Administrative Assistant (USAID) – Frankfurt-2018-62

For Public Dissemination

EMPLOYMENT OPPORTUNITY
U.S. MISSION GERMANY
Vacancy Number: Frankfurt-2018-62

 

June 11, 2018

 

POSITION / SALARY:                          Administrative Assistant; Salary: 46,366 FSN-08: (Full Performance)                                                  

 

OPEN TO:                                              German citizens and residents with valid work permits at the time of application to work in Germany.

 

LOCATION:                                           USAID Frankfurt Support Center (FSC) Frankfurt, Germany

 

OPENING:                                            June 11, 2018

 

CLOSING:                                              June 25, 2018

 

WORK HOURS:                                     Full-Time; 40 hours/week

 

USAID/Frankfurt Support Center, an equal opportunity employer, seeks applicants for the following Administrative Assistant position:

 

BASIC FUNCTION OF POSITION:

 

The position of Administrative Assistant is located in the Office of the Director of USAID’s Frankfurt Support Center. USAID’s Frankfurt Support Center includes the USAID Middle East Bureau’s Middle East Regional Platform (MERP) and the Office of Support Operations (OSO). The regional support platform for USAID’s Middle Eastern programs was previously located in Cairo, Egypt. The decision was made in 2014 to permanently establish the platform in Frankfurt, Germany. USAID’s FSC is neither temporary nor transitional and currently has 32 Foreign Service Officer and 15 local hire positions.

 

MERP supports USAID Missions and Offices in the Middle East and North Africa as well as personnel located with the Yemen Assistance Unit in Jeddah, the Libya External Office in Tunis and the Syria Transition and Assistance Response Team (START) currently in Ankara, Turkey with focus on Northern Syria. MERP also supports the USAID/Regional Inspector General’s Office (RIG) in Frankfurt.

The Office of Support Operations (OSO) is a forward deployed unit of USAID’s Management Bureau with responsibility for providing surge support or management assistance to any country where USAID operates. OSO also houses USAID’s Contracting and Grants Innovation Lab for the Middle East and the Europe and Eurasia regions.

The incumbent serves as the Administrative Assistant to the FSC Director and Deputy Director, and performs the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the FSC Front Office. In addition, the incumbent of this position will provide the full range of secretarial and administrative support functions to the Offices of Financial Management, Contracting, and Legal Support. Actual offices to be supported may vary based on FSC requirements. The incumbent will be the timekeeper and also the travel arranger for the offices s/he will be supporting and will serve at times as note-taker for meetings or conferences.

 

The Administrative Assistant is the first and principal contact person for the Front Office for internal and external partners, including USAID/Washington, Consulate and Embassy staff, and offices supported by USAID FSC. In this capacity, the Administrative Assistant is responsible for scheduling as well as coordinating information and making sure that information gets to customers on a timely basis and in a professional manner. In addition to routine administrative responsibilities, the incumbent of this position may be responsible for special projects such as tracking travel for the USAID FSC or contributing to the planning and logistics for training activities.

 

The incumbent of this position should have strong knowledge and experience in office management and in the development and management of office systems and processes. USAID’s Frankfurt Support Center is still relatively new and in some ways is still in “start-up” mode. This position requires a highly motivated and well-organized self-starter who will have ample opportunity to demonstrate creativity and innovation in implementing or streamlining processes for the benefit of USAID’s FSC and client missions.

 

REQUIRED QUALIFICATIONS AT THE FULL PERFORMANCE LEVEL:

 

  1. Education: Completion of Secondary Schooling and two or more years of post-secondary schooling, equivalent to a US junior college or community college diploma, is required.
  2. Prior Work Experience: The Administrative Assistant must have minimum three to five years of progressively responsible administrative, clerical or secretarial experience, including experience gained in related work with the U.S. Government, other donor or government organizations, or in the private-sector.
  3. Post Entry Training: On-the-job training in USAID-specific procedures. Formal USAID courses or courses offered by outside organizations may be provided based on the experience of the incumbent and requirements of USAID’s FSC.
  4. Language Proficiency: Level IV (fluent) oral and writing ability in English and German language is required.
  5. Job Knowledge: The Administrative Assistant should have a general knowledge of efficient office management practices and be able to apply such knowledge in support of USAID Front Office responsibilities and activities.
  6. Skills and Abilities: The Administrative Assistant must be proficient in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, and other programs as needed. Experience with Google docs, Gmail and other Google applications are highly desirable.

 

Evaluation Criteria and Weights: (Points indicated are maximums assignable per rating category)

  1. Education (10)
  2. English and German Language Skills (15)
  3. Prior Work Experience (20)
  4. Knowledge (25 points)
  5. Skills and Abilities (30 points)

HOW THE SELECTION WILL BE MADE:

The selection of the successful candidate will be based upon the following:

  1. a preliminary review of the applicant’s submitted package (which includes the
    Cover Letter and CV) to establish that minimum educational and English writing fluency requirements are met; and
  2. tests to include an English, German and writing skills test, a Microsoft Office proficiency test that might include any of the following:  Word, Excel, PowerPoint;
  3. a personal or telephone interview; and
  4. reference checks.

 

  • USAID/Frankfurt Human Resources Section will perform the preliminary review (Step 1 above) to eliminate those applications that do not meet the minimum educational and written English language requirements before forwarding the rest to the Technical Office or Technical Evaluation Committee (TEC) for further review and assessment.
  • The Technical Evaluation Committee will review each of the forwarded applications against the established evaluation criteria to develop a shortlist of applicants to be tested and possibly interviewed. Applicants will be contacted for testing (Step 2) and interviews. USAID/Frankfurt HR will conduct the English test. Based on the results of the tests, however, an applicant otherwise identified for interview could be dropped from the interview list.
  • Following the interview (Step 3) during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of candidates to be considered for employment and forward that list to HR. Please note that references may be solicited from current as well as former supervisors in addition to the references you provide in your application package. References will only be solicited for the top rated candidate or candidates.
  • Based on this final input, the TEC will make its final decision on which candidates to rank order and make a final selection.
  • Unsuccessful candidates who were interviewed will be contacted and advised of their non-selection.

COMPENSATION:

The Administrative Assistant (Administrative Assistant) will be compensated in accordance with the U.S. Mission to Germany’s Local Compensation Plan (LCP).

Additional Selection Criteria:

 

  1. The U.S. Mission will consider the following when determining successful candidacy: nepotism, conflict of interest, budget, and residency status.
  2. Locally Employed Staff (LE Staff) of the U.S. Mission Germany having served less than 12 months in their current position are not eligible to apply.
  3. Current Locally Employed Staff (LE Staff) with an overall summary rating of ‘Needs Improvement’ or ‘Unsatisfactory’ on their most recent Employee Performance Report are not eligible to apply.

 

  • To Apply: Interested applicants for this position must submit their application and pertinent supporting documentation by the closing date using the U.S. Mission’s electronic application process:

http://employment.usembassy.de/

 

  1. Applicants submitting their online application must complete the Universal Application for Employment (UAE), DS-174, which can be found on the internet by clicking here: DS-174
  2. Any additional documentation that supports or addresses the requirements listed above (e.g. cover letter, curriculum vitae) should be attached with the application.
  3. Application language is English, i.e. application for employment, CV or resume should be in English. Certificates, awards or degrees in English or German do not need to be translated.
  4. Note that the U.S. Mission does not/not refund travel expenses incurred by the interviewee.

 

CLOSING DATE FOR THIS POSITION: June 25, 2018

 

The U.S. Mission in Germany provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

 

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliations. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

 

Clearance: Jeff Sharp, Deputy Regional EXO ________________________

 

 

January 26, 2018