Reference No.: AID-15-02
Position/SalaryRange: Administrative Assistant;FSN-7
Additional benefits include allowances for Housing, Transportation,
Meals, Family, and Miscellaneous; 13th and 14th month bonuses;
annual and sick leave and medical coverage
Open To: All DRC citizens
Location: USAID/Democratic Republic of Congo
Kinshasa, DRC
Opening: March17, 2015
Closing: April 8, 2015
WorkHours: Full-Time; 40 hours/week
USAID/Democratic Republic of the Congo (DRC),an equal opportunityemployer, seeks applicants for the above position.
Completion of ahigh school degree anda good working knowledge of English (Level III) both in oral and written communication is a requirement for this position.
Basic Function of Position:
The incumbent will serve as the Administrative Assistant of the CARPE office within USAID/DRC.
Major Duties and Responsibilities:
Administrative and Office Operations
• Makes appointments, answers phones, receives guests and places telephone calls as required and directed by CARPE staff.
• Drafts responses to correspondence for the signature of the staff in both English and in French as appropriate
• Ensures proper use of office equipment; work closely with the IT section to ensure that regular servicing is maintained for computers, printers and copy machine.
• Under the supervision of the CARPE Program Specialist, maintains official filing system for the CARPE office in a manner consistent with USAID policy and guidelines and instructions from the CARPE Director.
• Assists with organization and maintenance of a library for the CARPE office
• Establishes organizes, and maintains orderly records, including chronological and subject files.
• Maintains and updates CARPE contact list for CARPE partners and related donors.
• Working with the Embassy’s Travel Section, arranges local and international travel for CARPE staff and TDYers including preparation for travel support requests. Works with Embassy to ensure hotel reservations, transport, applications for visas and permits, and provides related administrative support as needed. .
• Drafts and/or processes country clearance requests.
• Drafts travel orders for CARPE staff and prepare staff travel vouchers.
• Proofreads written materials, as requested before transmittal for accuracy, drafts and finalizes correspondences for all CARPE staff.
Liaison and Program Support
• Maintains close liaison with USAID/DRC Offices (Directors Office, Executive, Financial Management and Procurement offices), and the U.S. Embassy JAO and Security offices on matters related to office administration; CARPE staff, office property inventory; procurement of office supplies, vehicle requests; work orders and staff travel and TDY clearances.
• Works closely and assists the Program Specialist in performing certain program management functions e.g. requesting information from CARPE partners, tracking submission of reports by partners, maintaining program data base, and electronic filing of reports and correspondence
Required Qualifications at the Full Performance Level:
Education:
High school diploma minimum required. Vocational training in related field is preferred.
Prior Work Experience:
Three years of experience working as secretary /admin asst. is required.
Language Proficiency:
English at level-3 and fluency in French.
Knowledge:
Good knowledge office management/secretarial functions is required.
Evaluation Criteria andWeights:
1. Education/Weighted 20% based on initial application review;
2. English Language Skills/Weighted 15% based on application review, written assessment and interview;
3. Prior Work Experience/Weighted 20% based on application review and interview;
4. Knowledge/Weighted 25% based on written assessment and interview; and
5. Skills and Abilities/Weighted 20% based on written assessment and interview.
How the selection will be made:
The successful candidatewill be selected based upon
1. A preliminary review of the applicant’s submitted package to establish that minimum educational and English writing fluency requirements are met.
2. Tests to include an Englishwriting skills test,a Microsoft Office proficiency test that might includeany of the following:Word,Excel, PowerPoint; and any technical skill test that might be deemedappropriate.
3. A personal ortelephone interview.
4. Reference checks.
USAID/DRC’s Technical Evaluation Committee (TEC) and Human Resources Section will performthe preliminary review (Step 1 above) toeliminate those applicationsthat do not meet the minimum educational and written Englishlanguage requirements.
The TEC will review eachofthe applications which meet the minimum qualifications against theestablished evaluation criteriato develop a shortlist of applicants tobetested and possiblyinterviewed.Applicants will be contacted for testing (Step 2) and interviews.Based on theresults ofthe tests, however, an applicant otherwise identifiedfor interviewcould bedroppedfrom the interviewlist.
Following the interview (Step 3) during which the applicant will beevaluated against theestablished criteria,the TEC will make apreliminary determinationof candidates to beconsidered for employment and forward thatlist to HR.HR will conduct and document thereference checks (Step 4)prior to advising theTEC of the results of these checks.Pleasenote that references maybe solicitedfrom current aswell asformer supervisors inadditiontothe referencesyouprovide in your application package.
References will onlybe solicited for those interviewed applicants who are being considered for ranking.
Based on this final input, the TEC will make its final decision on whichcandidates to rank order,prepare aSelection Memofor reviewand approvalbythe Contracting Officer, after which anofferof employment willbemadetothe successfulcandidate, and unsuccessful candidates whowere interviewedwillbe contacted andadvised oftheir non-selection.
As positive medical andsecurity clearances are a condition of employment, the selectedcandidatewillundergo stringent investigation prior to employment with USAID/DRC.
USAID/DRC reserves the right to hire an applicantwhodoes notmeet the required experience levelat a trainee level.However, an applicantwhodoes not meetthe minimum educationalrequirements cannot behiredat either a trainee orfull performance level.
Compensation:
ThepositionwillbecompensatedinaccordancewiththeU.S. Embassy’s LocalCompensationPlan(LCP).Thesuccessfulcandidate’ssalarylevelwillbebasedonpriorjob-related experience andsalary history.
To Apply:
ONLY applicantswho meet the minimum educational and good working knowledge of English requirements as stated in the solicitation documentwill be considered.Interested applicantswhodonotmeet these requirementsare encouraged NOT toapplysincethese applicationswill not be considered.
A complete application package consists of the following:
1. Application for U.S. Federal Employment, DS-174 – Job Application Form.The form can be found in the US embassy website (http://kinshasa.usembassy.gov/opportunities/jobs.html)
2. A cover letter demonstrating how prior experience and/or training address the minimum qualifications and selection criteria,
3. A current resume or curriculum vitae (CV), and
4. Names and contact numbers of three professional references.
Ensure that all communications (including yourCoverLetter) include the Announcement Reference Number (AID-15-02) andtheTitleofthePosition(s)forwhichyouare applying (Administrative Assistant-CARPE office).
Submit the complete application package via email, to [email protected]
Failure to complywiththese instructionsmayresult inyour application being considered “nonresponsive”and eliminated from further consideration.
Pointof Contact:
Sandra Kiyanga: [email protected]
Onlyshort-listed candidateswillbe acknowledged.
DEFINITION:
Foreign Service National (FSN): A host country national employed at a U.S. Mission abroad, who is not a U.S. citizen, nor a family member of a direct-hire Foreign, Civil, or uniformed service member under Chief of Mission authority.
Closing dateforthis position:April 8, 2015.
The U.S. Mission in the Democratic Republic of the Congo provides 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 United States Agency for International Development (USAID) also strives to ensure equal employment opportunity in all personnel operations. Women and members of minority groups are encouraged to apply.
