Administrative Assistant (USAID)

Job Description

• ISSUANCE DATE: October 19, 2023
• CLOSING DATE AND TIME: November 19, 2023, 22:00 Hanoi time
• POINT OF CONTACT: Vietnam-Hanoi-USAID-HR-Recruitment@usaid.gov (Please copy and paste the email to ensure the correct email address is used).
• POSITION TITLE: Administrative Assistant, FSN-07
• MARKET VALUE (Gross): US$ 13,827.00 – US$ 20,751.00 (Basic Salary), equivalent to FSN-07 supplemented by benefits and allowances as detailed in Item 17, which add up to a total of US$ 16,947.00 - US$24,933.00.

In accordance with USAID Acquisition Regulations (AIDAR) Appendix J and the Local Compensation Plan of the United States Embassy in Vietnam, final compensation will be negotiated within the listed market value.

• WORK SCHEDULE: Monday through Friday (40 hours per week).
• Location: Ho Chi Minh
• Deadline: 19/11/2023

Major Responsibilities

• Provides administrative support to all Mission staff as needed regarding activities in HCMC and southern Vietnam.
• Manages and maintains the HCMC Supervisory General Development Officer working calendar. Responds to incoming and outgoing invitations on official functions on behalf of the USAID HCMC Office as assigned.
• Receives and screens incoming calls and visitors, determines appropriate level of required response. Makes referrals to appropriate staff or provides requested information.
• Schedules appointments, prepares agenda and meeting arrangement. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
• Reads and screens incoming correspondence, courier, and document; establishes and maintains document log in/ log-out / tracking system for the office; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate mail/materials to office director or other office staff.
• Reviews, proofreads, and edits correspondence/documents which must pass through/from the USAID HCMC Office. Ensures correct formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment and clearance are in accordance with USAID and/or Mission correspondence protocol.
• Drafts routine documents such as letters, memorandum, program cable, and reports in English and ensures documents are in proper format and compliant with USAID specific requirements.
• Maintains official/working files in compliance with Agency-specific Files Management guidelines and maintains up-to-date document tracking system to ensure that all data, information and records can be easily accessed. Responsible for the office annual file plan and vital record submission.
• Serves as the Office Timekeeper. Ensures time and attendance data of office staff members are submitted correctly and in a timely manner. Ensures post differential for offshore staff is open and close accurately when an employee performs international travel. Coordinates with the main Timekeeper in the Financial Management Office to resolve time and Attendance issues.
• Monitor and request for office supplies and equipment on a regular basis to ensure the adequacy of office supplies and equipment....

Requirements

• Ability to deliver a broad range of secretarial and administration functions with high quality while applying critical thinking skills to solve problems.
• Excellent communication and interpersonal skills. Demonstrate clear and effective use of language appropriate to the context of the situation.
• Ability to multitask, identifying priorities and readjusting them as needed; and allocating proper amount of time and resources for each task and carry until completion.
• Ability to collaborate with others as a team, placing the team agenda before a personal one, truly valuing others' inputs, and willing to take shared responsibility.
• Possess knowledge and skills of using computers and office software such as Microsoft Word, Excel, Power Point, e-mail, and Google applications. Ability to learn and use Agency specific software related to work area with efficiency.
• Excellent customer service skills.
• Ability to successfully collaborate in diverse teams, apply principles of equity, diversity, inclusion, and accessibility (DEIA) within all aspects of their work with all stakeholders, including within the Mission, as part of their interactions with external stakeholders, and across relevant USAID programming and partnerships, with the objective of bringing in the various perspectives and voices of populations and communities across Vietnam for a more inclusive distribution of the responsibilities and benefits of development.

Benefits

A. BENEFITS:

• One-month basic salary Tet Bonus
• Merit Based Compensation - annual salary increase or lump sum incentives based on performance.
• Coverage of additional health insurance 90% for incumbent and each eligible family member
• Annual and sick leave according to local labor law
• Family leave: up to 5 days and other special leave as stipulated in the local labor law
• American and Vietnamese holidays up to 20 days per year
• Contribution to mandatory insurances according to Vietnam's Government law and regulation including social insurance, health insurance and unemployment insurance. Supplemental Health Insurance that the U.S. Mission covers 90% of the premium for employees and each eligible family member
• Mission cash awards for outstanding performanceTraining opportunities consisting of training abroad, in-country, on-the-job and online sources.
• Mission Vietnam offers flex-time schedules to employees for work-life balance within core hours, benefiting productivity and reducing stress. Participation depends on performance and organizational needs.

B. ALLOWANCES (as applicable):

• Unique Condition Work allowance: 7% of Annual basic salary (upon annual review for the whole Mission).
• Miscellaneous Benefits Allowance: US$1,000 per annum for FSN-09 and below and US$3,000 per annum for FSN-10 and above.

How to apply

2. Offers must be received by the closing date and time specified in Section I, item 3 and submitted to the Point of Contact in Section I (Please copy and paste to ensure the correct email address is used). Failure to do so will result in a determination that the applicants are not eligible and qualified.

Please refer to the attached Solicitation for more information.

Closing date: November 19, 2023, 22:00 Hanoi time

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