• Administrative Assistant (MCHN)

    Job Locations US-VA-Arlington
    # of Openings
    1
    Category
    GHSI-III - Global Health Support Initiative III
    Type
    Regular Full-Time
  • 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, Maternal & Newborn Health Division in the Office of Maternal and Child Health and Nutrition

     

    Title:  Administrative Assistant (MCHN/FO)

     

    GS: 6 $42,308.00-$55,006.00

     

    Application Deadline:   Open until Filled

     

    INTRODUCTION

    The MCHN Front Office Administrative Assistant performs a variety of administrative and organizational duties to assist with Office administration.  These range from scheduling briefings and meetings and maintaining program files, to more complex tasks such as collecting and compiling information for program documents and designing and maintaining spreadsheets to support personnel and travel tracking systems.  The Administrative Assistant ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously.  The individual must develop a working knowledge of USAID policies and guidelines as well as corporate practices and procedures.  This position has potential for professional development and training.  To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily.

     

    The USAID Global Health Bureau supports field health programs, advances research and innovation in selected areas relevant to overall Agency health objectives, and transfers new technologies to the field through its own staff’s work, coordination with other donors, and a portfolio of grants.  The Office of Maternal and Child Health and Nutrition (GH/MCHN) serves as the Agency’s technical and policy lead on maternal and newborn health; child survival; immunization; and nutrition, with a focus on ending preventable child and maternal deaths.  Cross-cutting activities managed by the Office in support of this goal address private sector partnerships, community health systems, social and behavior change communication, multilateral partnerships, gender, and monitoring and evaluation. 

     

    The GH/MCHN Office consists of four divisions and a Front Office:  Maternal and Newborn Health; Child Health and Immunization; Nutrition and Environmental Health; and Research and Policy.  The Front Office is staffed by the Director, two Deputy Directors, the Communications Team, the Budget Analyst and other cross-cutting technical staff. 

    Responsibilities

    MCHN Administrative Support: Act as primary point of contact for MCHN Director and Deputy Office Directors

    • Provides direct administrative support to the MCHN Director and Deputy Directors, including that related to travel.
    • Maintains calendars and schedules appointments for Front Office staff based on the knowledge of their activities, regularly scheduled meeting, and ad hoc meetings.
    • Directs telephone calls and inquiries to appropriate staff members.
    • Receives and announces visitors.
    • Collects and routes mail.
    • Routes communications, including clearance of official correspondence within GH and with other Bureaus and Agency offices, and responds to routine requests for information.
    • Maintains records and other hard copy and electronic files for the Front Office.
    • Serves as central point of contact for all divisions in MCHN, Assists in preparation of technical and budgetary information, data, and power points for use in briefings, portfolio reviews, ad hoc reporting and technical documents.
    • Advises supervisor on the need for revisions in administrative procedures and policy.
    • Coordinates internal and external meetings.
    • Coordinates the distribution of workspace, including possible reconfiguration, as well as equipment requests, and other ad hoc systems.
    • Oversees office supplies, including maintaining stock and ordering as necessary; organizes maintenance needs for office equipment.

    Administrative Tracking: Maintain administrative systems, databases, and files

    • Support MCHN technical staff in the preparation of office-wide program documents and correspondence, including memos and waivers, amendments, project authorization documents, Congressional Notifications, and other requests, ensuring that all documentation is complete and in compliance with USAID rules, regulations and standards.
    • Assists MCHN in tracking activities, responding to program-related communications, with the preparation of various program and internal documents (i.e. action memos, briefers, scheduling requests, and waivers) and ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.
    • Servse as official time-keeper for direct-hire staff, and maintains up-to-date administrative tracking systems for Time & Attendance; staff travel; MCHN personnel actions; and assists in the design and maintenance of the spreadsheets and databases used to support these systems.
    • Maintains up-to-date MCHN program files and serve as MCHN point of contact in the for records management.
    • Serves as main MCHN point of contact for all travel and conference-related planning and approval processes, requiring in-depth understanding of ADS policies.
    • Organizes and tracks the evaluation process for MCHN Direct Hire staff, ensuring forms arrives to PDMS in a timely manner.
    • Serves as MCHN focal point for tracking the Office’s personnel actions: develops and maintains systems for initiating and tracking procedures necessary to hire staff --in all hiring categories-- including initiating hiring procedures; timing and follow-up actions; orienting new staff; and maintaining up-to-date staff contact and tracking lists.

    Document Preparation & Presentations:

    • Coordinates the development of MCHN-wide documents, including power point presentations.
    • Collects and compiles data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Ensures that schedules and deadlines are met.  
    • Drafts communications that seek approval or request information relative to administrative matters.
    • Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.
    • Prepares in final form all correspondence and cables and other types of documents or forms relative to office operation.
    • Makes photocopies, sends faxes and E-mails, and performs other routine office as needed.

     

    Qualifications

    • High School Diploma and 4+ years relevant experience or equivalent combination of education and experience.
    • Requires proficiency in the use of Google Sharing/Docs interface and Microsoft Office, with an emphasis on Excel spreadsheet skills, PowerPoint, internet and email applications.
    • Strong interpersonal skills
    • Strong attention to detail and organizational skills.
    • Ability to work independently and within a complex team structure
    • US citizenship required as a secret security clearance is required and must be obtained and maintained.

    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

     

     

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