CAMRIS International

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Administrative Assistant (OHA/RES)

Administrative Assistant (OHA/RES)

# of Openings 
1
Job Locations 
US-DC
Category 
GHSI-III - Global Health Support Initiative III
Type 
Regular Full-Time

More information about this job

Overview

CAMRIS International is an international development and research firm that realizes innovative solutions to health and development challenges through high-quality, cost-effective program and research management services. With experience working in more than 80 countries, we combine our proven systems with today’s most effective, evidence-based best practices to improve the lives of people around the world.

                             

The United States Agency for International Development (USAID) has contracted through Social Solutions International partnered with CAMRIS International, to recruit and hire qualified individuals for the following position:

 

United States Agency for International Development/Bureau for Global Health/Office of HIV and AIDS/Research Division (USAID/GH/OHA/RES)

 

Title: Administrative Assistant

Application Deadline:   Open until Filled

 

Introduction

 

The Administrative Assistant provides support to technical staff, performing a variety of both routine and complex administrative duties that are critical to the functioning of the Research Division. These duties range from basic office tasks such as answering telephones, responding to emails, maintaining electronic and paper filing systems, managing meeting logistics, and managing formal correspondence to more complex tasks such as researching and summarizing project management information contained in numerous filing systems, reporting on action items from meetings, and providing input and assistance on special projects. The Administrative Assistant will also assist the Research Division with responding to complex and time-sensitive information requests from numerous sources, such as OHA, Bureau and Agency leadership, and the Office of the Global AIDS Coordinator (OGAC).

 

The Office of HIV/AIDS (GH/OHA) has an overarching responsibility for managing the full range of USAID’s HIV/AIDS programs and serves as the Agency’s lead office for implementing the interagency President’s Emergency Plan for AIDS Relief (PEPFAR). GH/OHA’s primary functions are to provide strategic direction, technical leadership, and support to field HIV/AIDS programs, and to effectively manage headquarters programs devoted to ending the global HIV/AIDS epidemic. 

 

The Research Division (GH/OHA/RES) provides technical leadership for HIV and AIDS research and development (R&D) projects and programs. The Division develops USAID’s HIV research agenda and cultivates strategic partnerships to implement HIV research and technology development programs; designs and manages biomedical and implementation science research; disseminates research findings and supports their programmatic and policy applications, including responding to research inquiries; and supports sustainable capacity building for HIV and AIDS research around the world.

 

To perform this job successfully the Administrative Assistant must develop a working knowledge of USAID policies and guidelines. The Administrative Assistant must also rank numerous tasks in order of importance and impending deadlines and handle several tasks simultaneously while providing assistance to the entire Division and, when required, the entire Office. This position has potential for professional development and training through USAID resources.

Responsibilities

  • Maintains shared calendars and schedules appointments for the Division Chief based on the knowledge of his or her activities, regularly scheduled meetings, and ad hoc meetings.
  • Schedules regular and ad hoc Division and Branch meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment and assembling/disseminating background and informational materials.
  • Assists with other meeting logistics, including taking notes for regularly scheduled and ad hoc meetings and sharing notes and action items.
  • Receives and directs telephone calls and email inquiries to appropriate staff members.
  • Assist with special projects (some requiring research or training) as needed.
  • Completes electronic country clearances on behalf of USAID-funded travelers.
  • Receives and controls incoming actions and information requests while ensuring compliance with deadlines. 
  • Maintains subject and project files of correspondence, program documents, and reports.  Prepares files for storage or destruction, as appropriate, in both electronic and paper filing systems.
  • Assists in the preparation of various correspondence and cables, such as action memos, waivers, and program documents while ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
  • Routes communications, including clearance of official correspondence and cables, with Regional Bureaus and other Offices and Divisions and responds to routine requests for information.
  • Provides phone, IT/technical and other appropriate backstopping support to assist the Division, the Office, and the Bureau on an as-needed basis.
  • Receives and escorts visitors attending meetings at USAID facilities. 
  • Prepares mailings, including both packages and official letters, on behalf of staff to external addressees.
  • Assists with the onboarding of new Division staff, including coordinating paperwork and technology needs of new staff and familiarizing new staff members with the office standards and procedures.
  • Maintains leave, travel, and training schedules of Division staff.
  • Maintains personnel information databases and files on behalf of the Division. 
  • Provides back-up support to other support staff in the Office as needed.

Qualifications

 

  • High school diploma and at least 1-2 years of professional office experience; an undergraduate degree is preferred
  • Requires proficiency in the use of Microsoft Office
  • Proficiency in the use of Gmail and Google applications necessary.  
  • Candidate must have great interpersonal skills, strong attention to detail and organizational skills, and be able to meet multiple deadlines.
  • Strong verbal and personal communication skills.
  • Solid teamwork skills
  • interest and desire to work in International Public Health Programming
  • Must be able to obtain a security clearance
  • US citizenship or US permanent residency required.

 

This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.

Social Solutions International and CAMRIS International offer competitive salaries and comprehensive benefits. Please submit your resume online at www.camris.com

Social Solutions and CAMRIS are Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.