USAID Administrative / Finance Assistant at U.S. Embassy

The U.S. Mission to Nigeria comprises of the Embassy in Abuja, FCT, and the Consulate General in Lagos. U.S. Consulate General Lagos is the Mission’s representative to the Nigerian people in the southern region.

We are recruiting to fill the position below:

Job Title: USAID Administrative / Finance Assistant (Current Mission Employees Only) (72062021R10027)

Announcement Number: Abuja-2021-088
Location: Abuja
Hiring Agency: Embassy Abuja
Series/Grade: LE – 4005 7
Work Schedule: Full-time – Work Schedule is 40hrs per week
Promotion Potential: LE-7

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Current Mission Nigeria Employees only
• Security Clearance Required: Public Trust – Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after November 2021

Summary

• The Administrative/Finance Assistant serves as the principal administrative support person for the Office of Financial Management (OFM).
• The employee reports directly to the Controller and his/her designee and operates independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving.
• He/she is the Mission lead timekeeper and backstops the Document Control Clerk.

Duties
Administrative duties – 50%:

• Manages the Controller’s daily calendar; arranges the controller’s appointments with other Mission personnel, other US Government Agency personnel, local government officials, partners, etc.
• Make arrangement for meetings and conferences within and outside the mission.
• Maintains correspondence for OFM.
• Handles administrative arrangements for local and international travel for the Controller, the Deputy Controller, and other OFM staff as needed.
• Drafts and reviews of various letters, faxes, reports, country clearances, cables, and other outgoing correspondence under supervisory direction.
• Organizes and maintains the OFM filing system.
• Files and manages all official documents generated by the OFM both physically and electronically using ASIST or other scanning system. Retires OFM files to the warehouse annually.
• Reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.
• Escorts UBA staff who come to replenish the ATM.
• Processes access requests for OFM.
• Prepares salary advance checklist for FSN employees.
• Manage office requisition and maintain adequate stock of expendable items and procurements for OFM.
• Provide logistical support for OFM meetings and workshops.
• Screens visitors to the controller’s office and directing them to the appropriate staff members for their needs.
• Coordinate office meetings, prepares minutes and follows up on implementation of assigned actions and helps to keep the team aware of upcoming Mission and external event

Lead Mission timekeeper – 40%:

• As the Mission lead timekeeper, he/she liaises with both M/CFO/P, USPSC Payroll, USAID/El Salvador, and Charleston Financial Service Center.
• He/she must be a WebTA subject matter expert.
• He/she is responsible for all USDH/USPSC/CCNPSC/TCN Payroll related matters including but not limited to leave, allotments of pay, salary deductions/adjustments, and timecard corrections.
• Provides orientation to new staff on payroll procedures.

Document Control – 10%:

• Backstops the Document Control Clerk, coordinates and manages the flow of information to office staff. Performs preliminary examination of all documents relating to accounting/payments for completeness of data, correct attachments, receiving reports, and relevant approvals, clearances by either the Executive Officer or Strategic Objective Team leaders.
• Date stamps the documents and assigns them to appropriate persons in the OFM (project or operating expense accountants or voucher examiners).
• Uses the automated financial management system, runs weekly listing of unprocessed vouchers for the OFM staff to manage accounting and accounts payable workflow.

Qualifications and Evaluations
Requirements:

• Physical Demands: The work requested does not involve undue physical demands.
• Education Requirements: College or university studies in Business Administration, Accounting, Finance, or Economics is required.

Evaluations
Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview:

• Knowledge: 15 points
• Skills and abilities: 10 points
• Communication and Language skills (As stated above): 5 points
• Interview Performance: 70 points
• Total Possible points: 100 points

Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.

Reference checks will be made only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application letter.

Qualifications
Prior Work Experience:

• A minimum of three years of administrative or secretarial work experience, of which two years should be in related work with Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.

Job Knowledge:

• A thorough knowledge and understanding of basic accounting and office management.

Skills and Abilities:

• Excellent interpersonal skills are required as the incumbent will frequently be working with Mission employees at all levels.
• Must be able to multitask, be a self-starter, and possess strong organizational skills.
• Must have the ability to understand basic requirements of various applicable regulations and procedures.
• Must be able to identify, interpret, and apply law, rules, regulations, and grant/contract provisions.
• Must be able to communicate clearly to internal and external customers and be able to establish and maintain effective working relationships in a team environment.
• Must have good computer and typing skills and a good understanding of the Microsoft Office programs, like Word, Excel, and PowerPoint, and must be comfortable learning new systems quickly.
• He/she must be proficient in using the Internet and E-mail.

Language Proficiency:

• Level IV fluency in English Language, both written and spoken, is required. Language competency may be tested.

Other Information:

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at: https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• Contract Cover Page form AID 309-1 available at: https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at: http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See: https://www.oge.gov/web/oge.nsf/OGE%20Regulations

USAID is an Equal Opportunity Employer

• All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world.
• Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance.
• We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
• For more information about USAID, visit: http://www.usaid.gov

Taxes:

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations.
• Payment of such taxes is a matter between the individual employee and the Nigerian Government.
• In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

Salary
NGN6,455,212 / Year

Benefits and Other Info

Benefits
Agency Benefits:

• As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance

Deadline: 13th September, 2021.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Important Information and Notice

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Required Documents:

• Current Resume
• Cover Letter
• Relevant Certificates
• University Degree Certificate
• University Transcripts
• List of 3 References

Next Steps:

• After the closing date for the receipt of applications, applications will initially be screened for conformity with the minimum requirements and a short list of applicants developed.
• Following this initial review and short listing, a Technical Evaluation Committee (TEC) will convene to review applications that meet the minimum requirements and evaluate them in accordance with the evaluation factors (1-3).
• Applications from candidates which do not meet the minimum requirements will not be evaluated.  As part of the selection process, finalist candidates will be interviewed.  Only shortlisted applicants will be contacted.  No response will be sent to unsuccessful applicants.
• USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
• Applicants are required to provide three (3) reference persons who are not family members or relatives, with working telephones and email contacts.
• The references must be able to provide substantive information about applicant’s past performance and abilities.
• Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the resume.
• Note that if an applicant had a previous position with USAID, you must list your previous supervisor as a referee.