US Embassy in Tirana, Albania. Final compensation will be negotiated within the listed market value.
AIDAR, Appendix J, 1. (b) Definitions:
NOTE: ALL CCNs MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
This is a mixed position covering administrative assistance and monitoring and evaluation duties. The incumbent serves as the principal administrative support person for the USAID/Albania Office and reports to the head of the USAID/Albania operating unit directly and/or his/her designee, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem- solving, ensuring other Office staff members may be more effective. The incumbent is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the incumbent is responsible for coordinating information about the Office and making sure that information gets to customers on a timely basis and in a professional manner. In addition, the incumbent should be familiar with the activities and objectives of USAID Albania’s project portfolio and is responsible for overseeing Mission’s monitoring and evaluation activities, Performance Management Plan (PMP) and ensuring that activities are aligned with the Mission’s desired strategic direction. S/he will coordinate with Mission’s technical staff in the development of activity-level PMPs, provide guidance on indicators, and support the conduct of program evaluations and assessments.
Administrative Support 70%
The incumbent is responsible for the administrative tasks in the USAID Albania office. S/he schedules appointments based on a good knowledge of the head of the USAID/Albania operating unit’s commitments and maintains the Office calendars, reminding the supervisor and others of meetings and appointments. S/he is responsible for sending out a clean agenda before meetings and participates in arranging for conference/meeting room space as required by the size of the group. S/he receives, and places phone calls, sends and receives e-mail and sets up meetings and makes appointments at the request of the head of the USAID/Albania operating unit and other USAID Albania staff with Host Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation, as needed; and interprets or translates and takes minutes when requested.
The incumbent will proactively manage the head of the operating unit’s calendar and other office calendars as needed. S/he will deconflict obligations as necessary, respond to invitations, schedule meetings, and make motor pool and other requests in Embassy or USAID systems as needed. S/he is responsible for escorting visitors in and out of the Embassy compound and accompanying them inside the building. S/he is responsible for buying, storing and administering meetings’ refreshments and for the welcoming of visitors. S/he will prepare any documents, vouchers, forms, or other paperwork as assigned by the head of the operating unit to maintain smooth function of the office.
The incumbent manages Time and Attendance of USAID Albania staff. S/he maintains control of correspondence for the Office, 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. S/he 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 incumbent distributes internal policies and procedures such as: Mission Notices, Mission Orders, Emergency cascade lists. S/he is responsible for the pickup and delivery of packages from the Embassy Mailroom and/or USAID mailbox. The incumbent assists in preparing internal Executive Office (EXO) administrative management policies and procedures. Drafts Mission Orders in the area of administrative management and updates them in accordance with applicable agency regulations. S/he maintains and updates handbooks, operating procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules.
The incumbent will assist the technical staff with planning, official correspondence, and other project implementation functions. The incumbent establishes and maintains files according to standards set by the Mission Correspondence and Records (C&R) specialist in the EXO and by USAID/Washington, marks correspondence and other documents for filing, and files accordingly. S/he will ensure that digital files are maintained in ASIST in accordance with USAID’s operational policy. S/he will also assist in USAID Albania office setup, redesign and furniture. S/he is responsible for organizing and storing office supplies.
The incumbent serves as the primary point of contact related to TDY visitor arrangements: Reservation of TDY apartments and office space, updating visitor's welcome packages if needed. In addition, s/he is responsible for preparation and submission or tracking of eCC requests, visitor access requests, motor pool requests and office maintenance requests. The incumbent serves as the primary point of contact in arranging travel logistics for the USAID Albania office.
The incumbent will arrange for travel of Office staff as needed in coordination with Embassy and USAID/Kosovo travel staff and prepare and submit official travel vouchers for staff as required.
The incumbent will assist USAID Kosovo Computer Management Specialist and Embassy Tirana’s Information Management and Resource Officer to maintain everyday computer processing needs of Mission employees, such as hardware and software maintenance. S/he will also support USAID Albania’s Communications Specialist in translating social media blurbs in English and Albanian.
Monitoring and Evaluation 30%
The incumbent is responsible for overseeing the Mission’s monitoring and evaluation activities, Performance Management Plan (PMP) and ensuring that activities are aligned with USAID/Albania’s strategic direction. This requires making assignments, setting schedules, and liaising between the Program Office (PO) and Technical Office. S/he is responsible for monitoring USAID/Albania’s progress in achieving the desired results under the strategic direction and leads the preparation of documents for Mission’s portfolio review and serves as the Office manager for the Development Information Solutions (DIS) system that manages USAID’s portfolio. The incumbent will lead the Office in results reporting such as the Performance Plan and Report; provide results data for communications and outreach purposes. The incumbent assists in the completion of various performance and results reports required by Washington and serves as USAID/Albania’s Evaluation point of contact for planning and monitoring assessments and evaluations requested by the Agency, technical office, PO, or Mission management. S/he is the point of contact for the development of the Mission evaluation programs. S/he ensures that reports are submitted to USAID/Washington and Mission files on evaluation reports and assessments are adequately maintained. S/he periodically reviews completed evaluations and assessments and determines whether “accepted” recommendations are being implemented.
Supervision received: The incumbent works under the supervision of the head of the USAID/Albania operating unit or his/her designee.
Supervision exercised: No formal supervision anticipated.
The work requested does not involve undue physical demands.
Education: Minimum of college/university studies in social science, business administration, economics, development, or other related fields is required.
Prior Work Experience: A minimum of three years of progressively responsible experience in administrative and program support, development assistance, or a position that requires closely related skills, such as project management and monitoring with Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private- sector institutions, is required.
Language Proficiency: Level 4 (advanced professional proficiency) English and Albanian, both oral and written, is required.
Job Knowledge: A good knowledge of information and office management and administration. Understanding of basic monitoring and evaluation is highly desirable.
Skills and Abilities: Strong computer skills, including the use of word processing, slide presentations, spreadsheet and database software, and the ability to organize and present program information. Good ability to establish and maintain contact with USAID American and FSN employees and supervisors.
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer (CO) reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far.
In order to be considered for the position, an offeror must meet the Minimum Qualifications listed under Section II. After an initial application screening, the best qualified offerors will be invited for an English written examination and/or to an oral interview.
The successful offeror will be selected based on a review of:
The hiring panel may check references that have not been specifically identified by applicants and may check references before or after a candidate is interviewed.
Other information regarding position:
Post Entry Training: The incumbent will be provided familiarization and on the job training on USAID operations, and on specific regulations, procedures (such as records management, travel, and correspondence management).
Interested individuals meeting the Minimum Qualifications above are required to submit the following:
and submitted to [email protected].
IMPORTANT: Any attachments provided via email shall be formatted in one single PDF document in the following order: (1) signed cover letter, (2) signed resume/CV (with list of recent references), and (3) signed AID 309-2.
This position requires the submission of complete forms and/or supplemental materials as described herein above. Application packages with incomplete and/or unsigned forms or related documents will not be considered for further processing.
Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the successful Offeror will be provided instructions about how to complete and submit forms for onboarding process.
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
The Mission participates in the Albanian Social Security Institute (ISSH) and all eligible LE Staff are required to participate.
Eligible LE Staff receive medical benefits from the Local Social Security System. ALLOWANCES:
The Mission provides a family allowance.
The U.S. Mission withholds income taxes from the pay of all Locally Employed (LE) Staff in Albania subject to local taxation laws, and transmits the taxes withheld to the Tax Office on behalf of all LE Staff.
USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:
The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts- ombudsman. The PSC Ombudsman may be contacted via: [email protected]
USAID PROVIDES EQUAL OPPORTUNITY AND FAIR AND EQUITABLE TREATMENT IN EMPLOYMENT TO ALL PEOPLE WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN, AGE, DISABILITY, POLITICAL AFFILIATION, MARITAL STATUS, OR SEXUAL ORIENTATION.
1. Fillimisht klikoni butonin "Aplikoni".
2. Pasi klikoni këtë buton, më poshtë ju shfaqet mundësia të përzgjidhni 1 nga CV tuaja që keni krijuar në llogari si punëkërkues.
3. Në rast se kompania kërkon dokumenta shtesë, ju do të keni mundësi që të përzgjidhni dokumentat nëpërmjet rubrikës "Bashkëngjit Dokumente" që do të shfaqet poshtë "Zgjidhni CV që i përshtatet më së miri pozicionit të punës".
4. Në fund klikoni butoni "Dërgo".