Struggling to Write a Competency Statement for a Job Application? Let's Discuss!

I am facing the challenge of writing the competencies or motivation statement for the first time. I am very keen on securing this job. I have been working as an admin assistant for almost 2 years, and I believe that I meet all the requirements mentioned. Please review the announcement below. Thank you in advance.

Best regards,

SUMMARY OF KEY DUTIES

Under the overall guidance of the project Chief Technical Advisor and the direct supervision of the Programme Manager, the incumbent will undertake the following duties:

- Undertake a variety of standard secretarial data management functions to support the office's work, such as typing correspondence, scheduling appointments, etc.
- Draft routine correspondence.
- Provide general secretarial and administrative support for meetings, seminars, and workshops.
- Research information and data as requested.
- Manage incoming correspondence.
- Maintain office administrative files and records.
- Keep the training and advisor services database and calendar up-to-date.
- Assist with protocol matters for staff members and their dependents.
- Prepare informal translations and may act as an interpreter.
- Maintain contacts with various stakeholders, including ministries, international buyers, manufacturers, unions, and NGOs.
- Coordinate financial matters with the BFC finance unit.
- Distribute information materials to partners.
- Support BFC promotional activities related to training and advisory services.
- Perform any other job-related duties as necessary.

EDUCATION AND EXPERIENCE

- Completion of secondary school education, supplemented by technical skills and/or university-level courses in related fields.
- At least three years of general clerical work experience, preferably with an international agency.

LANGUAGES

- Excellent command of English and Khmer.
- Knowledge of Chinese would be a valuable asset.

COMPETENCIES

- Ability to use word processing software packages required by the office, with proven typing abilities.
- Knowledge of secretarial and administrative practices and procedures.
- Familiarity with in-house document preparation and file maintenance procedures.
- Proficiency in drafting correspondence.
- Effective communication skills for telephone and in-person inquiries.
- Ability to coordinate with other work units for task completion.
- Skill in evaluating correspondence and inquiries to determine the best course of action.

All applicants must attach their updated CV and a one-page statement addressing how they meet the required competencies. Applications without the competency statement will not be considered for shortlisting.

It is good that the prospective employer has clearly outlined the competencies they are seeking. All you need to do is give examples of or demonstrate how you are already meeting those competencies in your current or past jobs. My suggestion is that you put down the competency required followed by your comment/remark/explanation. I am sharing two examples to help you understand my point.

Ability to reply in an appropriate manner to telephone and in-person inquiries

My immediate boss is on tour for almost 15 days a month, and I attend to all inquiries in his absence. In case information has to be sought from other departments, I coordinate/source the information and revert to the client. If I am unable to give a suitable reply, I seek time and interact with my boss and take action as instructed by him/her.

Ability to obtain services from other work units inside or outside the office for completion of tasks

In my current job, each week I am required to collate the following reports by interacting with Sales/Production/Accounts. Each month-end, I also prepare the mandatory submission to banks and tax authorities, which are dispatched under my boss's signature.

I hope my examples above will enable you to understand how to frame your response and submit the one-page claim demonstrating your competence in meeting the client's specific competency listing.

Best Wishes

Mr. Jacob has given you a good lead on how you should prepare your application. The following may be useful to you. I have provided a possible draft maintaining the same sequence as called for:

Drafting Your Application

My awareness in technical matters is good/average/satisfactory. My typing speed is ... wpm. I can produce a draft free from grammatical mistakes. My experience in handling meetings, seminars, etc., is good/average/satisfactory. I often browse to gather information on various topics. I am accustomed to...

Regards,
V. Raghunathan