USAID Kenya Secretary Jobs

USAID Kenya Secretary Jobs


Introduction

The Secretary is located in the USAID/Somalia Office of the Mission Director. The Secretary serves as the personal assistant to the Mission Director, operating independently of any other position in the performance of the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the Mission Front Office.

Required Qualifications

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.

    Prior Work Experience:

  • The Secretary must have at least five years of progressively responsible clerical and secretarial experience, including experience gained in related work with USAID, other donor organizations, host-government organizations, or private-sector institutions.

    Post Entry Training:

  • On-the-job training in USAID-specific procedures; attendance at appropriate formal USAID courses will be based on need, course offerings, and the availability of funds

    Language Proficiency:

  • Level 4 English (written/spoken/reading), this will be tested. Somali language skills are an added advantage.

    Job Knowledge:

  • The Secretary should have a general knowledge, or the ability to quickly gain such general knowledge, of USAID regulations and procedures, and of good office management practices; and, be knowledgeable, or able to quickly become knowledgeable, of overall USAID Front Office responsibilities and activities, as well as possess a very good knowledge of standard office procedures and practices.
  • The Secretary to the Mission Director must have an excellent understanding of USG file management, mail handling, and correspondence formatting procedures.

    Skills and Abilities:

  • The Secretary must be proficient in keyboarding, including at least Level II typing ability (40 words per minute), and in operating computers with standard software, including Microsoft Word, Excel,
    PowerPoint, Outlook, and other software programs as needed.
  • The Secretary must be proficient in using the Internet and E-mail.

    Major Duties and Responsibilities
  • Serves as a Secretary and personal assistant for the Somalia Mission Director and provides secretarial support to the Deputy Mission Director.
  • Performs a variety of clerical and procedural duties, including: providing telephone, receptionist, and protocol services for the Front Office; orders expendable supplies for the Office; files material and maintains the Front Office filing 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.
  • Manages arrangements for official USAID Receptions (tracking official representation funds).
  • Reports and accounts for all expenses; develops invitation designs and ensures that invitations are distributed; maintains a record of acceptances on a master guest list; and, supervises service providers, as required. Prepares, or assures preparation of, country clearance (eCC) for Mission staff, and TDY guests of the Director, making or following up on hotel reservations and other arrangements, as required.

    How to Apply
  • Interested and qualified candidates should apply online by 29th April 2019
  • For more information and job application details, see; USAID Kenya Secretary Jobs

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