Administrative Management Specialist (USAID/Asia)
Who We Are:
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
Position Description:
The Administrative Management Specialist (AMS) will provide a wide range of administrative, communications, records management, procurement, and general services support to the USAID Afghanistan Mission, Executive Office (EXO). The AMS will ensure smooth operations of daily functions, including managing communications, maintaining records, and ensuring compliance with USAID and federal regulations.The AMS will also collaborate with other offices to manage procurement, logistics, and administrative functions in line with organizational goals and objectives.
The position reports to USAID/Afghanistan's Supervisory Executive Office, and has no supervisory responsibilities.
Location: RemoteSalary: $89,017 - $98,500 (starting salary determined based on candidate’s knowledge, skills, experience, and education)
Clearance: Active secret-level clearance required
Travel: Requires quarterly travel to Astana, Kazakhstan and Doha, Qatar to support the USAID/Afghanistan Executive Office.
Responsibilities:
Administrative Support and Office Management (35%):- Calendar and Meeting Coordination: Manage all aspects of the EXO's calendar, including scheduling meetings and coordinating appointments. Organize logistical requirements for meetings and conferences, including booking venues, arranging audiovisual equipment, and handling travel logistics.
- Document Routing and Communication: Coordinate the routing of documents and memos through the approval chain, follow up on pending approval requests, and ensure deadlines are met. Manage the transmittal of incoming and outgoing memos involving the EXO.
- File and Record Management: Maintain all EXO files and records in accordance with USAID's policies and procedures, ensuring proper filing, archiving, and security.
- General Office Support: Ensure office supplies are stocked, coordinate office services such as IT support and equipment maintenance, and manage facilities-related needs.
- Staffing Needs and Workforce Planning: Assist the Executive Office in determining staffing needs and developing recruitment strategies. Coordinate personnel actions such as recruitment, hiring, and onboarding, in line with USAID's staffing requirements and federal guidelines.
- Position Classification and Recruitment: Provide technical advice and guidance on position classification, drafting and reviewing vacancy announcements, and preparing recruitment packages.
- New Hire Onboarding: Facilitate the orientation process for new hires, ensuring they are introduced to USAID policies and procedures. Administer onboarding materials and assist with the processing of new hire paperwork.
- HR Consultation: Serve as a liaison between the Executive Office and the Human Resources Department to address issues related to personnel management, such as performance evaluations, employee relations, and workforce planning.
- Manage communication flow, including memos, reports, and correspondence, to and from the Executive Office, ensuring timely responses and compliance with USAID policies.
- Oversee the implementation and adherence to records management policies, including the proper filing, archiving, and disposal of records in line with USAID and federal regulations.
- Conduct research for reports, special assignments, and briefings, ensuring that findings are accurate, timely, and presented in a clear format for decision-making.
- Support the EXO with office services by coordinating supply orders, office moves, and arranging maintenance or IT support when needed.
- Oversee inventory management, ensuring accountability and compliance with USAID policies regarding property and office supplies.
- Assist the EXO with procurement tasks by preparing and tracking purchase requests, ensuring documentation is complete, and maintaining records in line with USAID policies.
- Budget and Financial Management (10%):
- Support the formulation, tracking, and execution of the Executive Office's budget, ensuring fiscal accountability and compliance with federal regulations.
- Analyze financial reports, monitor expenditures, and provide budget forecasts to ensure financial obligations are met on time. Act as a liaison between the Executive Office and the budget office, resolving financial queries and ensuring fund reprogramming as necessary.
- Ensure that personnel records are maintained in accordance with USAID policies and federal regulations, ensuring confidentiality and data accuracy.
- Assist the Executive Office in the development of internal standard operating procedures to streamline administrative functions.
- Provide advisory services on property accountability, space management, and the security of office supplies and equipment.
Our application process is quick and easy.
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Compensation and benefits are fundamental to any career decision. That’s why at ZemiTek we design our benefits packages to reflect the importance of the work we do for our customers. Our employment benefits include, competitive compensation, health and wellness programs, income protection, paid personal, parental, and medical leave, retirement plans with employer match and immediate vesting, among many other perks.
Qualifications:
- High School Diploma with fourteen (14) years relevant professional adminstrative experience; OR Associates Degree with twelve (12) years of relevant professional administraive experience; OR Bachelor's Degree in Human Resources Management, Business Administration, Public Administration, or related field, with eight (8) years relevant professional administrative experience; OR Master's Degree in a relevant field with three (3) years of experience.
- Experience: Professional-level experience in administrative management, human resources, procurement, records management, and/or contracting.
- Technical Skills: Proficiency in Microsoft Office Suite, Google applications, and document management systems.
- Security Clearance: Active Secret-Level Security Clearance
Preferred:
- Knowledge of USG Administrative Procedures: Familiarity with USG operational, procurement, and human resources systems.
- Contracting Knowledge: Understanding of USG contracting regulations
- Communication Skills: Strong written and oral communication skills, with the ability to interact professionally at all levels.
- Organizational Skills: Demonstrated ability to prioritize tasks, manage multiple projects simultaneously, and work in a fast-paced environment with minimal supervision.
- Attention to Detail: Ability to ensure accuracy in all aspects of work, including records management and financial reporting.
What We Believe:
ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.
ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.
ZemiTek embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.