Posted on :
29 Jul, 2016
29 Jul, 2016
The U.S. Mission in Accra, Ghana is seeking eligible, highly motivated and qualified Ghanaians to fill multiple secretary positions in the Regional Executive Office-USAID/West Africa. The positions are located in Accra to provide administrative support functions and back up coverage to various offices.
Job Title: Secretary
BASIC FUNCTION OF POSITION
Under the supervision of the Office Director or designee, the incumbent acts as the office secretary responsible for the effective, and efficient execution of all administrative functions for the office, and for ensuring that the administrative support needs of the Office Director, the AOTRs (Project Managers) and other staff members are effectively met. Flexibility, customer orientation, diplomacy, discretion, the ability to logically organize and analyze information, attention to detail, and the capacity to complete tasks with limited oversight are all critical to successfully fulfilling the position requirements. Specifically, the incumbent has the following duties.
MAJOR DUTIES AND RESPONSIBILITIES % OF TIME
1. Coordinate all administrative functions of the office; maintain the Office Director’s calendar and support other office members in setting up meetings including drafting meeting agenda and briefing materials as necessary. 45%
Coordinate schedules, communicate appropriately, and in coordination with those involved determine what preparations are needed. Prepare and process staff members’ travel authorizations and vouchers in conformity with the E-2 system; ensure office staff members have the visas and airline tickets necessary for travel; submit and amend Eelectronic Ccountry Cclearance (eCC) requests for all office members travelling to other countries. Draft, review, and/or edit outgoing correspondence for format; comply with Mission regulations and procedures, grammar, punctuation and typographical accuracy. Maintain a leave calendar; and time and attendance records for all office staff. In coordination with EXO/HR and office Director, maintain the training plan for the office. Maintain office supplies and equipment maintenance control and ensure administrative coverage for other offices as required.
2. Support implementation of office programs and ensure that critical administrative needs are met. Make arrangements and participate as needed in project management and coordinate meetings (internal and external), and prepare, vet, and distribute meeting reports or minutes upon request. Communicate with key counterparts, implementing partners, and other USG agencies upon request including facilitating contacts and communications for office staff members. Maintain an updated list of host-government, regional organizations, and implementing partner points of contact for office use. Assist in the preparation of various programmatic documents as needed, in compliance with USG, Agency, Mission, and host country policies and regulations. Ensure timely clearance of various project documents, and follow-up on appropriate actions needed from other USAID offices, other USG agencies, hostgovernment, and implementing partners for approval or concurrence. Oversee the proper distribution and tracking of project vouchers to ensure their timely review and payment. Processes Global Acquisition & Assistance System (GLAAS) requests upon request. 30%
3. Oversee implementation of an effective and efficient tracking system for the maintenance and retrieval of all official office files (both paper and electronic) in accordance with the office needs, Mission policy, and OIG standards. Ensure that appropriate persons are promptly informed of incoming correspondence, an appropriate response is taken, and the action is recorded and filed as needed. 15%
4. Other activities as required. 10%
Qualification Required & Experience
Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
• Education: Completion of secondary school and completion of specialized secretarial training is required.
• Experience: A minimum of three years of demonstrated experience as a secretary is required.
• Language: Level IV (fluent) English ability is required; Skill in writing professional reports in English is required. (Language proficiency will be tested).
• Job Knowledge: Knowledge of common project activities. Knowledge of GOGhana structure, NGOs, and other donor communities is required.
• Skills and Abilities: The incumbent must have demonstrated ability to work effectively in a team environment including the maintenance of good relationships with host government counterparts, cooperating agencies, and other personnel as essential to ensure the achievement of expected results. Must have the ability to use computers (Word, Excel and PowerPoint) and standard software programs used by the USG and operate standard office equipment. (Computer proficiency will be tested)
Salary: (GH¢ 28,264.00 – 42,388.00 p.a.) depending on qualification and experience.
How to Apply For the Job
Applicants must submit a signed cover letter, relevant certificates and CV with references to:
Regional Executive Office
P.O. Box 1630, Accra
Or by Email to:
Note: When submitting your application via email, start the subject line with the position title. Failure to state this and submit signed letter with relevant documents will result in a determination that the applicant is not qualified.
ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
USAID/West Africa anticipates awarding multiple Personal Services Contract (PSC) regarding this announcement. Please note that this does not constitute any guarantee that a PSC will be awarded as result of this announcement.