U S EMBASSY Administrative/Financial Assistant (Temporary)

Closing Date of The Position: February 14, 2013

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 temporary position of Administrative/Financial Assistant at the President's Emergency Plan For Aids Relief (PEPFAR) office.

This is a temporary position from April 2013 to August 2013.

BASIC FUNCTION OF POSITION

This is a senior level administrative support position. The Administrative Assistant will report to the PEPFAR Country Coordinator and be responsible for day-to-day functioning as well as PEPFAR and MCC RCM information flow within the office, interagency communications, logistics for meetings/conferences and travel, and numerous interagency assignments and processes.

MAJOR DUTIES AND RESPONSIBILITIES
The incumbent will support the Coordinator and Deputy Coordinator on various aspects of office management in the following areas:

Administrative organization:

50%

Manage information flow in and out of the PEPFAR Coordination Office (PCO), the interagency PEPFAR team and the MCC RCM:

• screening telephone calls and visitors;
• receiving and controlling incoming correspondence, including routing unsolicited proposals related to HIV and AIDS to the appropriate office or agency;
• preparing and finalizing office correspondence (e.g. letters, memos, cables, reports, forms);
• preparing agendas and minutes for weekly management meetings;
• locating and assembling information for reports and briefings;
• maintaining up-to-date interagency working group lists and partner contact distribution lists.
• Processes After-hour Access Requests, Visditor Access Requests and meets, escorts and orients visitors.

Execute tasks to support the day-to-day functioning of the PCO and the MCC RCM:

• maintaining stock of office supplies and liaising with GSO for necessary repairs;
• preparing time and attendance sheets;
• arranging travel, both within and outside of Dar es Salaam, and preparing associated documentation;
• facilitating logistical assistance for staff on Temporary Duty (TDY);
• maintaining up-to-date calendars and sharing these with the relevant RCO or MCC team members.

Coordinate administrative and logistical needs for external PEPFAR conferences, events and meetings and similar MCC functions:

• acquiring proforma invoices and verifying all relevant expenses are captured
• communicating with Budget & Fiscal to confirm availability of funds and ensure payment post-activity
• assuring coverage of audiovisual and internet needs, meals and refreshments, and participant materials
• assisting with guests list and participant contact

Budget monitoring and analysis:

30%

Support the PCO and MCC RCM on all aspects of budgeting:

• Establish and maintain a tracking process to monitor PEPFAR funds flowing through the Department of State in order to provide regular budget and financial analyses.
• Maintain up-to-date database and reports on the status of PEPFAR/Tanzania’s HIV/AIDS budget, analyze budget requirements, and prepare relevant documents, together with the PEPFAR Country Coordinator, Deputy Coordinator, and/or Budget/Fiscal Analyst.
• Convene monthly meetings to communicate budget updates.

Program support:

20%

Perform data collection and entry to:

• Assist the PCO with submissions required by the USG Mission in Tanzania or the U.S. Office of the Global AIDS Coordinator including but not limited to the country operational plan, semi-annual, and annual program results reports.
• Support other USG offices, including but not limited to the other PEPFAR implementing agencies, the Front Office, Budget & Fiscal and MCC, in processes that contribute to effective program management of PEPFAR/Tanzania and the MCC Compact

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

1. Education: Completion of a Bachelor of Arts degree in Business or Accounting is required.
2. Prior Work Experience: Four years of relevant professional experience in financial administration. Experience in meeting and conference logistics.
3. Post Entry Training: N/A
4. Language Proficiency: Level III (good working knowledge) in English (speaking, reading and writing) is required.
5. Knowledge: Experience in working with the US Government administrative procedures. Working understanding of PEPFAR and/or one of the US Government implementing agencies. Experience with communicating with government offices and other local stakeholders.
6. Skills and Abilities: Familiarity with Microsoft Office package or related software. Basic accounting techniques.

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: February 14, 2013