US Embassy Tanzania Administrative Assistant

The US Embassy is seeking an individual for the position of Administrative Assistant at the Centers for Disease Control and Prevention.

BASIC FUNCTION OF POSITION

This position serves under the supervision of the Administrative Manager as an Administrative Assistant for CDC-Tanzania and performs general administrative duties. Additionally, the incumbent has the responsibility of maintaining the administrative filing system by, coordinating and documenting all personnel related activities of CDC Tanzania.

MAJOR DUTIES AND RESPONSIBILITIES

Time and Attendance

20%

1. Manage the WIN-TA Time and Attendance System for nearly 50 CDC Locally Engaged (LE) staff according to Embassy regulations and Human Resource policies.

2. Know the data codes and appropriate use for all time and attendance data entry into the WIN-TA system: Annual leave, sick leave, restored leave, leave without pay, overtime, comp time worked, comp time used, and holiday pay.

3. Maintain all hard-copy supervisor approvals for leave, and ensure accurate data entry for the reporting of Sick Time, Duty Travel.

4. Update and maintain all leave, personnel, and time and attendance records, coordinate supervisor approvals (as necessary) and certifying officer signatures for the timely submission of CDC time and attendance records to US Embassy Human Resources Department on a bi-monthly basis.

5. Serve as a point of contact with the US Embassy’s Human Resources Office for Time & Attendance.

Travel Support

20%

When Travel Specialist is out or volume of travel merits additional assistance, provide back-up support as needed:

1. Ensure that travel requests are fully documented with details and meet USG and CDC travel requirements before forwarding to the Deputy Director for approval.

2. Enter and manage all travel arrangements and approvals in the e2 Department of State Travel System.

3. Make flight bookings according to the travel request both locally and internationally for travelers.

4. Prepare a packet for travelers with tickets, itinerary, booking confirmation numbers and other information required by travelers.

5. Reconfirm bookings and tickets for TDY visitors, assist with requests for other travel information as necessary and liaise with the CDC Atlanta travel coordinator to assure compliance with CDC standards and procedures. Assure the inclusion of trip reports with the voucher reimbursement process as dictated by CDC Policy.

Work Permits

10%

1. Assist fellows on the process of obtaining new or renewal of work permits.

2. Coordinate the submission of required paperwork by gathering documentation from staff, and drafting official correspondence to the United Republic of Tanzania (URT) authorities for work permit applications and renewals. Liaise with appropriate authorities at the Ministry of Health and Social Welfare and the Ministry of Foreign Affairs to clarify documentation, request status, and track work permit process.

Records Management

10%

1. Maintain up-to-date administrative filing systems for all CDC personnel hiring mechanisms (Direct Hire, LES, Contractor and long-term Fellowships). Ensure that documentation is filed according to HHS Records Management standards and established CDC File Management plans for both hard-copy and electronic records.

General Administration

40%

1. Mail - Date stamp, track and distribute all incoming and out-going mail and parcels. Ensure that all CDC official incoming mails are distributed to the respective staff in a timely manner. Maintain an office register/dispatch book for all incoming and outgoing mails. Work with Security Coordinator to implement any necessary security or screening systems for incoming mail.

2. Supply Room Management – Maintain stock of expendable office supplies by managing inventory and coordinating orders of additional stock with CDC Procurement Specialist. Schedule with vendor, the order and delivery of potable water in order to maintain a good stock level of water in the building at all time.

3. Back-up Reception & Motor Pool Coordination
   – Perform back-up duties for CDC Front Office receptionist when needed: - Receive visitors and ensuring escorts to appropriate offices within the building.
   - Manage telephone switchboard, answer all incoming calls and transfer to appropriate staff.
   - Coordinate drivers for vehicle requests from CDC staff, TDY staff and consultants with motor pool staff at US Embassy.
   - Communicate with staff on all vehicle arrangements and enforce USG vehicle use policy at all times.
   - Perform other duties as assigned by the supervisor.

4. Back-up: Executive Assistant
   – Perform back-up duties for CDC Country Director, Deputy Director and Associate Director of programs when needed
   - Provide administrative assistance for the CDC Country Director and Deputy Director in the absence of the CDC Executive Assistant.
   - Take minutes during Senior Staff meeting and other meetings as needed.

5. Backup: Workforce Development Coordinator – Perform back-up duties when needed
   - Provide support on Human Resources issues when needed
   - OBS Training systems updates
   - Provide information when needed on staffing, org charts, recruitment etc
   - Remind supervisors on EPR and WDP when needed.

6. Backup: Procurement Assistant – Perform back-up duties when needed - Provide support on Procurement issues when needed
   - Tracks the status of our CDC requisitions through Embassy and communicate to the requesting units.
   - Work with Embassy Procurement unit on CDC procurement requirements.

7. Other Support:
   - Provide secretarial support to administrative team as needed.

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 and at least one year of advanced studies in administration, secretarial school, data entry, or related field is required (or a mixture of classroom training and on-the-job training for one year) is required.
2. Prior Work Experience: Minimum of two years of administrative or secretarial experience in the US Government or an international organization is required.
3. Post Entry Training: On the job training for specific CDC and US Government procedures will be provided as needed, the incumbent may receive CDC-sponsored training in formal courses related to the duties and the responsibilities of the position.
4. Language proficiency: Level IV English and Kiswahili (speaking, reading and writing) is required.
5. Knowledge: The incumbent mush have a thorough knowledge of all aspects of administrative and office support processes, including secretarial support for professional staff, procurement, arranging and processing travel support, coordination of motor pool support, and procedures for processing personnel actions and minutes recording. In addition, the job holder must be thoroughly familiar with CDC and US Government administrative policies and procedures and the structure and function of CDC Tanzania. The incumbent must also be familiar with the Government of Tanzania operating environment as well as Tanzania business environment to effectively perform the duties and responsibilities of the position.
6. Skills and Abilities: The incumbent must possess excellent interpersonal, communication, organizational and writing skills. Must be proficient in operating office machines such as copies, shredder and fax and must be proficient with Microsoft word , excel, power-point and other Microsoft 2010 applications. Must be able to effectively interact with internal stall and external clients at all levels and individuals from diverse cultural backgrounds.

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). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; 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.

3A. 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.

A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References

SUBMIT APPLICATION TO

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

POINT OF CONTACT

Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726

CLOSING DATE OF THE POSITION: September 6, 2012