Job Description
The U.S. Mission in Kuwait is seeking one eligible and qualified applicant for the position of an Administrative Assistant in the U.S. Corps of Engineers (COE).
Acts as the Administrative Assistant to the Area/Resident Engineer. The Administrative Assistant’s responsibilities include all procurement and timely delivery of materials to the Kuwait Project management office, reviewing correspondence, timekeeping, vehicle coordination and issuance, incoming personnel sponsorship, contractor’s base access coordinator, supply ordering and tracking, PPE ordering and tracking, FSN contractor’s payroll, among others. Duties assigned to this position are designed to:
Provides orientation, training, and familiarization with the work processes of Administrative Assistant’s
Reinforces and supplements previous experience and educatio
Allows the trainee to carry out progressively difficult and responsible tasks
Duties and Responsibilities
Your main responsibilities in this role include the following:
Administrative work: Coordinates administrative operations and handles administrative requests and queries from senior managers. Acts as a key liaison between the U.S. Army Corps of Engineers and the U.S. Embassy in Kuwait. Ensured that the Embassy received notifications of incoming personnel, guided employees through the in-processing, ensured that appropriate housing was coordinated through the embassy, and ensured that FSN employees were promptly hired as required by the workload of the Area office.
Timekeeping: Ensures time is entered correctly and accurately in USACE Time management system “CEFMS”. Performs required follow-up with staff to ensure timely processing of documents. Acts as the point of contact for civilian payroll and timekeeping. Research budget variance and follow up to resolve issues.
Administrative files: Establishes and maintains office technical and administrative files in accordance with applicable regulations. Maintains the office reference material consisting of directives, regulatory guidance and publications. Composes non-technical written correspondence from a short phrase or idea, verbal instruction or rough notes.
Data Entry and processing: Independently Prepares a variety of materials using a computer wherein the work requires competitive level proficiency in typing as well as knowledge of office hardware and software systems. Materials produced include correspondence, technical reports, briefings, tables, and forms. Uses automated data processing equipment and off-the-shelf software programs such as Microsoft Outlook, Word, Excel and Power Point to prepare, in final form, a variety of narrative and tabular materials such as correspondence, reports, charts, graphics, regulations, staff studies, flyers, brochures and other handouts. Ensures documents meet criteria contained in administrative guidance and checks for correct format, grammar, spelling, punctuation, capitalization, etc. prior to releasing document for signature and/or distribution. Responsible to maintaining appropriate filing systems.
Scheduling: Responsible for Schedule and maintains calendar of appointments, meetings, taking detailed minutes, travel itineraries, and coordinate related arrangements. Act as a liaison between the department and external groups. Generates and provides reports to office management staff as well as CONUS headquarters elements. Provides administrative support to Kuwait Resident Office during site visits by the planning and design teams. Performs other duties as assigned.
Organizational and communication skills: Possess strong organizational skills and work ethic, and have excellent communication skills in English language and preferably in the host nation language. Ability to multi-task and perform as a key member of this team are necessary to succeed in this position, vehicle coordination and issuance, incoming personnel sponsorship, contractor’s base access coordinator.
Procurement and Logistics: Must have experience processing invoices, placing orders and tracking it. Pick up office and staff mail.
Job Requirements
Completion of High School education is required
Three years of Administrative and clerical experience in a large company
Level III Good Working Knowledge Reading/Speaking/Writing English and Arabic.
Language skills will be tested.
Must have a basic understanding of office setup. Employee should be able to understand filing process, dealing with customer and clients, office staff, inventory, office supplies, time keeping, and staff training coordination.
Must be able to prepare written reports in English. Motivated, self-starter, And the ability to use MS word and excel, must be well-organized
Must have excellent interpersonal skills and be able to handle large workload and multiple tasks.
Job Details
Company/Organization: U.S. Embassy in Kuwait
Employment Type: Full-time Job
Job Location: Kuwait City, Kuwait
Salary/Compensation: KWD 12,935 - 19,071
Application Deadline: N/A
