Management Specialist - USAID Armenia - Yerevan

JOB RESPONSIBILITIES:
General Administrative Functions – 40%
- Coordinate and ensure that General Services Office (GSO) support services are in accordance with established ICASS policies and practices. Serve as the principle liaison with the Embassy ICASS GSO service provider to monitor work in progress, in order to ensure that the end product meets quality control standards;
- Monitor procurement and maintenance requests to ensure that costs are within Operational Expense (OE) and program budgets, and support ICASS cost reduction;
- Assist and ensure that residential and building maintenance and make-ready preparations are completed on time and within budget;
- Be responsible for the accurate receipt, distribution and inventory control of Expendable Property (EXP) upon receipt in USAID. Monitor USAID property distribution, in order to initiate procurements to meet Mission requirements for Non-Expendable Property (NXP). Prepare all required reports for submission to USAID/Washington;
- Ensure that the Mission Director Chauffeur’s vehicle is maintained in good and safe working condition, preventative maintenance procedures are followed and facilitate annual procurement/ receipt of chauffeur uniform and agency training requirement;
- Develop, draft and implement internal USAID policies, procedures and operational notices for general services related activities;
- Assist in administering the Mission safety and security program.

Human Resources – 30%
- Monitor and track due dates for timely submission of Cooperating Country National Personal Services Contract (CCNPSC) evaluation reports to ICASS Human Resources Office. Work with the Mission Director and Deputy Mission Director on the timely completion and delivery of the U.S. Direct Hire Foreign Service Annual Evaluation process;
- Administer and manage the internal USAID staff training process; serve as a non-voting member of the Mission Training Committee;
- Administer and manage the USAID internal awards review process; review nomination forms to ensure compliance with USAID procedures, ensure required approvals/ signatures are present, and ensure that all awards nominations are properly documented and submitted in a timely manner to the ICASS HRO;
- Facilitate the completion and timely submission of Emergency Locator and Information Sheets for all USAID employees ensuring onward distribution to either USAID/Washington HR or the ICASS HRO; establish and maintain individual working personnel files for U.S. Direct Hire (USDH) Foreign Service staff in accordance with Agency specific guidance;
- Prepare all required USDH and United States Personal Services Contract personnel reports for USAID/Washington as required. Maintain and update various USAID specific personnel lists;
- Monitor arrival dates, R&R, shortened or lengthened tours and home leave for USDH, USPSC and TCNPSC (Thirst Country National Personal Services Contract) employees. Prepare Agency required arrival/ departure cables for USDH employees;
- Ensure that new and departing staff receives USAID specific check-in/ check-out forms, and that staff comply with arrival/ departure requirements.

Other Management Duties – 30%
- Develop and draft internal management systems, policies and correspondence related to areas of responsibility;
- Develop the annual Mission OE budget and procurement plan with assistance from the Mission Controller;
- Supervise the Management Office's Administrative Assistant who is responsible for the Mission's Communications and Records functions;
- Perform other duties as assigned or required in direct support of the overall Mission’s goals and objectives.

REQUIRED QUALIFICATIONS:
- University degree in Economics, Business Management, Business Administration, Marketing, Law or Political Science;
- 6 to 10 years of progressively responsible experience in two or more areas of administrative management: Personnel, General Services, Property Management, Budget planning. At least 2 years of this experience with a USG Agency, a medium to large private company and/ or recognized international organization(s);
- At least one year of prior supervisory experience;
- Level IV (fluent) written and oral proficiency in English and Armenian languages;
- Level III (good working knowledge) written and oral proficiency in Russian language;
- Thorough knowledge of procedures involving inventory control and accountability, vehicle maintenance, physical security for building operations, budgeting and specific knowledge of USG travel regulations;
- Working knowledge of Human Resource Management and applicable Communications and Records regulations sufficient to perform the functions of the position;
- Actual experience in, and working knowledge of basic functions in the Microsoft Office portfolio, including Word, Outlook, etc.;
- Ability to analyze various reports and information generated by the ICASS provider;
- Ability to work effectively in a team environment and adapt to the existing work environment;
- Excellent interpersonal and communication skills, tact and diplomacy to effectively provide services to a diverse and often times demanding clientele;
- Ability to prioritize work schedules based on an evaluation of rapidly changing Mission support requirements; to recognize the full range and complexities of the overall Mission General Services (GSO) and personnel operations and make sound and prudent decisions combined with good financial management skills to forecast budgets and report on budget expenditures;
- Attention to detail, strong focus and commitment to "customer service" and good financial management skills are essential attributes;
- Demonstrated proficiency in using the latest computer technology to include, but not limited to: word-processing, spreadsheets, databases, and other computer programs such as Excel, Info Forms, PowerPoint, etc.

APPLICATION PROCEDURES:
Interested candidates must submit a complete OF 612, Optional Application for Federal Employment. In addition applicants may also attach a resume or CV. Application forms are available in the Human Resources of the U.S. Embassy. Completed application forms must be deposited in the Application Box located at the U.S. Embassy, 1 American Avenue, Yerevan, not later than close of business September 4, 2009. Alternatively, you can e-mail your OF 612, Optional Application for Federal Employment and resume to: yerevanvacancies@state.gov or apply online through www.usa.am .