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 Administrative Assistant at the Centers for Disease Control and Prevention.
BASIC FUNCTION OF POSITION
The incumbent serves as the Executive Administrative Assistant for the CDC Country Director, Deputy County Country and Associate Director of Programs and performs a full range of critical, complex, and independent administrative duties for executive management and technical advisors as assigned by the Executive Office. Serves as primary point of contact for individuals visiting the Executive Office.
MAJOR DUTIES AND RESPONSIBILITIES:
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
The incumbent serves as the Executive Administrative Assistant for the CDC Country Director, Deputy County Country and Associate Director of Programs and performs a full range of critical, complex, and independent administrative duties for executive management and technical advisors as assigned by the Executive Office. Serves as primary point of contact for individuals visiting the Executive Office.
MAJOR DUTIES AND RESPONSIBILITIES:
Executive Assistance and Administrative Support:
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40%
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- Work with Senior Staff and Country Director or her/his designee when s/he is out of the office to coordinate complex agenda and written information items for weekly Senior Staff, All Managers, All Hands Meetings, or any other meeting as per request from executive management. Assume prime responsibility for identifying and coordinating logistics associated with fulfilling the agendas, such as scheduling, information technology support, guest speakers, and facilitating virtual participants. As a recognized focal point for administrative issues in the organization, the Executive Assistant is an active participant of these meetings as appropriate. S/he must fully understand the discussions, which may be of a technical nature and how they are reflected in the minutes, seek clarification if needed, and extract tasks required for action. Following meetings, take the lead to ensure necessary follow-up, timely responses and closure on all action items.
- Relay instructions and policy guidance from the CDC Director, Deputy Director and Associate Director of Programs to staff on technical and administrative issues; follow-up on staff assigned work to assure that deliverables are completed on schedule.
- Drafts various correspondence, documents, memos and announcements ensuring proper distribution, delivery and/or follow-up for the Director or Deputy Country Director or Associate Director of Programs and handle sensitive documents, etc.
- Handles incoming and outgoing administrative correspondence (especially sensitive or urgent issues and requests) ensuring proper assignment, prioritizing and distribution within the Program. Distribute mail among executive managements.
- Arrange international and in-country official travels for CDC Director, Deputy Director and Associate Director of Programs: coordinate flight, hotel and other transportation bookings with Travel Assistant; prepare required documentation including trip request, travel voucher, etc.
- Handle routine issues independently and/or directing to appropriate staff.
Special Projects and Logistical support:
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40%
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- Proactively maintain complex and frequently changing calendars for the Executive Team and senior staff including scheduling and rescheduling appointments without prior consultation whenever possible. This task involves coordination among multiple individuals within CDC Tanzania, the US Embassy, CDC Atlanta as well as numerous host government high-level officials and other stakeholders such as CDC/PEPFAR partners.
- Make appointments and conference arrangements with high level visiting USG representatives, host-government officials, CDC staff, Embassy staff (Ambassador/DCM), US Government officials, other development partners, and CDC contractors. This includes scheduling conference rooms if required, notifying participants, preparing or collecting background material for use during meetings/conferences. Keeps CDC Director, Deputy Director and Associate Director of Programs and/or other participants informed and provided with appropriate background materials when they are required to participate in such meetings/conferences.
- Assist the Country Director in preparation for meetings with Ministry of Health and Social Welfare and other Government of Tanzania leaders, including drafting of agendas and collection of materials; preparing background material and agenda packets.
- Organize official functions hosted by the CDC Country Director: coordinate guest list, invitation, RSVP, supplies, security, etc.
Other support
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15%
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- Daily review the eCC pending list, compile and share details with appropriate staff for recommendation to clear or decline prior to final review by CDC Country Director. Proactively obtain further information from the eCC prior to internal distribution. Acts as the initial coordinator for all visitors to CDC by sending them information packets, confirming an appropriate contact person for the visitor, and ensuring appropriate appointments, programs and/or schedules for the visitor. As a liaison to other CDC administrative staff, assists visitors coming to CDC with logistics and advises on travel, motor pool, hotel, vouchers, etc. Addresses traveler’s concerns and address issues and requests.
- Coordinates inter-office actions and programs both within the CDC Program and with other sections of the US Mission and generally performs “trouble shooting” functions within all sections of the Program; acts as the initial point of contact for miscellaneous inquiries on administrative matters (those to which there are not obvious answers) and assigns them to the appropriate office and/or initiates the process to answer the inquiry or requests.
- Maintain all professional files and manuals in the office of the CDC Director, Deputy Director and Associate Director of Programs.
Others duties
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5%
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- Provides Kiswahili-English and English-Kiswahili translations of a variety of documents for the office of the Country Director.
- Any other duties assigned by the Front Office.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- Education: Bachelor’s degree in Management or Business administration, Finance or Commercial subjects, or equivalent certification is required.
- Prior Experience: Minimum of Six years of progressively responsible experience related to Administrative experience in business or an International organization. Previous experience will include working with executive level staff, handling complicated and difficult task in addition to than routine administrative task, using analytical skills to evaluate procedures and recommend improvements, and employing tact and diplomacy to work effectively with stakeholders (internal and external).
- Language proficiency: Level IV (Fluent) in English and Kiswahili (speaking, writing and reading) required.
- Knowledge: The incumbent for this position should be knowledgeable in matters relating to protocol and should be able to maintain a high level of confidentiality and sensitive documents. Job holder must be familiar with the government structure of the host country to effectively manage communications and contacts. In addition, the job holder must be thoroughly familiar with CDC, PEPFAR and US Government administrative policies and procedures and structure and functions of CDC Tanzania.
- Skills and Abilities: The position requires sound judgment, strong organizational skills and analytical for making independent and sound decisions abilities and skills to carry out assigned duties. The position requires excellent demonstrated interpersonal skills as well as ability to work well with expatriates and local employees at all levels, and ability to work independently. Should be reasonably fluent in the use of Microsoft Office 2010 applications and able to proofread, edit, and format letters and documents and be able to take high level meeting minutes.
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
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
- 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:
Interested candidates for this position must submit the following for consideration of the application:
- 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
- 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
- A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
- 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.
- 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.
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
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 or 2294970
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 or 2294970
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.
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
Deadline : September 03, 2013
US EMBASSY IN TANZANIA Administrative Assistant
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