsible for one of the Agency’s largest portfolios. Sub-Saharan Africa (SSA) has made strides in development indicators in the past 30 years, including reducing poverty and improving health outcomes. The Joint (USAID-State) Regional Strategy 2022-2026 states, “The United States strives to strengthen our partnerships across Africa in ways that serve U.S. interests, African interests, and the interests of people worldwide by promoting sustainable prosperity, democracy, and security toward a more peaceful and mutually beneficial future for the people of Sub-Saharan Africa. AFR’s field and Washington units are staffed by approximately 3,000 employees (209 in AFR/Washington; 2,832 in AFR/Overseas). The bureau is headed by the Assistant Administrator (AA), whose senior leadership team includes four Deputy Assistant Administrators (DAA) and one Senior Coordinator. AFR Washington comprises eight offices: four geographic offices (East African Affairs, Southern African Affairs, West African Affairs, and Sudan/South Sudan Programs), the Office of Development Planning, the Office of Sustainable Development, Office of the Administrative Management Services and the Office of the Assistant Administrator. AFR overseas comprises 30 bilateral missions or offices (plus the African Union operating unit), and four regional platforms plus four regional programs.

The Office of the Assistant Administrator of the Africa Bureau (AFR/AA) directs and supervises activities of the eight offices within AFR, its overseas missions and regional platforms, and programs. The office ensures effective use of the USAID-managed portion of over $7.1 billion annually in total USG budgetary resources. The Office of Development Planning advises and assists AFR and missions on all aspects of USAID policy, budget, planning, and programming in Africa. It provides leadership in defining the overall policy and program framework for missions, regional platforms, and programs; ensures effective use of the USAID managed resources; and assesses and monitors Bureau portfolio performance.

On behalf of AFR/AA, IBTCI seeks an Executive Assistant to provide support on a wide range of issues related to policy development; program planning, development and evaluation; and administrative requirements. As a critical member of the office, the Executive Assistant, reporting to the AA or her/his designee, will perform a wide range of services which may include some or all of the following duties, as well as other duties which may be unique to the projects to which the executive assistant is assigned.

This is a full time position. Currently 2 days in USAID’s DC offices, the remainder home working.

Responsibilities

Essential Duties/Tasks and Responsibilities:

Office Activities Coordination- 40%

  • 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 composed of the Assistant Administrator, the Deputy Assistant Administrators, Senior Advisors 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- 40%

  • 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.
  • Provides “quality control” on AFR written products, helping ensure clarity, consistency, and succinctness.
  • As requested, drafts materials, including letters to counterparts, summary notes from meetings, meeting meetings, and others.
  • Facilitates discussions with AFR Bureau staff to provide feedback on the quality of written products coming from AFR bureau offices, including adherence to principals’ preferences regarding content and style.

Special Projects- 20%

  • Perform a variety of duties related to special projects involving administrative or program issues that contain complicating elements.

Qualifications

Knowledge Skills and/or Experience Requirements:

  • Excellent interpersonal skills; ability to work in a dynamic team environment with a diverse set of partners and stakeholders.
  • Requires proficiency in the use of Microsoft Office, Internet, Google Drive and email applications. Experience in the use of database applications is recommended.
  • Excellent writing skills and ability to write in a collaborative process; ability to meet deadlines.
  • Outstanding organizational and planning abilities.
  • Ability to work collaboratively with other offices within USAID/Washington and USAID Missions in Sub-Saharan Africa, other U.S. government officials, other donors, partner government representatives, and implementing partners.
  • U.S Citizen; ability to obtain and maintain a Secret security clearance.
  • Ability and willingness to comply with all Federal or Agency COVID requirements to access Agency facilities, such as vaccination/public health requirements.

Education: Bachelor’s degree plus 1 year of relevant experience, or Master’s degree in foreign affairs or related discipline.

Working Environment: Work is typically performed in an office environment. Currently the company is allowing for remote work due to COVID 19 in the District of Columbia, Maryland and Virginia (DMV) area. This can be updated by the company.

COVID Vaccine status: As a condition of employment, IBTCI requires all new employees to be fully vaccinated against COVID-19. Candidates should be prepared to submit proof of COVID-19 vaccination upon hire or request for an accommodation with HR that is consistent with our COVID-19 safety protocols and policies.

Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Supervisory Responsibility: This position does not have supervisory responsibilities.

Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.

Work Authorization: Candidate must be authorized to work in the U.S.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education & human capacity development, energy & infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.

IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.

If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at [email protected] (Do not send your resume to this account, for consideration please apply in our career page, https://careers.ibtci.com/jobs).

How to apply

https://careers.ibtci.com/jobs/3801?lang=en-us


Deadline: 23 Feb 2024