Posted by:USAID Philippineson October 29, 2019 5:47 pm
SOLICITATION NO. : USAID-2020-03 PIID# 72049220R10003
ISSUANCE DATE : 27 October 2019
CLOSING DATE / TIME : 08 November 2019 / 11:59PM
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) under Local Compensation Plan
I. GENERAL INFORMATION
Major duties and responsibilities include:
A. Administration, Secretarial and Office Management (50%) - Assists the OEDG Director and staff in the management of the day-to-day administrative activities in the Office. Provides secretarial support to OEDG Director and staff. Assists USAID employees from Washington or from other USAID Offices who are on temporary duty (TDY) to the Philippines, in their schedules and other information/data needed for their purpose. Processes various requests: electronic country clearance, access to the U.S. Embassy compound and clearance to travel to Mindanao. Submits report of TDYers every week for U.S. Embassy use. Leads in maintaining order within the office and in organizing OEDG files and records.
B. Program Support and Management (30%) - Maintains system to track program documentation that is in the process of approval, both within USAID/Philippines and with Philippine Government counterpart agencies. Provides guidance to local support staff concerning the proper preparation of all program documentation. Assists in gathering and retrieving data and information that is required by both U.S. and local technical staff for purposes of design or project implementation and management. Maintains liaison and coordination functions with other donors and Philippine Government counterpart agencies by serving as primary point within OEDG for senior level contacts, and information about organizations and individuals. Prepares and maintains up-to-date directories and contact lists of government counterparts and implementing partners for reference and use of OEDG and USAID/Philippines staff. Handles the logistical requirements related to regular and high-level meetings, planning sessions, technical evaluation committee meetings, USAID/Philippines-wide staff meetings, and office team participation within the Office, USAID/Philippines or U.S. Embassy-wide meetings and events. Serves as the focal person within OEDG to coordinate events and meetings with project implementers, other donors, and Philippine government counterparts. Conducts end-use checks monitoring on existing projects and makes report on project compliance.
C. Travel (20%) - Arranges in-country and overseas travel of U.S. Direct Hire (USDH) Officers in OEDG, which involves preparation of Request for International Travel (RIT), Travel Authorization (TA) through the End to End (E2) system, coordination with the U.S. Department of State Travel Office for flight bookings, applications for visas and permits, country clearance cables, hotel and ground transportation arrangements. Provides assistance to OEDG staff in preparing their Travel Authorizations (TA) and travel vouchers and ensures each TA complies with regulations. Handles all travel related requirements for incoming USAID/Washington high level visits and OEDG TDY visitors, including country clearance, travel passes and permits and U.S. Embassy compound access. Coordinates with the Executive Office for hotel bookings and ground transportation. Keeps abreast of U.S. Government (USG) regulations and USAID travel policies.
SUPERVISORY RELATIONSHIP: The Secretary works under the direct supervision of the OEDG Director. Supervision of other staff is not contemplated. The Secretary provides work guidance to the other OEDG Secretary (FSN-06) and to temporary administrative support staff hired under OEDG, if any.
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.
9. POINT OF CONTACT: Human Resources Division via [email protected]
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 three (3) years of progressively responsible experience in secretarial/administrative position or office management or program support is required. At least two (2) years of this should be in related work in USAID, the United States Government (USG), non-government organizations, other donor organizations, Philippine Government agencies or international or local organizations where English language 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 staff and external contacts at various levels.
d. Job Knowledge – Demonstrated knowledge in office management, records and file management, and proficiency in preparation of office correspondence (letters and memorandum) and documents (forms, reports, presentation materials, etc.). A thorough knowledge or the potential to quickly acquire such knowledge of USAID activities and programs, as well as the office systems and procedures. The Secretary should have the ability to develop an excellent understanding of USG file management, mail handling and correspondence formatting.
e. Skills and Abilities – Must have very good organizational and planning skills and the ability to multi-task. Proficiency in the use of computer applications (Microsoft Word, Excel, Outlook, PowerPoint, MS Outlook and internet operation, etc.) is required. Must have problem-solving skills. Good interpersonal relationship skills are required.
III. EVALUATION AND SELECTION FACTORS
- Only short-listed applicants will be notified.
- To be a competitive candidate, the applicant must meet the minimum requirement of each of the Evaluation and Selection Factors.
IV. HOW TO APPLY:
a. solicitation number (Solicitation No.: USAID-2020-03) 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.