Vacancy For Secretary/Administrative Assistant At U.S. Embassy

The U.S. Embassy in Abuja is seeking to employ a suitable and qualified candidate for this

position

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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