Administrative Assistant, FSN-7

Job Description

Title: Administrative Assistant, FSN-7

Company Name: USAID Bangladesh

Vacancy: 01

Job Location: Anywhere in Bangladesh

Employment Status: Full-time

Educational Requirements:
∎ HSC

Experience Requirements:
∎ At least 3 year(s)
∎ The applicants should have experience in the following area(s): Administrative, Finance/ Accounts

Job Context:
∎ The Administrative Assistant to the Office of Financial Management is part of a team of administrative assistants that support overall Mission goals. The Administrative Assistant is responsible for a wide variety of activities dealing with the administrative function of a USAID office. The Administrative Assistant supports the overall daily and long-term functioning of the office as related to travel, supplies and services coordination of team meetings, correspondence, coordination with other offices, Document and task
∎ scheduling etc. In addition, the Administrative Assistant maintains files on office-related matters such as support on travel, supplies and services, time and attendance reports, coordination of team meetings, and information records management as well as timekeeping functions. OFM related specific duties performed by the Administrative Assistant are described in detail under major duties and responsibilities. From time to
∎ time however, the Administrative Assistant may temporarily backstop other Administrative Assistants upon request from EXO and approval from the Controller.

Job Responsibilities:
∎ General Administrative Support (45%)
∎ • Maintains Controller’s calendar.
∎ • Makes appointments and schedules meetings.
∎ • Function as travel arranger. Makes travel arrangements for the office.
∎ • Maintains Leave Plan of all members of the OFM Team.
∎ • Prepares Time and Attendance sheets /serves as a timekeeper in WebTA for OFM staff (12 FSNs and three USDHs).
∎ • Checks/clears all electronic country clearance cables for OFM signature.
∎ • Helps prepare travel vouchers for all OFM staff.
∎ • Facilitates new employee orientation and employee departures for the office as needed.
∎ • Coordinates entry of visitors to the Chancery with Administrative Assistants of Offices/Teams, escorts visitors and arranges visitor clearances with the Local Guard Program.
∎ • Processes routine requests, such as after hour access and visitor access requests.
∎ • Provides logistic supports for OFM events such as training programs, conferences and retreats.
∎ • Plans and coordinates events for the office, working with other USAID and Embassy offices and external contacts.
∎ • Locates and assembles information from various reports, briefings, meeting, etc. for use by OFM team.
∎ • Plans and arranges the maintenance and preparation of information needed for budgeting exercises and reports.
∎ • Coordinates with Embassy-designated personnel to conduct applicable tasks under their responsibilities as needed by USAID to complete procedural requirements.
∎ • Assists in or completes short non-recurring tasks for the Controller as needed.
∎ • Coordinates other ad hoc projects as needed. OFM Document Control and Filing (35%)
∎ • Ensures the management of all office official electronic and hard copy filing systems in accordance with USAID Agency policies, which includes the maintenance of vital records on a bi-annual basis and the periodic retirement of old files.
∎ • Oversees and provides support for office document processing, including scanning of documents for electronic filing and/or distribution as well as a large volume photocopy requests.
∎ • Organizes and maintains record files according to the Automated Directive System (ADS) for the OFM Team.
∎ • Drafts routine, technical and non-technical correspondence, according to established content, procedure or instructions.
∎ • Ensures documents have all of the appropriate signatures needed and required by internal policy and on behalf of the United States Government.
∎ • Makes photocopies for OFM Staff as necessary.
∎ • Delivers important letters as directed.
∎ • Collects official mail from the USAID mailbox and distributes to OFM staff.
∎ OFM Voucher Management (20%)
∎ • Maintains the Voucher Tracking System (VTS) and vouchers log.
∎ • Logs in the invoice/payment document requests from vendors or USAID employees.
∎ • Ensures all vouchers are stamped and distributed to individual Voucher Examiners.
∎ • Scans documents and saves documents in USAID’s Agency Secure Image and Storage Tracking (ASIST) system.
∎ • Performs the role of Document Control Officer (DCO) to log-in and distribute payment voucher s in ASIST.
∎ • Obtains new document numbers from USAID’s accounting system (Phoenix) and creates folders in ASIST under the Phoenix numbers.
∎ • Processes/prepares documents to route to agreement officer representative (AOR) or contract officer representative (COR) for administrative approval.
∎ • Processes payments through Phoenix with correct vendor code.
∎ • Distributes voucher log report weekly to Controller, Certifying Officer and Payment Section staff.

Salary: Tk. 1117491 - 1963324 (Yearly)

Compensation & Other Benefits:
∎ T/A, Mobile bill, Tour allowance, Medical allowance, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Festival Bonus: 2

Application Deadline: November 20, 2019

Company Information:
∎ USAID Bangladesh
∎ Address : US Embassy, Baridhara, Dhaka
∎ Web : www.usaid.gov/bd
∎ Business : The largest US agency in the US Embassy, Dhaka, Bangladesh.

Category: NGO/Development