USAID Administrative Assistant Open to U.S. Citizen Eligible Family Member (USEFMs) in Frankfurt am Main bei Amerikanische Botschaft Berlin

• Open to the public

Duties

The Administrative Assistant receives and places phone calls, sends and receives e-mail and faxes, and sets up
meetings and makes appointments at the request of the supervisor and other Office staff with Mission, Host-
Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations,
private-sector, and other contacts; arranges transportation, as needed; and, takes minutes when requested. The
Administrative Assistant schedules appointments based on a good knowledge of the Office Director’s
commitments and maintains the Office calendar, reminding the supervisor and others of meetings and
appointments. The Administrative Assistant takes messages in the absence of the Office Director and other
staff, directing callers to other staff members, or answering questions personally; prepares visitor access
requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist
them; schedules meetings for the Office Director, and ensures that attendees are briefed or provided proper
background material for meetings; and, participates in arranging for conference/meeting room space as required
by the size of the group and maintaining conference/meeting room schedules, in coordination with other Mission
administrative staff. The Administrative Assistant meets with other Mission support staff on a regular and
recurring basis to update and improve standard operating processes.

The Administrative Assistant maintains control of correspondence for the Office, including program/project/activity
files provided by Contracting/Agreement Officer’s Representatives (CORs/AORs) and other Specialists,
establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to
the Office Director, receiving and screening Office mail not addressed to a particular individual, drafting responses
to routine correspondence and letters, distributing incoming official mail to Office personnel and attaching
pertinent background material, and searching files and records to assemble background information for
correspondence and other pending actions. The Administrative Assistant reviews outgoing mail for proper
address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and
conformance with Mission formatting procedures and special instructions. The Administrative Assistant
distributes internal policies and procedures and, as necessary, maintains a tracking system of when staff received
new policies and/or procedures.

The Administrative Assistant establishes and maintains files according to standards set by the Mission
Correspondence and Records (C&R) Technician/Supervisor in the Executive Office (EXO) and by
USAID/Washington, marks correspondence and other documents for filing, and files accordingly. Reviews all
correspondence prepared in the Office or elsewhere for the supervisor’s signature, corrects errors by drafters and
edits correspondence, and ensures that responding correspondence meets requirements posed by incoming
correspondence to which it pertains. The Administrative Assistant maintains and updates handbooks, operating
procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel,
and