USA Embassy
Administrative Support to Director’s Office (50%), Administrative Support to Financial Management Office (50%)
Shpërndaje
	 	 

U.S. MISSION                                       PRISTINA, KOSOVO

ANNOUNCEMENT NUMBER:            Pristina-2019-08

POSITION TITLE:                                  USAID ADMINISTRATIVE ASSISTANT

OPENING PERIOD:                               MAY 29, 2019 – JUNE 12, 2019

SERIES/GRADE:                                     FSN-8

SALARY:                                                 € 20,250.00 - € 28,346.00

WHO MAY APPLY:                              All Interested Applicants

SECURITY CLEARANCE REQUIRED:  Local Security Certification

DURATION APPOINTMENT:             Definite not to exceed 5 years.

MARKETING STATEMENT:                We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply:  https://careers.state.gov/wp-content/uploads/2018/02/Eight-Qualities-of-Overseas-Employees.pdf

SUMMARY:   The U.S. Mission in Pristina, Kosovo is seeking one eligible and qualified candidate for the position of USAID ADMINISTRATIVE ASSISTANT.

WORK SCHEDULE:                               Full Time (40 hours per week).

START DATE:                                        Candidate must be able to begin working within a reasonable period of time of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

SUPERVISOR POSITION:                    No.

BASIC FUNCTION OF POSITION: The incumbent is expected to provide the full range of administrative support and secretarial duties to the Deputy Mission Director in the Director’s Office, Regional Legal unit (RLO) And Financial Management Office (FMO). The position is located in the office of Director and serves as the principal administrative support person to the office staff, 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.

MAJOR DUTIES & RESPONSIBILITIES

1-Administrative Support to Director’s Office (50%)

The incumbent provides administrative and secretarial services to the Deputy Mission Director (DMD), providing the following representative administrative support services: maintains the Deputy Mission Director’s calendar, schedules external speaking engagements, working lunches/dinners or receptions and makes appointments with Mission-assigned staff and implementing partner personnel; organizes meetings as directed, ensuring that other Offices scheduling meetings for the DMD provide sufficient background and other information for meetings, sends out meeting notices, etc.; review all outgoing correspondence/communications to ensure accuracy and proper formatting for the Deputy Mission Director’s clearance; makes travel arrangements, preparing trip requests, vehicle requests, and travel vouchers and composes non-technical correspondence, as required.

Performs a variety of clerical and procedural duties, including: providing telephone, receptionist, files documents for the Deputy Mission Director, 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 secretarial and administrative staff prepares, or assures preparation of, country clearance (eCC) for the DMD, making or following up on hotel reservations and other arrangements, as required.

Provides administrative and secretarial support to support to the Regional Legal Office (RLO) unit including maintaining calendar, arranging and scheduling meetings, preparing trip and vehicle requests, establishing and maintaining legal working files, tracking office workflow, establishing contact lists and maintaining office supplies. The incumbent serves as back up to the Mission Director’s secretary and Office Assistants in the Mission, when needed.

2-Administrative Support to Financial Management Office (50%)

The principal functions of the position are to: coordinate, organize and monitor the documents flow necessary for the orderly and efficient functioning of the Financial Management Office and provide support to the staff. The incumbent is a primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, host government officials, the Embassy, USAID/Washington, and other customers.

Manages, assigns responsibility and distributes work within the Financial Management Office for all operating expense and project related documents and correspondence.

Maintains the Mission Controller’s calendar, schedules and make appointments with Mission-assigned staff and others outside of the Mission. Receives and maintain flow control of all visitors and telephone calls to the Mission Controller. Provides guidance to USDH and USPSCs on WebTA, a web-based time and attendance system that supports USAID payroll administration functions, and is designed to capture hours worked, leave used and accounting information on bi-weekly basis.

Establishes and maintains the official files of the FMO in accordance with established guidelines in coordination with the Communications & Records and maintains a current and up to date data base for the control of all documents and written communications received by the FMO and initiates follow-up when needed.

Prepares in final form various reports, letters and other documents and answers routine correspondence required by the Mission Controller. Facilitates meetings, drafts meeting minutes, drafts and track documents/memos, ensuring that action items are followed up and completed. Manages office supplies for office, by submitting requests for office supplies and ensure proper storage of same and maintenance requests for the FMO and follows-up to ensure requests are completed in a timely manner

QUALIFICATIONS REQUIRED

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.

EXPERIENCE:  A minimum of four years of progressively responsible work experience, of which two years should be in related work the NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.

LANGUAGE:  Level IV (fluent) oral and writing ability in English, Albanian and/or Serbian.

JOB KNOWLEDGE:  The incumbent 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 incumbent should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

SKILLS AND ABILITIES: 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.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  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. 

OTHER INFORMATION:

HIRING PREFERENCE SELECTION PROCESS:  Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

(1)           AEFM / USEFM who is a preference-eligible U.S. Veteran*

(2)           AEFM / USEFM

(3)           FS on LWOP and CS with reemployment rights **

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given. 

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.) and for additional employment considerations, please visit the following link:  https://careers.state.gov/downloads/files/definitions-for-va

HOW TO APPLY:  All candidates must be able to obtain and hold a Local Security Clearance Certification issued by Embassy Regional Security Office. 

Applicants must submit a Universal Application for Employment (DS-174) which is available on: https://xk.usembassy.gov/embassy/jobs/

To apply for this position, applicants should submit (hand deliver) the documents listed below as follows:

U.S. Embassy Pristina, Human Resources Office

Rr. Nazim Hikmet Nr. 30; 10000 Pristina, Kosovo

Required Documents:  Please provide the required documentation listed below with your application:

  • DS-174
  • Kosovo ID or Passport copy
  • Education Degree (diploma)
  • Letter(s) of recommendation
  • List of references

WHAT TO EXPECT NEXT:  Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via phone or email. 

Thank you for your application and your interest in working at the U.S. Mission in Pristina, Kosovo!

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