Position Description
ZemiTek has been contracted by the USAID Bureau for Conflict Prevention and Stabilization (CPS) to provide institutional staffing support. As part of this contract, the CPS Program Office (PO) requires an Administrative Assistant. The CPS PO provides oversight, guidance, coordination, and support on management, strategy, communications, budget, program, and policy issues for the CPS Bureau. The PO works closely with Bureau leadership and offices to further the Bureau’s priorities and objectives. The Administrative Assistant will address the administrative and programmatic support needs of the CPS PO and will provide additional critical office management functions related to budget, program cycle, and policy.
The full-time position is located in the Washington, D.C. area and will be required to be in office at least four (4) days a week with one (1) day possible telework, subject to change if requirements shift.
This position requires a candidate obtain and keep SECRET clearance, and the start date is immediate.
Location: Washington, D.C.
Work Schedule: Full-time, Hybrid (Report to office up to 4 days a week)
Starting Salary Range: $60,000
Clearance Required: Ability to obtain a Secret Level Clearance (Active Secret Clearance Preferred)
Responsibilities
Responsibilities - General Office Management/Administrative Support:
•Maintain an up-to-date list of program office staff and duties/responsibilities to facilitate tasking and communications within the Program Office (PO) and CPS Bureau.
•In collaboration with PO staff, ensure standard operating procedures for managing, tasking, and tracking incoming and outgoing correspondence with the CPS front office and tasking requests involving the PO.
•Monitor the CPS PO tasking email address; forward, task, and track status of incoming requests requiring PO action.
•Coordinate preparation and distribution of agendas for regular PO meetings, or other meetings on request; capture and distribute notes for regular PO meetings, or other meetings on request.
•Establish and maintain, in collaboration with the PO leadership and PO teams, an electronic file management system for the PO office.
•Maintain PO shared calendar for recording staff leave, TDYs, training, and other out-of-office status.
•Coordinate supply orders for the PO.
•Support onboarding/offboarding new PO staff in coordination with other staff in CPS, including interns and other positions.
•Serve as unit security officer or coordinate rotating schedule for PO staff to perform these duties.
•Draft, review, circulate, and file assorted memos, presentations, and other documents.
•General administrative, operational, and programmatic support to PO.
•Manage internal bureau coordination and response to requests received from CPS office or other bureaus or missions within USAID.
•If needed, provide knowledge management (KM) and communications support and collaborate with other CPS office KM teams and processes.
•In addition, support policy teams in CPS or working groups across the Agency by building meeting agendas, taking notes during meetings, follow-up on decisions and taskers, ensure the documents remain well organized.
•Other duties as assigned.
Qualifications
•Bachelor’s degree from an accredited college or university and a minimum of three (3) years of professional experience.
•Exceptional written and verbal communications and presentation skills.
•Ability to develop effective working relationships in a fast-paced office.
•Experience with office technology and software with high proficiency (including Microsoft Office, Google Drive, and database management preferred).
•Ability to obtain and maintain a SECRET clearance (Active clearance preferred)
Preferred Qualifications:
•Knowledge of US Government administrative procedures.
•Interest in process development, creating efficiencies, and organizational development.
•Experience with project management and/or international development, administrative, and financial procedures.
•Education in a relevant field (such as international development/relations, public administration, non-profit development, human resources, organizational development).