Administrative Clerk

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 Clerk in the Budget and Fiscal Section.

BASIC FUNCTION OF POSITION

Provides receptionist and general clerical services to the Budget and Fiscal (B&F) Office.

MAJOR DUTIES AND RESPONSIBILITIES:50%

Provides secretarial/clerical support to the B&F office. Types cables, memos, and letters from drafts. Responsible for drafting and typing some management notices, letters, and cable responses for ongoing projects.

Schedules meetings and appointments for the Financial Management Officer and B&F office as a whole. Answers the telephone and determines whether the caller should be referred to other offices. Serves as receptionist for visitors. 

Coordinates inter-office actions and programs within the B&F section and acts as an initial point of contact for miscellaneous inquiries on financial matters. 

Administrate the process of obtaining approval of VAT exemptions and tracking reimbursements for VAT paid by the Embassy for official purposes only.

 40%

Maintains the entire filing system for all B&F office correspondence. Reviews all incoming cables and policies, noting contents of each, and distributes them according to action addresses. 

Opens all incoming mail, registers/dates, and distributes to offices concerned, maintains actions logs, and follows-up to ensure actions are taken in timely manner. 

Keeps the Financial Management Officer and Financial Specialist informed on all issues and developments within the Embassy operations. 

Tracks invoices and updates the invoice tracker spreadsheet with all incoming and outgoing invoices and payments. Notifies vendors of payment notifications. Uploads invoices into Ariba software. 

Acts as back-up when the B&F staff is unavailable.

 10%

Other duties as assigned by the Financial Management Officer and/or supervisor. of time

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 VI) is required. Diploma in Secretarial studies is also required.


2. Prior Work Experience: At least two years of Secretarial and/or Administrative experience is required.


3. Language proficiency: English and Kiswahili Level IV (fluent) speaking, reading and writing is required.


4. Knowledge: Must have a good general knowledge of formal correspondence instructions/procedures, and office procedures.


5. Skills and Abilities: The position requires a self-starter and independently motivated employee, as the workload is high.
   Level II typing (40 wpm) is required. Proficiency in computers is required (e.g., Microsoft Word, Excel, and Outlook). 
   Must exercise good level of interpersonal skills in order to facilitate exchange of information at all levels. 
   Must possess the ability to work in multi-cultural environment. 
   Must be able to communicate clearly and completely, both in writing and orally, to Customers.

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 or 2294970

CLOSING DATE OF THE POSITION: April 7, 2014