Administrative Assistant

Social Solutions International, Inc. - Crystal City, VA3.8

30+ days agoFull-time
Social Solutions International, Inc. is a woman and minority-owned company. Social Solutions emphasizes quality research and evaluation, training and technical assistance, and institutional support services. We are a mission-driven organization that believes that superior science can improve the world. Social Solutions is dedicated to the creation of social and health solutions to improve the welfare of underserved populations worldwide.

The United States Agency for International Development (USAID) has contracted through Social Solutions International to recruit and hire qualified individuals for the following position:

Administrative Assistant

USAID/GH/OHA/Budget and Operations Division

Application Deadline: August 24, 2018


The Administrative Assistant provides support to technical staff, performing a variety of both routine and complex administrative duties that are critical to the functioning of the Budget and Operations Division (BOD). These duties range from basic office tasks such as answering telephones, responding to emails, maintaining electronic and paper files, managing meeting logistics, and managing formal correspondence to more complex tasks such as researching and summarizing information contained in files, reporting back on meetings, and providing input and assistance on special projects.

The Office of HIV/AIDS (GH/OHA) has overarching responsibility for the full range of USAID’s HIV/AIDS programs and serves as the Agency’s lead office for implementing the interagency President’s Emergency Plan for AIDS Relief (PEPFAR). GH/OHA’s primary functions are to provide strategic direction, technical leadership, and support to field programs, and to effectively manage headquarters programs devoted to ending the global HIV/AIDS epidemic. As a lead partner in the PEPFAR interagency process, GH/OHA makes decisions concerning the strategic allocation of financial and human resources in the sector and provides leadership in designing, implementing, monitoring, and evaluating HIV/AIDS programs

To perform this job successfully, the Administrative Assistant must develop a working knowledge of USAID policies and guidelines. The Assistant must rank tasks in order of importance and impending deadlines and handle several tasks simultaneously. This position has potential for on-the-job professional development and training.

Maintains calendars and schedules appointments for the Division Chief based on the knowledge of his or her activities, regularly scheduled meetings, and ad hoc

Schedules regular and ad hoc meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment and assembling background and informational

Assists with other meeting logistics, including taking notes for regularly scheduled and ad hoc

Receives and directs telephone calls and inquiries to appropriate staff

Assists with special projects (some requiring research or training).

Completes electronic country clearances on behalf of USAID-funded travelers

Receives and controls incoming actions, ensuring compliance with deadlines. Sorts and distributes correspondence and other

Maintains subject and project files of correspondence, program documents, and Prepares files for storage or destruction, as appropriate.

Assists in the preparation of various correspondence and cables, such as action memos, waivers, and program documents, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.

Routes communications, including clearance of official correspondence and cables, with Regional Bureaus and other offices and divisions and responds to routine requests for

Provides phone, IT/technical and other appropriate backstopping support to assist the Division, the Office, and the Bureau on an as-needed

Receives and escorts

Prepares mailings, including both packages and official letters, on behalf of staff to external

Coordinates and performs monthly mass mailings to USAID Missions and other contacts from USAID

Assists with the onboarding of new Division staff, including coordinating paperwork and technology needs of new staff as well as familiarizing new staff members with the office standards and

Maintains leave, travel, and training

Maintains information databases and files on behalf of the

Maintains electronic and paper files and photocopies, faxes and scans

Provides back-up support to other support staff in the Office as needed
The position requires a high school diploma and at least 3 years of professional office experience; an undergraduate degree is preferred. Applicants must be proficient in Microsoft Word, PowerPoint, and Excel as well as in the full Google suite of applications. Applicants must be comfortable learning new technology and databases. Candidates must be willing to work full- time. U.S. citizenship is required. A Secret security clearance is required and must be obtained. Must be willing to travel internationally.

Security Clearance Requested: SECRET


Oral and written communications skills and the ability to read, analyze, and interpret general information is critical. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public is necessary.




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Assistant will work in a fast-paced environment in an active office. Work is typically performed in a climate-controlled office setting, but may require travel to developing regions, which can entail long flights and occasionally hazardous conditions.

Social Solutions International offer competitive salaries and comprehensive benefits. Please submit your resume online at

Social Solutions is an Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, sexual orientation, gender identity or any other characteristic protected by law.