Secretary (EXO)

Description

• The United States Government, represented by the U.S. Agency for International Development (USAID) in Mozambique is seeking applications from qualified persons to provide personal services under contract as described in this solicitation
• This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers
• Solicitation No. 72065620R10007 opened to all Mission employees and external candidates who meet the stated qualifications
• Closing Date for Receipt of Offers: January 03, 2020. Applications will be reviewed on a rolling basis until the position is filled. The first cut off will be December 25, 2019
• Market Value: USD26,783 – USD37,497  per annum, equivalent to FSN-07 (Step1-12)
• In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mozambique). Final compensation will be negotiated within the market value
• Period of Performance: One year. The contract will be renewed as long as there is a need for this position; funds are available, and subject to satisfactory performance
• Security Level Required: Employment Certification (RSO Certification)
• USAID Regulations, Policies and Contract Clauses pertaining to PSCs
• USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:
• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20

Duties

• The Secretary is located in USAID/Mozambique, Executive Office, and serves as the principal administrative support person for the Office Chief, operating independently of any other position to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members may be more effective
• The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the Secretary is responsible for coordinating information about the Office, and making sure that information gets to customers on a timely basis and in a professional manner
• The Secretary receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff within the Mission, the Host Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested. The Secretary schedules appointments based on a good knowledge of the supervisor’s commitments, and maintains the Office calendar, reminding the supervisor and others of meetings and appointments. The Secretary takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with the Secretary to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group. The Secretary meets with other Mission support staff on a regular and recurring basis. 60%
• b. The Secretary maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions. The Secretary reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions. The Secretary distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures. 20%
• c. The Secretary uses PC-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, develops charts, and prepares other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements prior to submitting for signature. As required, the Secretary locates documents routed for clearance, and obtains and tracks clearances and signatures. 10%
• d. The Secretary establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly. Reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains. The Secretary maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc.

• The incumbent prepares and maintains the Time and Attendance spread sheets for local staff by marking on them the presences and absences of local staff. Verifies leave slips (i.e. annual leave, sick leave, maternity leave, overtime). Prepares travel vouchers. Maintains vacation plan for EXO office and updates actual annual leave taken. Provides back-up for the Travel Assistant while on leave. Monitors Visas; Declining Balance Cards in coordination with the Travel Assistant
• Travel: The job holder may be expected to perform work-related travel. 10%

Requisites

• Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required
• b. Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required
• c. Post Entry Training: The Secretary will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management). Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds
• d. Language Proficiency: Level IV (fluent) oral and writing ability in English and Portuguese is required
• e. Job Knowledge: The Secretary should be familiar, or able to quickly become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting
• f. Skills and Abilities: The Secretary must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The Secretary must be proficient in using the Internet and E-mail
• Education: 10 points
• Prior Work Experience: 25 points
• Job Knowledge: 25 points
• Language Proficiency: 10 points
• Skills and Abilities: 30 points
• Maximum Points: 100 points

Notes

• A cover letter in English with CV/Applicant Resume in English
• Names, contact numbers, and e-mail addresses of three professional references from individuals who are not family members or relatives. Reference checks will be conducted for the final selected candidate for the Contracting Officer to make a responsibility determination
• To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission
• Only candidates selected for interviews will be informed in writing of the Selection Committee’s final decision
• Any application received in Portuguese will not be considered
• Only English applications will be considered
• Only applicants who meet the minimum qualification requirements for the position will be considered
• Applications will be reviewed on a rolling basis until the position is filled. The first cut off will be December 25, 2019
• Candidates will be evaluated based on relevant education, prior work experience, knowledge, language proficiency, skills and abilities demonstrated in their application packages
• Only the short listed candidates will be invited for a language test
• Candidates successfully passing the language exam will be invited for an oral interview
• Final selection will be based on the application package, language abilities, and oral interview. This is a local position and compensation will be in accordance with the Local Compensation Plan
• Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the required forms
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application
• Physical Demands: The work requested does not involve undue physical demands
• Point of Contact: Mission-Maputo-HR@usaid.gov