The Administrative Assistant is the primary contact person responsible for 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 U.S. Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant 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.
This position has three core areas of responsibility: administrative support, program management and documentation, and information and reporting. Each of these areas is detailed below:
1. Administrative Support - 60%
Duties include: (1) Filing, including the proper care, storage, handling and distribution of all files; (2) Document control and determining points of clearance and coordination; (3) Ordering services, equipment and supplies as necessary through the U.S. Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparing letters, memos, emails and reports as required; (6) Preparing time and attendance sheets; (7) Assisting and monitoring progress on post allowances, security clearance updates, and related administrative processes; (8) Assisting with financial tracking, and financial reporting as required; (9) Scheduling meetings, assisting in translations (written and verbal), and assisting in facilitating communications with government officials, foreign donor representatives, non-government organizations, media groups, community representatives, etc., as required; Assisting Agriculture Office staff members in the planning, design, and development of retreats and other meetings; Preparing event calendars for Agriculture Office activities and working with others to coordinate event schedules and resource requirements; ( 10) Processing travel requests and travel authorizations; ( 11) Advising travelers about travel, scheduling options and making final hotel and travel arrangements, assisting with the preparation of travel vouchers, coordinating local travel, and (12) Coordinating with appropriate Embassy and USAID staff.
2. Program Management and Documentation - 20%
The Administrative Assistant will be responsible for maintaining a tracking system related to a performance management plan that highlights major events of the Agriculture Office such as reporting deadlines for the Agriculture Office and Implementing Partners and monitoring and program progress milestones of its implementing partners. S/he will be responsible for ( 1) Processing administrative and program documentation; (2) Assisting the Agriculture Office in management actions and associated processes, including clearance packages and approvals; (3) Assembling standard briefing packages which will be used to inform USG and other officials; and (4) Preparing standard U.S. Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files.
3. Information and Reporting - 20%
The Administrative Assistant will work closely with various Teams at USAID/Sudan to ensure appropriate information sharing and develop a strong network of other Administrative Assistants to coordinate work as appropriate. Other activities may include (1) compiling Agriculture Office program weeklies and distributing them through up-to-date email lists; and (2) making contacts and assisting the Agriculture Office and Implementing Partners in broadening their access to and understanding of local actors and organizations.