Secretary/Administrative Assistant in Abuja, Nigeria

at US Department Of State

Government Administration
Administration & Office Support
Minimum Qualification
Bachelor's Degree
Required Experience
1 - 3 years
Employment Type
Full Time
Male or Female

Job Description

Basic Function of the Position

  • As Secretary, the incumbent will also serve as the Administrative Assistant in the Health, Population, and Nutrition (HPN) Office. S/he provides a wide range of administrative assistance, secretarial, and other support services to the entire HPN Office of 24 staff and USAID/Washington staff who work in Nigeria on short term technical visits.
  • The job holder has an assigned workload consisting of a mix of administrative assistance, program/project support, financial support, and backstopping work in the HPN Office.
  • This position manages the in-city, in-country, and international HPN travel portfolio by making travel arrangements and organizing travel documentation for HPN Office staff - and other travelers as required.
  • S/he assembles and prepares background data and materials for appointments, meetings, and conferences as requested, in addition to arranging for and providing logistical support for meetings and conferences.
  • The incumbent maintains up-to-date calendars, trackers, and contacts lists for the HPN Office.
  • S/he maintains well-organized, user-friendly files - in accordance with prescribed USAID formats, where applicable.
  • The position holder is the HPN time keeper.
  • S/he takes notes at meetings and distributes them in a timely manner.
  • The incumbent receives visitors to the embassy and routes them to the appropriate staff member(s) and/or meeting venue in a timely manner.
  • S/he arranges appointments for HPN office staff and others, as requested.
  • The position holder prepares responses to routine or non-technical correspondence, in addition to routing incoming correspondence to the appropriate staff member(s).
  • S/he tracks documentation through the USAID clearance process.
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