The U.S. Mission in Accra, Ghana is seeking an eligible, highly motivated and qualified individual for the position of Secretary to the Regional Mission Director’s Office-USAID/West Africa.

Job Title: Secretary To The Regional Mission Director's Office - USAID/WEST AFRICA

BASIC FUNCTION OF POSITION

The position is located in the Office of the Mission Director, USAID/WEST AFRICA. The incumbent serves as personal and confidential assistant to the Mission Director and the Deputy Mission Director and he/she performs a broad range of administrative and secretarial duties in support of the Front Office. Also provides administrative and secretarial support to the Deputy Mission Director and Regional Program Office.

MAJOR RESPONSIBILITIES

•   Reviews all outgoing correspondence/communications for Front Office signature and/or clearance to ensure accuracy and proper formatting.
•   Receives all outgoing correspondence/communications for the USAID Director’s office.
•   Receives and maintains flow control of all visitors and telephone calls to the USAID Director’s office.
•   Maintains the USAID Director and Deputy Mission Director’s calendar, schedules and makes appointments with Mission-assigned staff, local government, and business personnel.
•   Co-ordinates regular SO teams meetings with Front Office.
•   Follows-up on issues arising out of these meetings as well as senior staff meetings with the various senior staff members.
•   Makes complete arrangements for partners meetings.
•   Makes complete arrangements for donors meetings hosted by Mission Director and Deputy Mission Director.
•   Drafts routine letters and other correspondence for the signature of the Mission Director and Deputy Mission Director.
•   Prepares travel authorizations and travel vouchers for the Mission Director, Deputy Mission Director, and Regional Program Office USDHs.
•   Assistance with Work orders for Mission Director and Deputy Mission Director.
•   Prepares motor pool requests within Accra for Regional Program Office Staff
•   Coordinate Senior Staff and Country team input.
•   Country team input
•   Assistance to Program Coordinating Specialist and Development Outreach Communication Specialist on action memos, activity and project information products, tracking actions, briefing books, support for events planning, etc.
•   Supervises Mission Director’s Driver.

Qualification Required & Experience

Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

•   Education: Completion of secondary school and specialized training in secretarial or business studies is required

•   Experience: Minimum of five years of progressively responsible experience as a secretary and or administrative assistant in an international organization or a large firm is required.

•   Language: Level IV English, fleuncy in speaking and writing is required. (Language proficiency will be tested)

•   Job Knowledge: The incumbent for this position should have sound knowledge of office practices and basic filing systems and should be able to maintain confidentiality of financial records. The ability to set objectives, plan and follow through on multiple tasks is required. (Computer skills will be tested).

•   Job Knowledge: The incumbent for this position should have sound knowledge of office practices and basic filing systems and should be able to maintain confidentiality of financial records. The ability to set objectives, plan and follow through on multiple tasks is required.

•   Skills and Abilities: Good interpersonal skills. Ability to communicate effectively and concisely. Ability to organize workload and function independently and act promptly. Must have up-to-date knowledge and comfort level with office automation and digital IT computer hardware and software systems and telecommunication equipment (for example, iPhone, Blackberry and iPad). Must be proficient in the use of Microsoft Office Suite (e.g. Excel, PowerPoint, Google, and Google DOCS.) VSAT and VTC.

Salary: (GH¢ 34,257.00 – GH¢ 51,384.00 p.a.) depending on qualification and experience.

Location: Accra

How To Apply For The Job

Applicants must submit a signed cover letter, relevant certificates and CV with references to:

Regional Executive Office
USAID/West Africa
P.O. Box 1630, Accra

Or by Email to:

acpersonnel@usaid.gov

Closing Date: 02 February, 2016

Note: When submitting your application via email, start the subject line with the position title. Failure to state this and submit signed letter with relevant documents will disqualify applicant.

NOTE: ALL U.S. AND NON-GHANAIAN CITIZENS, WHO ARE NOT FAMILY MEMBERS OF USG EMPLOYEES OFFICIALLY ASSIGNED TO POST AND UNDER CHIEF OF MISSION AUTHORITY, MUST ATTACH COPIES OF THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO THEIR APPLICATIONS TO BE ELIGIBLE FOR CONSIDERATION. NO RELOCATION EXPENSES ARE PROVIDED TO THE JOB LOCATION: ACCRA, GHANA. IF TRANSPORTATION TO ACCRA IS REQUIRED, IT WILL BE THE EMPLOYEE’S RESPONSIBILITY.
ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.