Closing Date of The Position: September 26, 2012
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The U.S. Embassy in Dar es Salaam is seeking for an individual for the position of Mailroom Supervisor in the Information Programs Center.
BASIC FUNCTION OF POSITION
Directly supervises the mission mail room, Reproduction room, and switchboard, supporting entire mission staff. Directly supervises five Locally Employed Staff. The mailroom supervisor is an occasional money holder of up to USD 1,000 used in making payments for daily pouch and Diplomatic post office (DPO) mail handling charges. Provides logistical support for DPO operation.
MAJOR DUTIES AND RESPONSIBILITIES
| Mailroom Operations | 50% |
Supervise the receipt and distribution of the Diplomatic pouches from the airport. Uses the intergrated logistic Management system diplomatic pouch and mail module (ILMS-DPM) to acknowledge receipt of inbound pouches, and to record and print out accountable item reports. Supervises the unloading of pouches from mail trucks and opening diplomatic pouches. Ensures the mail is adequatedly staffed at all times to accurately sort and distribute mail within ICASS standards of timeliness. Ensures misrouted or unknown addressee mail is handled appropriately and promptly. Ensures proper security screening of local mail in the outer mailroom for biological, chemical and other hazards. Supervises the preparation for processing of outbound pouch shipments through ILMS application. Coordinates with the Motor pool to ensure transportation is available for pick up and dispatch of pouch shipments. Coordinates with clearing and forwarding agents. Controls access to all limited access areas and ensures that only authorized personnel have access to the mailroom and mail documents. Ensures the proper tracking, logging and numbering diplomatic notes. Coordinates with local customs, airport customs and local official to ensure proper delivery and handling of mail. Coordinates with express mail service officials to ensure the delivery of express mail.
| Reproduction room | 15% |
Ensures the reproduction room is staffed during business hours and that print and binding jobs are completed within ICAS standards of timeliness and professionalism. Ensures reproduction supplies are on hand to prevent equipment downtime. Ensures preventative maintenance is performed on all equipment on schedule. Ensures that reproduction room personnel are fully trained in the operation of all reproduction room equipment. Ensures that faxes are sent, received and distributed in accordance with standards for timeliness.
| Switchboard Operations | 15% |
Ensures that all switchboard is staffed at all times for expanded business hours. Ensures the switchboard staff is properly trained to interact with the public and employees in a professional manner. Ensures the switchboard staff is professionally in appearance and attire. Ensures the switchboard staff answers phone calls within three rings and correctly identifies the correct customer (USAID or DOS) to the caller. Ensures that calls are routed with a high degree of accuracy in accordance with ICASS standards.
| Supervisory Responsibility | 10% |
Attends information program center or other staff meeting as necessary. Ensures that employees under his/her supervision are properly trained and perform within satisfactory or better standards. Ensures that position descriptions are up to date and evaluations are completed within deadlines. Is responsible for ensuring work areas are well maintained and within safety standards. Ensures equipments and supplies are procures and available to provide continuous support to mission customers. Coordinate with other offices and agency mailrooms to ensure mail is picked up in a timely manner.
| IRM Support | 10% |
Performs other duties within the IRM section as assigned by the Information Manager Officer.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- Education: Completion of Secondary School (Form IV) is required.
- Prior Work Experience: Minimum one to two years in administration or government duties is required. Should have at least one year in mail service organizations or a company Mailroom.
- Language proficiency: Level III Good working knowledge (writing, reading and speaking) in English and Level IV Fluent (writing, reading and speaking) in Swahili is required.
- Knowledge: Knowledge of local postal, Customs, airport, and express service regulations and operations. Must understand professional switchboard operations. Must learn DoS supervisory practices, such as employee counseling and evaluation procedures. Must understand security procedure relating to mail and telephone operations. Must learn ILMS-DPM software application. Should understand switchboard operations and operation of copier and fax machines.
- Skills and Abilities: Must be able to use common computer software such as e-mail, word- processing, and spreadsheet applications. Must have supervisory and management abilities and be able to conduct training for subordinates. Must be able to communicate effectively with supervisor, subordinates, customers, and supporting offices. Driving skills required to drive mailroom light truck. Must have driving license class B&D.
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:
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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
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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
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A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
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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.
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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 26, 2012
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