Administrative Assistant Job at US EMBASSY IN TANZANIA

Closing Date of The Position: July 3, 2014

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 (temporary for 6 months) at the United States Agency for International Development. This is a full-time Personal Services Contract position.

BASIC FUNCTION OF POSITION

This position is part of the OFM team within USAID/Tanzania. Incumbent is responsible for providing program administrative and secretarial support services for OFM activities, and insures the smooth functioning of the office and team in all aspects. Which includes:- logistics and basic invoice tracking, login in Phoenix, for the Mission. 

This position tracts and supports up to 2500 vouchers processed in a year and 14 staff members.

MAJOR DUTIES AND RESPONSIBILITIES

Administrative and Programmatic Support

Correspondence: Assist with reviewing correspondence, routing and logging correspondence, drafting, editing and finalizing outgoing correspondence and making and scanning copies of correspondence as needed. 

Information Management: He/she tracks record. Files, and other documentation to ensure efficient management of information within the Office. He/She responsible for making small copying tasks, or routing tasks to the business center when appropriate. Responsible for ensuring that reports and other information and documentation is appropriately routed and distributed. 

Document Management: Track all documents in clearance within the Mission and with outside partners. Also, He/she is responsible for follow-up on all invoices that are sent to the different A/CORs for Administrative approvals that are not returned in five working days. In corroboration with Document Control Clerk, s/he will be responsible for logging in all vouchers and invoices, for tracing unprocessed vouchers and scanning documents to ASIST Documentum. 

Telephone and Reception: Ensures phones are answered and either responds, routes and drafts messages for all incoming calls. He/She assists with making international calls. Meets, escorts, and orients visitors. 

Time and Attendance: Prepares timely submission of Time and Attendance reports for Office of Financial Management (OFM) FSN Ensures timely submission WinTA to the OFM timekeeper and coordinates personnel leave plans. 

Property and Maintenance: Maintains and tracks office equipment and supplies. Requisitions non-expendable property and office supplies as needed. 

Programmatic Support: Provides programmatic backup support including providing partners and clients with information on matters and issues which do not involve subjects of specialized or substantive questions. Coordinate with appropriate officials to facilitate the flow of documentation and information, and to assist with program coordination. 

Travel and Logistics Support:

Travel Support: Organizes and ensures that E2 TAs and liquidation of travel vouchers by team/or office members are processed on timely manner. Ensure s that all required travel documents, such as visas, are prepared. Ensures that ll clearances are obtained before travel starts for the staff and TDYs. 

Logistical Support: Provides logistical support for team members, contractors and TDYers. Arranges logistical, administrative or management support such as scheduling and helping to organize meetings, visitor processing and support, and coordinating arrangements and schedules. Coordinates and assists with the organization of meetings, conferences and workshops. Coordinates the Controller’s calendar. Manages and maintains office filing systems, makes recommendations for reorganization or addition of files. Perform other duties as required.

QUALIFICATIONS REQUIRED

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

1. Education:  
   Completion of College Education in business or secretarial training.
2. Prior Work Experience:  
   Five to seven years of Administrative and Secretarial experience is required.
3. Language proficiency: 
   Level IV (fluent) English and Swahili proficiency is required.
4. Knowledge:  
   Strong knowledge of normal business practices and office procedures is required. A general working knowledge of program regulations, procedures and practices is desired. The incumbent should have some knowledge of the procedures governing the preparation of program documents. Knowledge of USG Financial Accounting Systems will be added advantage.
5. Skills and Abilities:  
   Incumbent must possess an excellent capacity to absorb information. Level II typing ability (a minimum of 40 words per minute with a high degree of accuracy) is required. Must have the ability to maintain good work relations with colleagues, to work harmoniously for several staff simultaneously, to receive visitors to the office and provide information or direction to personnel sought. Skill in the operation of MS Word, office information systems and copy machines is required. This position requires strong interpersonal skills.

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: July 3, 2014.