SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) under Local Compensation Plan
I. GENERAL INFORMATION
SOLICITATION NO. : USAID-2019-04
ISSUANCE DATE : 11 November 2018
CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS : 23 November 2018 / 11:59PM
POSITION TITLE : Secretary, FSN-06
MARKET VALUE : Php 420,057.00 – Php641,124.00 gross p.a. equivalent to FSN-06
In accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of the U.S. Embassy Manila. The salary offer will be based on a combination of the candidate's salary history and of the U.S. Embassy Manila's LCP, and will be within the annual range listed above.
6. PLACE OF PERFORMANCE : The position is based in Manila, Philippines.
7. STATEMENT OF DUTIES : The Secretary is assigned to USAID/Philippines, Office of Health (OH). S/He works under the direct supervision of the Deputy Office Director and provides secretarial and administrative support to the Office of Health Family Planning/Maternal and Child Health (FP/MCH) and Infectious Disease (ID) Teams. In this capacity, s/he serves as a principal contact and source of information for the team, and for internal and external counterparts such as Philippine government agencies, development partners, Non-Government Organizations (NGOs), and implementing partners related to event attendance, scheduling of appointments, coordinating submission of agreements, correspondence and/or reports. S/he backstops the Lead Secretary as needed to provide assistance to Office of Health team.
The Secretary is expected to fulfill the following major duties and responsibilities, as elaborated below:
Program Management Support (40%) – Conducts commodity end-use monitoring at project offices and prepares report on findings and recommendations to the Contracting Officer Representative / Assistance Office Representative (C/AOR) and Regional Financial Services Center under her assigned team. Prepares public vouchers for reimbursement or cash advance requests submitted by the contractors/grantees for administrative approval of the Office Director or the C/AOR. Incorporates edits and circulates for clearance requests for budget modification for on-going projects and program-funded personnel; monitors and reports budget document status to ensure project budget obligations are complete. Provides support to team members in preparing briefing documents i.e., Attendance Request Memos, Scene setters, travel itineraries, U.S. Embassy Regional Security Office (RSO) clearances, etc. Assembles all documents into travel briefing books for the U.S. Ambassador and/or USAID Mission Director or Office Director for project site visits and events. Assists C/AORs in their function as Site Officers during project events and high-level site visits by following up on requested information and documents needed for regular project reporting. Collects and organizes information for reports, presentations and briefing materials. Assists in updating one-page project briefers in coordination with the Development Outreach and Communications (DOC) Specialist and Lead Secretary. Performs data entry into the International Vetting and Security Tracking System in compliance with the Leahy Amendment of the Foreign Assistance Act.
Administrative Support and Travel (40%) – Maintains the office calendar of appointments, meetings, conferences and travel plans of the team. Compiles training plan and individual learning and training plans for the Office of Health. Participates in meetings with other administrative staff to develop new approaches to improve effectiveness and efficiency of administrative services. Handles travel arrangements for team members, which includes preparation of travel authorization and country clearance documents; coordination of flight bookings, hotel reservations and vehicle requirements; and preparation of travel vouchers and other travel-related reimbursements. Handles logistical arrangements for visitors and for USAID employees from Washington on Temporary Duty (TDY) in the Philippines and manages their appointment and meeting schedules assigned to his/her team. Processes electronic country clearance approvals.
Secretarial Support (20%) – Prepares and drafts non-technical correspondence, cables, visa referrals, country clearance and invitations in accordance with given format. Arranges in final form the approved versions of correspondence, cables, reports and other documents. Transcribes notes during meetings as requested. Receives and transmits documents as appropriate; tracks required reply letters from team members as well as documents requiring clearances through USAID Mission Offices. Receives telephone calls and directs them to appropriate staff. Responds to telephone inquiries that do not require technical knowledge of the program. Prepares requests for procurement of goods and services as needed by the office or project. Requests office supplies for Office of Health using the Integrated Logistics Management System (ILMS). Coordinates and makes arrangements for internal and external meetings, planning sessions, briefings and conferences (i.e. the Chief of Party meeting), and Office of Health events. Serves as alternate timekeeper in preparing Time and Attendance report for all staff in the Office of Health. Maintains an organized electronic and hard copy filing system of the assigned team in the Office of Health. Handles vital records management and submits periodic reporting requirements. Keeps abreast of various procedural requirements using the MyServices (visitors’ access, travel request, motorpool request, etc.)
SUPERVISORY RELATIONSHIP: The incumbent works under the direct supervision of the Deputy Office Director in the Office of Health. Some work guidance is provided by the Lead Secretary (FSN-07) in the same office. Supervision of other staff is not contemplated.
8. AREA OF CONSIDERATION: Open to all interested individuals who are Filipino citizens or non-Filipino citizens lawfully admitted for permanent residence in the Philippines, and who also have the required work permits. USAID/Philippines does not sponsor work permits.
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education – The minimum education requirement is: completion of secondary schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to U.S. junior college or community college if education was acquired in the U.S. OR completion of a college degree in Business Administration, such as Secretarial Science, Office Administration, and other closely related fields, if education was acquired in the Philippines.
Note: Additional education may NOT be substituted for Experience.
b. Prior Work Experience – Minimum of two years of progressively responsible secretarial and clerical experience. At least half of this should have been with an international organization or other organizations where English is routinely used in the workplace.
Note: Additional experience may NOT be substituted for Education.
c. Language Proficiency / Communication Skills – Must have excellent communication skills in English and Tagalog, both in oral and written forms, in order to communicate effectively with USAID Mission staff and external contacts at various levels.
d. Job Knowledge – Must have general knowledge of office procedures and practices. Must have good working knowledge of file management, handling telephone calls, and correspondence and documents preparation and formatting. A good knowledge or the ability to be able to quickly gain knowledge of USAID activities and programs, as well as office systems and procedures.
e. Skills and Abilities – Proficient in computer operations (emails, internet, Microsoft Word, Excel, PowerPoint, etc.). Good organizational skills and interpersonal skills and the ability to multi-task are required..
III. EVALUATION AND SELECTION FACTORS
Education (20%) Additional Notes:
Prior Work Experience (25%) - USAID reserves the right to reject any and all applicants;
Language Proficiency / Communication Skills (25%) - Only short-listed applicants will be notified.
Job Knowledge (15%) - To be a competitive candidate, the applicant must meet the
Skills and Abilities (15%) minimum requirement of each of the Evaluation and Selection
Factors, as specified above.
IV. HOW TO APPLY:
Interested applicants are required to submit an application letter and a comprehensive resume.
Applications must be received by 23 November 2018 / 11:59PM, and submitted via email to [email protected]
All applicants are requested to prominently indicate the following:
a. solicitation number (Solicitation No.: USAID-2019-04) in the subject line of their email submission;
b. source of the vacancy announcement (e.g. name of newspaper, website, social media)
The compensation package includes mid-year and year-end bonuses, health and life insurance, and a supplementary retirement plan.