Office Assistant - G06 Job Washington area,District of Columbia USA,Administrative/Clerical

Grade:

G06

Type of Appointment:

Series A - Short Term

Duration of

Contract:

12 months

Announcement Number:

EO/11/26

Job Family:

Democracy and Governance

Job Category:

General Services

Recruitment Type:

External

Employment

Schedule:

Publication Date:

2/11/26

Closing Date:

2/25/26

Basic Salary::

US $63,826

Post Adjustment::

N/A

Duties and responsibilities:

This is a highly skilled, semi-professional work in administrative, technical and program functions.

Note:

these responsibilities and expected results are standardized, and are not necessarily performed by all staff members sharing this job title):

Ensure the smooth running of the office; coordinating work activities with other support staff in consultation with their respective supervisor.
Ensure that target dates and deadlines are met, reminding professional and support staff of such, to ensure that correspondence and queries are responded to in a timely manner, as well as verifying that outgoing correspondence is presented in accordance to the GS/OAS style and quality standards, checking language, grammar and accuracy prior to submitting for signature and clearance as appropriate; ensuring that technical reports and documents are in line with to the OAS standards, rules, practices and procedures, editing and correcting them, as necessary.
Perform secretarial duties, including, but not limited to, drafting general or administrative correspondence on own initiative or on the basis of instructions, to finalize correspondence/reports; prepare letters and Memoranda of Agreement, purchase orders, contracts, etc. which include, but is not limited to, monitoring their completion and following-up on payment; liaising with the Assistant to the Secretary/Director, as appropriate; analyzing incoming correspondence and requests in the light of background material, instructions, policies and precedents;

researching, obtaining and attaching background information in anticipation of the supervisors' and other professional staff members' needs, or redirecting them as appropriate; identifying and highlighting incoming documents and background information, those areas requiring action by professional staff members, and drawing their attention to specific items and deadlines.
Request information from various areas of work within and outside the Secretariat / Department, programs, agencies and institutions to facilitate action independently or as instructed.
On a regular basis and in a timely manner maintain, and/or ensure the maintenance of, the area of work's filing system, ensuring that all technical documents are available; controlling access to confidential documents, and obtaining relevant documents as required.
Type documents, tabular materials and prepare presentations using Power Point and other software packages on own initiative or on the basis of instructions.
Organize and/or oversee the organization meetings, workshops, seminars, etc. which includes but is not limited to drafting agendas, lists of participants, letters of invitation, ensuring that briefings and participants' files are prepared and readily available, meeting room are reserved, travel arrangements and reservations processed in due time, etc; attending meetings to take notes and drafting minutes when required; during meetings, to provide or ensure that secretarial support is available.
Screen and receive visitors and telephone calls with tact and discretion; making appointments, answering queries and/or redirecting visitors/callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
Within the delegated authority, enter and check that data and documents concerning budget and financial matters are up-to-date, ensuring that expenditure codes are valid and funds available.
Perform other related duties as assigned, including replacing and backstopping for others.

•
qualifications:

Education & Experience:

Essential: High school or technical/commercial training and seven years of relevant experience in similar positions OR advanced training and five years of relevant experience.

Desirable: Experience in the OAS or knowledge of its rules, regulations, and administrative…


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