The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking to employ a suitable and qualified candidate for the position below:
Job Title: Secretary
Solicitation No.: Aid-620-S-00-18-00011-00
Period of Performance: Five (5) Years Renewable
Security Level Required: SBU
Basic Function of the Position
- The Secretary is located in USAID/Nigeria, Office of HIV/AIDS and Tuberculosis, and serves as the principal administrative support person for the Deputy Office Chief, 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
- The Secretary has an assigned workload consisting of a mix of program/project assistance support, financial support, and administrative support to the HIV/AIDS and TB Team
- In addition to administrative duties, the work includes a variety of research, reporting, contact, monitoring, and analytical duties
- The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers
- In this capacity, the Secretary 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.
Major Duties and Responsibilities
Administrative Management 100%:
- Secretary receives and screens phone calls and visitors to the HIV/AIDS & Tuberculosis (TB) Team, routes inquiries and visitors, and ensures they are directed to the correct staff member
- The Secretary arranges appointments for superiors, Specialists, and others, as requested, and arranges for meetings and conferences with senior GoN officials, US Mission officials, other donors and host-country agencies, IPs, and others
- Assembles and prepares related background data and materials for appointments, meetings, and conferences, as requested
- Maintains up-to-date appointment calendars as requested, and in cooperation with HIV/AIDS/TB Team staff assists in the preparation of weekly schedules, annual work plans, procurement plans, voucher analysis, and the preparation of other project implementation documentation, including entering data for requisitions
- The Secretary maintains telephone lists of GoN and local government officials, and NGOs, implementing partners, and other donors with whom the HIV/AIDS/TB Team staff interact on a frequent basis
- Coordinates in-country travel requests for HIV/AIDS/TB Team staff and for outside visitors, as required
- Photocopies and collates travel documents, coordinates the making of travel arrangements, including coordinating hotel and travel reservations, travel requests, vouchers, eCC, etc. Provides logistical support to workshops, retreats, and meetings sponsored by the HIV/AIDS/TB Team, including arranging travel reservations, coordinating travel with the Embassy and Consular Office in Lagos, meeting rooms, accommodations, supplies, and equipment
- Initiates vehicle requests for in-city and site-visit travel, and follows up for necessary coordination
- Reviews incoming correspondence for the HIV/AIDS/TB Team, and refers to the appropriate staff members
- As appropriate, assists in preparing responses to routine or non-technical correspondences; determines standard responses that may be appropriate, editing as needed; prepares draft faxes, letters, cables, and diplomatic notes; and, tracks documentation through the USAID clearance process
- Maintains administrative files in accordance with prescribed USAID formats
- As appropriate, prepares files for retirement, and ensures records management actions are taken in a timely manner
- Prepares a variety of administrative requests, such as repair of copy equipment, requests for stationery and other office supplies, etc.
Area of Consideration:
- Nigerians and all individuals eligible to work in Nigeria with a valid Work permit.
- The work requested does not involve undue physical demands.