Administrative Assistant - Front Office

Posted Date 3 months ago(11/20/2023 12:25 PM)
Job ID
2023-4114
Clearance Required
Yes
Other Clearance
Facility Access Clearance (Public Trust)

Position Description

XL Associates, Inc. (XLA) has provided institutional support services to the United States Agency for International Development (USAID) for over twenty years.  XLA is now seeking an Administrative Assistant to support the Bureau for Resilience, Environment, and Food Security (REFS) under a contract that was recently awarded. Through REFS, USAID works to advance inclusive agriculture‐led growth, resilience, nutrition, and water security, sanitation and hygiene initiatives in priority countries around the world to help them accelerate and protect development progress. 

 

The Administrative Assistant will provide administrative support to both direct hires (DHs) and non‐direct hires (NDHs) USAID staff for the day‐to‐day routine functions needed to support Bureau or Operating Unit leadership and teams to operate effectively, and to meet overall objectives.

 

The Administrative Assistant will work with the USAID point-of-contact to whom they are assigned for day-to-day work assignments. Activities include assessing administrative needs, information gathering and management, and providing administrative support in the planning, implementation, and evaluation/oversight of activities related to REFS programs.

 

The Bureau for Resilience, Environment, and Food Security (REFS) is responsible for worldwide leadership and integrated technical expertise of the programming of the U.S. Agency for International Development (USAID) in agriculture-led growth and environmental sustainability. The Bureau’s expertise encompasses resilience; environment; food security; nutrition; water security, sanitation, and hygiene; climate; infrastructure; and energy, with the goals of reducing poverty; increasing resilience and sustainability; and enhancing U.S. national security and economic prosperity. REFS leads the Agency’s efforts to help governments, civil society, the private sector, and communities in our partner countries break the cycle of crisis caused by climate change, environmental degradation, and resource scarcity, leading to chronic vulnerability, poverty, and hunger.

 

The incumbent will provide administrative support to ensure efficient operation of the offices of Communications and Outreach; Adaptation; and Diversity, Equity, Inclusion and Accessibility.  This position will sit in Washington, D.C. and will be in the office 4 days a week with core support from 9am - 3pm ET.

 

General Administrative Support:

  • Support ordering of office supplies, anticipating needs and obtaining Office Director’s approval and always following guidelines of inherently governmental function
  • Support preparation of routine reports, e.g. weekly reports, calendars of events, lists of publications, etc.
  • Perform official timekeeper duties in the WebTA system including ensuring all entries are entered correctly
  • Provide administrative support for personal services contracting actions, including interview scheduling, candidate escorting, security clearance processing, medical clearance processing, and onboarding procedures

Knowledge Management:

  • Generate and maintain documents and spreadsheets using the Google Suite of tools
  • Provide reference service to files and prepare/review annual file plans and submit to the Records Liaison Officer
  • Save documents and maintain file structures using USAID portals
  • Develop and maintain internal trackers including for logistics and milestone tracking
  • Track and follow clearances for Bureau documentation of high quality
  • Maintain awareness of and follow Agency and Federal guidelines for file retention
  • Maintain email lists, monitor office websites, and request webmaster to repair broken links or update factual information as necessary
  • Maintain Office member contact lists for Continuity of Operations Plans (COOP) and emergency situations; stay up-to-date on Agency administrative notices and advise officers on current requirements
  • Support budget development and assist with FO contract resolutions.

Calendar and Meeting Management:

  • Update and maintain calendars to avoid conflicts and according to priorities
  • Maintain awareness of routine office meetings such as staff meetings, board meetings, etc. In order to avoid disruption in daily management of office administration
  • Provide logistical support to organize meetings, schedule conference rooms as necessary and ensure proper equipment and materials are available for meetings at least one day prior
  • Liaise with CIO for IT needs to address or respond to technical issues if they arise
  • Capture and distribute meeting minutes, summaries of conclusions, and action items
  • Support Officers at meetings and trainings, including assisting in planning, arranging for appropriate rooms and presentation equipment, setting up, making sufficient copies of materials, escorting visitors, and keeping the room tidy following meetings

Travel Processing:

  • Process travel requests on receipt of itineraries, including reservations, ticketing, and managing and processing visa and passport requirements
  • Obtain country clearances via email/cable as appropriate three days prior to departure date
  • Process travel vouchers and expense report processing including properly documenting travel in Agency’s electronic systems (i.e. E2i Solutions, FS-Trans)
  • Maintain travel databases and track travel budgets; coordinate airline and hotel reservations

Correspondence:

  • Track executive correspondence and work with the USAID point-of-contact to ensure responses are transmitted in a timely fashion and properly formatted
  • Review Office correspondence for proper formatting as prescribed in official agency guidance
  • Produce documents requiring minimal edits prior to clearance and dissemination from Office
  • Ensure documents are correctly formatted according to approved templates
  • Distribute incoming mail and prepare mailings for Officers

Requirements

Qualifications:

  • A Bachelor’s degree and a minimum of one year of professional experience (to include internships)
  • In lieu of a Bachelor’s degree, candidates may substitute an Associate’s degree plus a minimum of five years’ experience or a Diploma and seven years’ experience
  • Ability to obtain a USAID facility access (Public Trust) clearance
  • Excellent oral, interpersonal, and written communications skills to effectively interact with government clients, high-ranking officials, and other stakeholders
  • Strong prioritization and organization skills with keen attention to deadlines
  • Excellent anticipatory skills and proactive approach to work
  • Positive and professional attitude and demeanor
  • Detail-oriented and interested in producing quality work products
  • Proficiency in Google Suite of products or ability to learn
  • Proficiency in Microsoft Suite of products including excel, word, and PowerPoint
  • Experience with USAID, USG or other related organizations is a plus

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