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6 Aug 2019

Administrative Assistant at United States Embassy

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Assists in the filing of applicable administrative requests and reports (e.g., travel reimbursements, procurement requests, motorpool and personnel actions). Submits service requests for ICASS service needs via USG automated platforms (Ariba, ILMS, and myServices) as needed. Follows up for approvals to ensure that the required services are provided on a timely manner.

Performs typing and word processing duties including preparing official documents in final form and ensures that the correct formats are followed.

Handles incoming and outgoing correspondence and assists in ensuring proper assignment, prioritization, delivery, distribution,

and/or follow-up within and outside the WRAIR Office. Screens and triages incoming telephone calls and visitors.

Maintains an inventory of office supplies and ensures sufficient office supplies are available. Responsible for placing timely orders of office supplies and equipment replenishments. Responsible for ensuring and advising on appropriate use and maintenance of the supplies/equipment.

Assists in travel coordination and arrangements for both in-country and international official travel and processes, including country clearance requests and any other travel related document as requested. Prepares travel orders, vouchers, and all related paperwork on

the automated travel systems following the required travel policies, rules and regulations.

Responsible for submission and follow up on approvals for Visitor Access Requests. Ensures timely and accurate submission of visitor’s information. Responsible for escorting visitors on an as-needed basis and as per required procedures.

Assists in maintaining WRAIR calendars including scheduling of appointments/conference calls, coordination of meetings with visitors, reminding program staff of meetings, conference room reservations, and provides briefs on the subject matter prior to meetings. Responsible for taking accurate meeting notes, transcribing for all staff members and maintaining records of formal meeting minutes as needed.

Establishes, organizes, maintains and monitors files and records related to the administration of the WRAIR program in accordance with WRAIR policies and federal/state regulations. Responsible for collecting, compiling, and organizing information and data required to prepare for various programmatic and operational reports.

Assists the WRAIR timekeeper in tracking leave and compensatory time requests and manages time and attendance reporting and submissions in the system. Assists as a liaison with HR office on issues pertaining to time and attendance.

Backup to the Supervisory Management and Finance Specialist on issues pertaining to management and reporting of WRAIR post held Funds and WRAIR Implementing Partners funds.

Provide administrative related orientation to WRAIR new staff and TDY’ers.

Perform clerical/administrative duties as assigned by section supervisor and perform other duties as assigned.

Qualifications and Evaluations

EXPERIENCE: Three years of experience in administrative and general office work is required.
Education Requirements:
Diploma in Business Administration or Public Relations is required.
LANGUAGE: Level IV (fluent) in English (speaking writing and reading) and Level IV (fluent) in Kiswahili (speaking writing and reading)is required. (this may be tested)

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission provides equal 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.

All applicants under consideration will be required to pass medical and security certifications.
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