CAMRIS 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.
Title: Administrative Assistant
Location: Washington DC
GS: 6 Equivalency
Application Deadline: Open until Filled
The Administrative Assistant provides support to the Front Office within the Infectious Diseases (ID) Office of the Global Health Bureau. This position will be responsible for performing a variety of both complex and routine administrative duties to support the ID Front Office and team as a whole. These duties range from administrative-type tasks such as typing, formatting, preparing draft and final documents, distributing correspondence cables, and program documents as required. The Administrative Assistant will also work with members of the ID Front Office team to provide overall administrative support and perform other duties as required.
The Bureau for Global Health (GH) is the U.S. Agency for International Development’s (USAID’s) (the “Agency”) center of excellence and focal point in providing worldwide leadership and technical expertise in the areas of maternal and child health and nutrition, HIV/AIDS, malaria, neglected tropical diseases, tuberculosis, family planning and related reproductive health, and health systems. As such, the Bureau aligns resources with identified public health and development, and works around the world to help governments meet the health needs of their populations. It also serves as the primary source of technical expertise and intellectual capital to the Agency and other U.S. foreign affairs agencies. The Bureau is the Agency repository for state-of-the-art thinking in biomedical, social science, and operations research and works to produce technical advances and innovations that can be disseminated and replicated at USAID Missions throughout the world.
The Office of Infectious Disease is the Agency's lead for infectious disease programs and issues, and manages the Global Health Bureau's activities and engagement in infectious diseases, including tuberculosis (TB), neglected tropical diseases (NTD)s, malaria through the President's Malaria Initiative (PMI), and emerging threats/pandemic preparedness and response. GH/ID is responsible for technical direction and leadership and external engagement on infectious disease issues, including working with external partners, providing technical support to USAID's field missions and programs, and managing programs and centrally-managed infectious disease funding.
The Administrative Assistant assists staff in the preparation and organization of various program documents and correspondence such as project authorization documents, action memos, and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards. Drafts program communications such as cables, memoranda, and letters that seek approval or request information relative to program matters. 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 and that proper office clearance is obtained as necessary for key documents, reports and actions. Responsible for maintaining the receipt and distribution of mail, faxes, cables and other requested information.
GENERAL DUTIES AND RESPONSIBILITIES
Document Tracking, Control & Filing/Library Maintenance: Maintain, log, and track all incoming and outgoing correspondence actions, and as tasked, file completed responses in a centrally located file cabinet. Maintain filing system, including records retirement for GH offices, both paper and electronically.
* Maintains/or provides assistance with administrative tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.
* Maintains program files.
* Track the status of office wide procurement actions and other input required for various Agency level reports, actions or briefers.
* Mailing Lists/Mass Mailing: Responsible for maintaining mailing lists that include electronic directories for center mailings to USAID worldwide, cooperating agencies and other partners, donors and stakeholders.
* Telephone/Visitor Reception: Receive and respond to incoming calls and visitors. Will provide back up support to direct-hire staff in their absence to assist callers and visitors accordingly.
* Photocopying/Faxing: Duplicate documents for distribution and send faxes as requested by USAID office staff.
* Supplies Monitoring, Ordering & Inventory Control: Monitor, order, and maintain supplies for USAID offices and be responsible for tracking inventory levels and to re-supply common supply cabinets.
* Meetings/Logistical Support: Maintain schedule and provide logistical support for meetings, workshops, conferences, and retreats for USAID office staff.
* Maintain calendars and schedules of key staff.
* Develop and circulate notes from key meetings, track office compliance with actions and next steps resulting from meetings.
* Courier Services: Pick up and deliver packages between USAID and the metropolitan DC area as requested.
* Telephone & Visitors Lists/Events Calendar: Maintain and update GH and USAID offices’ telephone lists, visitors’ lists, and calendar of events.
* Works with USAID staff on general management-related activities.
* Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.
* Other duties as assigned.
The ideal candidate will possess the following traits:
* High School diploma and 4 years of relevant work experience or Associate's degree and 2 years of relevant work experience.
* Proficiency in the use of Microsoft Office with an emphasis on Excel spreadsheet skills, PowerPoint, Internet and e-mail applications including Google mail suite.
* Strong attention to detail and organizational skills.
* Candidates must be willing to work full-time.
* Experience and knowledge of public health/malaria preferred.
* US Citizen or Permanent Resident
REQUIRED LANGUAGE SKILLS
Must have excellent writing skills in English. Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Fluency in French or Portuguese is a plus.
REQUIRED MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems. Must be proficient with basic financial management and budgeting concepts. Must have excellent Excel skills.
REQUIRED REASONING ABILITY
Must have excellent analytic skills and reasoning ability. The incumbent should be able to work under moderate supervision and bring a problem-solving approach to carrying out duties. The successful candidate will demonstrate initiative and an eagerness to learn technical and program management.
CERTIFICATES, LICENSES, REGISTRATIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. As travel may be required for up to 10% of the time, employee must be able to travel to USAID Missions in Africa with malaria funding for short term temporary duty up to two weeks at a time.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.