Administrative Assistant (Temp Pool) at U.S. Embassy South Africa

Duties

Job Overview:

• Incumbent serves as the office manager and administrative assistant, performing various administrative work and other duties as required by the supervisor.
• Incumbent (s) reports to the HRO for assignment to various offices within U.S. Embassy Pretoria or Consulates on an as-needed basis.
• The incumbent ensures effective office operations by providing administrative and logistical support for general office functions for the section.
• This includes planning for high-level meetings and events, preparing documents and correspondence, managing individual and central calendars, planning travel logistics, and maintaining office records


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Major Duties and Responsibilities:

Logistical Support - 60%

• Support the section with all aspects of program coordination, promotion, and communication, internal and external.
• Reserve internal meetings rooms and offsite venues, and assist in the preparation, planning, and execution of internal and external meetings, workshops, and conferences; this includes communicating meeting logistics to internal USG staff in all relevant agencies and all external participants.
• Liaise with participants, venue proprietors, professional event coordinators, and other service providers in connection with planning program-related meetings and events.
• Coordinate and assist with assembling welcome and briefing packages for senior management, incoming staff, and temporary duty and high-level visitors.
• Arrange and communicate registration, travel, transportation, and lodging for visitors, incoming staff, and current staff authorized for official travel.
• Process manual and electronic travel requests, authorizations, cash advances, and expense vouchers.
• Provide assistance with editing and data collection in the preparation of program reports, promotional material, contact lists, etc.
• When requested, participate in meetings.
• Assist in preparing/reviewing purchase orders for program activities and equipment.
• Assist all section staff with access to USG systems and equipment, including OpenNet computers, laptops, cellphone, modems, iron keys, scanners and printers.
• Assist with any other tasks as assigned by the supervisor

Records Management - 20% of Time

• Maintain electronic and manual filing systems.
• Ensure ready access and availability to reports and other published materials required by the office and interagency team.
• Maintain complete, accurate, and up-to-date records of office equipment inventory.
• Monitor office attendance, process all timekeeping documents, capture in electronic timekeeping system application, and maintain orderly and complete records.
• Ensure all files are properly stored and scheduled to be destroyed according to policy requirements

Office Communication - 20% of Time

• Set up and participate in video conferences, which includes ensuring calendar invites are sent out timeously and accurately to all relevant participants.
• Take and circulate meeting minutes for office meetings.
• Receive incoming telephone calls, responding to enquiries or routing them to appropriate persons/sections.
• Maintain office calendar and reply to internal and external requests for appointments/meetings.
• Draft, edit, and format official memos, letters, emails, calendar invites, and other office correspondence and communiques.

Qualifications and Evaluations

Requirements:

All selected candidates must be able to obtain and hold a: 

• Public Trust Security Clearance. 
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam. 
• Selected candidate must be able to begin working within a reasonable period of time (12 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

Education:

• University Degree.

Evaluations:

• You will be evaluated against the qualifications and requirements in this vacancy announcement. 
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.