Administrative Assistant at The U.S. Mission

Administrative Assistant

Duties

The incumbent is primarily an office manager who fulfills a variety of functions. In addition to organizing the Consular Section Chief’s schedule and correspondence, the incumbent also serves as the Consular Section’s expert on the Embassy’s automated travel, time & attendance, MyServices, and procurement systems. The incumbent provides exceptional customer service to the many VIPs applying for visas and provides complete and accurate information in response to inquiries.

Qualifications and Evaluations

Requirements:

  • All selected candidates must be able to obtain and hold a Public Trust Security Clearance.
  • All selected candidates will be subject to a background investigation and, may be subject to a pre-employment medical exam.
  • The selected candidate must be able to begin working within a reasonable period of time (6 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

 

 

Education Requirements:

  • Completion of two (2) years of College or University studies is required.
    Please address this factor in your ERA application under Education.

 

 

Evaluations:

  • You will be evaluated against the qualifications and requirements in this vacancy announcement.
  • You may be asked to complete a pre-employment language or skills test.
  • You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed.  If you fail to submit a complete application, then your application may be disqualified for this position.

 

 

Qualifications:

Experience:

  • Three (3) years relevant work experience in general administrative or customer service work dealing with diplomatic missions, NGOs, government offices, or private sector companies is required.

Please address this factor in your ERA application under Major Duties and Responsibilities.

 

Language: Fluent; speaking/reading/writing of English is required

 

Job Knowledge: 

Keen awareness of Nigerian culture, particularly the travel culture of Nigerians and the working culture of Nigeria’s Ministry of Foreign Affairs is required.

 

 

Skills And Abilities: 

Typing skills (40wpm) and Intermediate Skills in Microsoft Word, Excel, and Outlook, and Basic Numerical Skills are required. Good working speed and accuracy are required, this may be tested.

As the role is highly visible, the incumbent must demonstrate the ability to quickly establish credible relationships at various levels throughout the Embassy. The ability to build and maintain a good rapport with external contacts is required. Must be able to communicate clearly when dealing with a wide variety of people at all levels, as the employee will be required to speak with authority, negotiate, and directly influence people’s decisions.

 

Must have a highly proactive work ethic as s/he will be expected to work largely on own initiative. Flexibility is also required, as is an ability to work well under pressure and manage a varied and constantly changing workload.  Ability to draft routine correspondence using examples as a guide is required. Ability to work well with others and be public service oriented is required. Ability to work under pressure and meet deadlines and the ability to work independently is required.

 

Benefits and Other Info

Benefits:
Agency Benefits:
The U.S. Mission offers a competitive compensation and benefits package for local employees.

For Eligible Family Member (EFM) applicants, benefits should be discussed with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C.

Other Information:
HIRING PREFERENCE SELECTION PROCESS: 

A hiring preference is extended to eligible and qualified applicants in the order listed below.  It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference.

HIRING PREFERENCE ORDER

    1. Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference-eligible U.S. Veteran*
    1. AEFM / USEFM
    1. Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights **

* IMPORTANT:  US citizen Eligible Family Member (USEFM) applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”) preferably Member Copy 4, Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability, equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all FS employees on LWOP and CS with re-employment rights back to their agency or bureau.

For complete definitions of AEFM, USEFM, EFM, Member of Household, etc., please visit the 3 FAM 7210 Definitions.

ADDITIONAL EMPLOYMENT CONSIDERATIONS

The following apply to EFMs, USEFMs, and AEFMs only:

    • Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible. This does not apply when the hiring mechanism is TEMP or the work schedule is intermittent or irregular.
    • Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing.

How to Apply

How to Apply:
Click the “Apply to This Vacancy” button at the top of the page to begin your application.  For an instructional video on how to apply click here.

Please address all relevant experience, education, language skills (including English), and job related skills or requirements in your application.

You may edit your application any time before the vacancy closing date. If you fail to submit a complete application by the vacancy closing date of this vacancy, then your application may be disqualified for this position.

For a copy of the complete position description, please contact the HR Office.

To request a reasonable accommodation, please contact the HR Office.

We foster a diverse, equitable, inclusive, and accessible workplace where employees can be themselves.  We invite qualified applicants from all backgrounds to apply.

Required Documents:
Please upload all applicable documents to your application. If you fail to submit a complete application, then your application may be disqualified for this position.

All Applicants:

    • Residency Permit (if applicable)
    • Work Permit (if applicable)
    • University Degree OR Transcript

In addition, Eligible Family Member (EFM) Applicants must submit:

    • Copy of Sponsor’s Travel Orders/Assignment Notification (or equivalent)
    • Passport copy
    • DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
    • SF-50 (if applicable)
Next Steps:
The HR Office will contact successful applicants.  For more information on applying for jobs or employment with us, please visit the U.S. Mission website.

 

 

Interested and qualified candidates should Click on ‘apply now’ below.
Click here to download the Editable CV Template here

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