Job Description

Post: Administrative Assistant  

Job type: Full Time

Location: Dar es Salaam

USAID

The United States Agency for International Development

GENERAL INFORMATION

SOLICITATION NO.: 72062122R10003

POINT OF CONTACT: Hussein Tuwa, e-mail at htuwa@usaid.gov

POSITION TITLE: Administrative Assistant

MARKET VALUE: 38,384,127 to TShs. 59,495,399 equivalent to FSN- 08. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Tanzania. Final compensation will be negotiated within the listed market value.

PERIOD OF PERFORMANCE: The base period will be on/about September 04, 2022 to on/about September 02, 2023, and an estimated to start on September 04, 2022.

Based on Agency need, the Contracting Officer may exercise an additional option period(s) for four one-year periods for the date(s) estimated as follows:

Base Period: September 04, 2022 to September 02, 2023

Option Period 1: September 03, 2023 to September 01, 2024

Option Period 2: September 02, 2024 to August 31, 2025

Option Period 3: September 01, 2025 to August 30, 2026

Option Period 4: August 31, 2026 to August 29, 2027

PLACE OF PERFORMANCE: Dar es Salaam, Tanzania with possible travel as stated in the Statement of Duties.

ELIGIBLE OFFERORS: Offerors/Applicants must be Tanzanian citizens.

SECURITY LEVEL REQUIRED: Facility Access

STATEMENT OF DUTIES

General Statement of Purpose of the Contract

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.

Statement of Duties to be Performed 

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% of time)

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% of time)

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% of time)

Supervisory Relationship: The Administrative Assistant receives supervision from the Mission Director, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed and the Director’s priorities. Most work occurs as a result of normal office operations, but special activities may be assigned at any time. The Administrative Assistant independently plans and carries out assignments and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved, and in meeting Office objectives.

Supervisory Controls: None

PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

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.

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.

Language Proficiency:

Level IV English (good working knowledge) and Level IV Kiswahili (fluent) is required.

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.

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.

Offers must be received by the closing date and time specified in Section I, item 3, and submitted only online via mailbox usaidtzlesapps@usaid.gov

The deadline for submitting the application is 26 May 2022.

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