Basic Function of the Position
As Secretary, the incumbent will also serve as the Administrative Assistant in the
Health, Population, and Nutrition (HPN) Office. S/he provides a wide range of administrative
assistance, secretarial, and other support services to the entire HPN Office of 24 staff and
USAID/Washington staff who work in Nigeria on short term technical visits.
The job holder has an assigned workload consisting of a mix of administrative
assistance, program/project support, financial support, and backstopping work in the HPN
Office.
This position manages the in-city, in-country, and international HPN travel portfolio by
making travel arrangements and organizing travel documentation for HPN Office staff - and
other travelers as required.
S/he assembles and prepares background data and materials for appointments, meetings,
and conferences as requested, in addition to arranging for and providing logistical support
for meetings and conferences.
The incumbent maintains up-to-date calendars, trackers, and contacts lists for the HPN
Office.
S/he maintains well-organized, user-friendly files - in accordance with prescribed USAID
formats, where applicable.
The position holder is the HPN time keeper.
S/he takes notes at meetings and distributes them in a timely manner.
The incumbent receives visitors to the embassy and routes them to the appropriate staff
member(s) and/or meeting venue in a timely manner.
S/he arranges appointments for HPN office staff and others, as requested.
The position holder prepares responses to routine or non-technical correspondence, in
addition to routing incoming correspondence to the appropriate staff member(s).
S/he tracks documentation through the USAID clearance process.
Position Requirements
All applicants MUST address each selection criterion detailed below with specific and
comprehensive information supporting each criterion in the application letter or the
application will not be considered.
Minimum of two years of college/university degree in business management and other
related studies is required.
Minimum of (2) two years progressively responsible experience in office management or
assistance, which includes information collection and analysis, or related work experience
with an international donor organization, private or Nigeria Government entity is required.
A good understanding of record management, administrative and financial procedures and
internal controls relevant to the position is required.
Level IV (fluency) Speaking/Reading/Writing in English Language is required.
Thorough knowledge of planning, coordination and execution of business and
administrative functions; strong customer service, organizational, time management, and
problem solving skills with strong attention to detail is required.
Proficiency in Microsoft office is required.
Selection Process
Additional Selection Criteria
Management will consider nepotism/conflict of interest, budget, and residency status in
determining successful candidacy.
Current employees serving a probationary period are not eligible to apply.
Current Ordinarily Resident employees with an Overall Summary Rating of Needs
Improvement or Unsatisfactory on their most recent Employee Performance Report are not
eligible to apply.
Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are
ineligible to apply for advertised positions within the first 90 calendar days of their
employment.
Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible
to apply for advertised positions within the first 90 calendar days of their employment
unless currently hired into a position with a When Actually Employed (WAE) work schedule
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