fbpx Hiring Secretary, FSN-07 - usaid
Posted by:USAID Philippineson March 20, 2020 5:04 pm
Location:
Industry:
Job Vacancies:
1

Qualification
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) under Local Compensation Plan
 
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID-2020-11
2. ISSUANCE DATE: 09 March 2020
3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: 22 March 2020 / 11:59PM
4. POSITION TITLE: Secretary, FSN-07
5. MARKET VALUE: Php 506,511.00 – Php 785,092.00 annual base salary equivalent to FSN-07
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 position is located in the Environment Office (EO), USAID/Philippines. The Secretary reports directly to the Office Director and provides office
management and the entire range of secretarial and administrative support both for office and program management.
 
Major duties and responsibilities include:
A. Administrative and Office Management (50%)
S/he assists the Office Director in the managing the day-to-day activities within the office and serves as EO’s point person for all administrative
matters. Ensures that all administrative tasks are completed, that work is properly assigned, and that deadlines and desired levels of quality are met.
Maintains and improves office efficiency by implementing, developing and modifying administrative procedures and systems in accordance with
USAID/Philippines Mission Orders. Maintains an up-to-date EO staff calendar for planned leaves, travel, trainings, workshops and conferences,
project-related activities and events, and personnel movements. Coordinates calendars with other offices as needed. Maintains an efficient records
and filing system for the office which involves managing the electronic filing system, periodic updating of project data files, determining file disposition,
and, complying with the annual submission of vital records. Serves as the EO timekeeper.
 
B. Program Support (30%)
S/he prepares and maintains program summaries and project briefers for EO’s ongoing projects and activities. Prepares and circulates obligating
documents to: fund temporary duty assignments, trainings, travel, rentals of hotels for off-site conferences; outsource consultancy services; filling
vacant local positions and contract renewals for program-funded staff. Prepares and maintains up-to-date directories and contact lists of government
counterparts and implementing partners for reference and use of office staff. Handles the logistical requirements related to regular and high-level
meetings, planning sessions, technical evaluation committee meetings, EO staff meetings, and office team participation in USAID/Philippines or U.S.
Embassy-wide meetings and events. Serves as the focal person within the Environment Office to coordinate events and meetings with project
implementers, other donors, and Philippine Government counterparts.
 
C. Travel (20%)
The incumbent arranges in-country and overseas travel for the entire staff members in the Environment Office, which involves the preparation of
travel related documents, and coordination with the U.S. Embassy Travel Office for flight bookings, applications for visas and permits, country
clearance cables, hotel and ground transportation arrangements, requisition for advance of cash and preparation of travel vouchers, and other
subsequent travel related tasks. S/he handles all travel related requirements for incoming USAID/Washington high level visits and EO temporary
duty (TDY) visitors, including country clearance, travel passes and permits and U.S. Embassy compound access. Coordinates with the
USAID/Philippines 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 Environment Office Director. Supervision of other staff is
not contemplated. The Secretary may provide work guidance to temporary administrative support staff hired under the Environment Office, 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 a
field related to office 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 a field related to Office Administration, 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 some of this experience should have been 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 memoranda) 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.
 
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
1. Education (10%)
2. Prior Work Experience (30%)
3. Language Proficiency / Communication Skills (10%)
4. Job Knowledge (25%)
5. Skills and Abilities (25%)
 
Additional Notes:
- USAID reserves the right to reject any and all applicants.
- 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:
1. Interested applicants are required to submit an application letter and a comprehensive resume.
2. Applications must be received by 22 March 2020 / 11:59PM, and submitted via email to [email protected]
3. All applicants are requested to prominently indicate the following:
a. solicitation number (Solicitation No.: USAID-2020-11) in the subject line of their email submission;
b. source of the vacancy announcement (e.g. name of newspaper, website, social media)
V. BENEFITS/ALLOWANCES
The compensation package includes mid-year and year-end bonuses, health and life insurance, and a supplementary retirement plan.

Contact Employer

Office Address:
Annex 2 Building, U.S. Embassy, 1201 Roxas Boulevard, Ermita Manila Philippines
Company Web Site :
http://www.usaid.gov/philippines