Secretary - American Embassy Tanzania

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking an individual for the position of Secretary in General Services Section.

BASIC FUNCTION OF POSITION

Serves as the General Services Secretary for the General Services Officer and provides customer service and time management to the entire GSO section.

MAJOR DUTIES AND RESPONSIBILITIES

Drafts various correspondence, documents, cables, memos, and ensuring proper distribution, delivery and/or follow-up. Makes invitation cards and business cards. Provides all Administrative services assigned by the GSO and A/GSO. Receives and controls incoming correspondence and communication. Dispatches outgoing correspondence and reports. Writes and formats non - technical letters of acknowledgement, prepares time and attendance reports for GSO section and maintains leave records for Direct Hire and Personal Service Agreement personnel.

30%

Serves as Sub-Cashier, an Accountable officer, responsible for the control, management safekeeping of a cash advance of USD 9,000 received from the Class B Cashier for petty and emergence cash purchases. Accounts for receipts/cash sales/invoices and ensures that they reconcile with cash at hand at any particular moment. Manages cash advances in the way that no secondary advance is issued before the previous one is liquidated. In the course of daily transactions with his/her customers, educates them on accountability of USG funds when in their hands. Ensures smooth running "money-wise", of the GSO section and that there be no occasions of cash unavailability. Maintains clear records of all documentation involved; ready for cash audit/count by the AM SPV or FMO. Liquidates receipts with the principal Class B Cashier.

25%

Handles incoming and outgoing GSO correspondence, ensuring proper assignment, prioritizing and distribution within GSO section. Keeping schedules for GSO and A/GSO and serves as office receptionist for the General Services Office. Acts as the initial coordinator for all visitors to the GSO Section by assigning the contact person for the visitor and ensuring appropriate appointments, programs and/or schedules for the visitor.

25%

Serves as a liaison for embassy personnel with other GSO units, including Shipping, Motorpool, Travel, Housing, Warehouse and Procurement. Keeps the GSO informed on all issues and developments within embassy operations, and depending upon the importance and/or sensitivity of the matter, decides whether to direct action to a specific office or individual or bring it to the attention of the GSO.

10%

Serves as back-up for Customer Service Representative: Receives telephone and written requests from offices and occupants of government- owned or leased residential properties. Follows up on e-services requests as needed.

5%

Files all cables and correspondence, using U.S. Government TAGS system and periodically checks to ensure quick and reliable retrievability.

5%

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education: Completion of Secondary School (form IV), secretarial diploma and office practice is required.





2. Prior experience: One year of experience in managerial/secretarial related work.





3. Language proficiency: Level III (good working knowledge) of English and Level IV in Kiswahili both in writing and speaking is required.





4. Knowledge: Must have minimum knowledge of procurement procedures, general office/Embassy procedures and have thorough understanding of Department procedures.





5. Skills and Abilities: Level III typing ability (45 words per minute) is required. Proficiency in operating Word Processing and other MS office applications.

SELECTION PROCESS

When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174); or




2. A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or




3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus




4. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.




5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.

If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.

1. Position Title

2. Position Grade

3. Vacancy Announcement Number (if known)

4. Dates Available for Work

5. First, Middle, & Last Names as well as any other names used

6. Date and Place of Birth

7. Current Address, Day, Evening, and Cell phone numbers

8. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)

9. U.S. Social Security Number and/or Identification Number

10. Eligibility to work in the country (Yes or No)

11. Special Accommodations the Mission needs to provide

12. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type

13. Days available to work

14. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)

15. U.S. Eligible Family Member and Veterans Hiring Preference

16. Education

17. License, Skills, Training, Membership, & Recognition

18. Language Skills

19. Work Experience

20. References

SUBMIT APPLICATION TO

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam

POINT OF CONTACT

Telephone: 2294000, Ext: 4137/4148/4233/4024
Fax: 2668321 or 2668238

The US Mission in Tanzania provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

Only shortlisted candidates will be contacted

CLOSING DATE OF THE POSITION: TBA