Senior Administrative Assistant

Responsibilities

• Manage and monitor a large and diversified volume of complex mail and email correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention;
• Provide information and guidance to recently arrived International Staff when required;
• Arrange appointments and duty travels for the CoM and receive visitors; place and screen telephone calls and respond to routine requests for information;
• Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
• Coordinate the preparation of documents, ensuring adherence to standards. Review and adjust format/style as needed. Respond to inquiries and draft non-routine responses. Coordinate sensitive inquiries with supervisors. Additionally, proofread and format for accuracy and adherence to standards, including grammar and punctuation;
• Coordinate, monitor, and facilitate the processing of global G4 visa requests for staff members traveling on duty to the United States. This includes tasks such as drafting letters of accreditation, reaching out to US consulates overseas, and creating comprehensive guidelines to support staff throughout the process
• Oversee the visa application process for local staff members traveling abroad from Washington DC. This entails coordinating with consulates to gather comprehensive information on visa requirements and procedures, ensuring compliance with relevant regulations, and providing guidance and support to staff throughout the application process
• Supervise the assistance provided to staff members regarding G4 visa renewal applications, as well as their family members’ Employment Authorization Request and Social Security application processes by developing and keeping up to date comprehensive guidelines outlining the step-by-step procedures for staff members to follow when applying for G4 visa renewals, as well as for their family members’ Employment Authorization Requests and Social Security applications. Provide training and support to staff members to ensure they understand and can effectively utilize the guidelines
• Oversee the registration and deregistration of all United States staff members with the Office of Foreign Missions (OFM), creating and maintaining a comprehensive tracker system for start dates, end dates, assigned IDs, change of addresses, positions, among other pertinent details. Additionally, ensure timely distribution of all updates received from the Office of Foreign Missions (OFM) to relevant staff members for their awareness and compliance.
• Oversee the process of making hotel reservations and issuing letters of invitation for visitors, consultants, or staff arriving at the mission on STA when required. Ensure completeness of files and records for all issued travel authorizations with adequate supporting documents. Maintain comprehensive trackers of all requests to ensure accountability and efficiency in the reservation and payment process.
• Establish internal procedures and tracking systems for correspondence and other documents such as letters of invitation, letters of accreditation, Verification of Employment for International Staff. Additionally, the incumbent is responsible for creating any guidelines and tracking systems for any other administrative processes in the office to ensure efficiency, accuracy, and compliance by adapting service provision to meet changing needs and solve operational problems as required;