Administrative Assistant Job at US Embassy in Tanzania

Administrative Assistant

CLOSING DATE OF THE POSITION: November 10, 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 at the United States Agency for International Development (USAID). This is a full-time Personal Services Contract position.

BASIC FUNCTION OF POSITION

The Economic Growth (EG) program is a rapidly expanding office consisting of 26 persons, with programming for agriculture, energy, natural resources management, nutrition, infrastructure, policy and climate change. The office has a combined annual budget of over $80 million for FY 2014. The position of Office Administrator is one of two Administrative positions in the office, and the incumbent will play a critical role of overseeing the day-to-day management, administrative and service coordination functions to support approximately 12 staff, and to support a broad range of USAID/Tanzania’s agriculture, energy, natural resources, infrastructure and nutrition program activities implemented by the EG team. The position description cuts across Administrative support, procurement, information management and logistics responsibilities. The Incumbent will provide secretarial, clerical and project administrative assistance for two to three teams within the Office, or approximately 12 people.

MAJOR DUTIES AND RESPONSIBILITIES:

Administrative Support Services

25%

Incumbent is responsible for coordinating all administrative support functions and office operations for the USAID EG team, including supervision of summer interns and/or short term assistance hired by the team from time to time to help move excess records and documentation related workload . Incumbent ensures implementation of administrative policies and procedures, filing and document management, travel, procurement, logistics for meetings and conferences, support for TDYers, and property and inventory management. 

Incumbent receives, reviews, and controls all incoming and outgoing correspondence and communications, and distributes mail and messages within EG. Types all correspondence and other communications from rough drafts. Prepares routine correspondence on own initiative for signature of the EG Team Leader. Answers telephone inquiries and provide callers general information about USAID programs.

Program Management Support Services

35%

Incumbent manages all office procurement requests and maintains appropriate database for office expenditures. Works with implementing partners to obtain quarterly accrual data and maintains MAARD tracking database for ensuring timely program funding transactions. 

Incumbent assists the EG Deputy Team leader on specific tasks related to EG team’s personnel planning recruitment, training and management. 

Incumbent tracks and manages inventory of all EG program documents, forwards documents to USAID/W, and to specific Ministries within host country, for review and/or signature, and tracks and conducts necessary follow-up actions as needed. Arranges meetings with host government officials, Mission staff, Embassy, development partners, and USAID/Tanzania’s contractors and grantees. Serves as Secretariat for expanded SO Team. 

Incumbent establishes standards of service for out-sourced administrative services and meets regularly with ICASS and contract service providers to ensure that standards of service are met and all projects and services are fully supported as intended. 

Incumbent is directly responsible for reviewing all EG program travel requests to ensure travel is in accordance with EG strategic objectives, Mission Orders, and Federal travel regulations. Incumbent is responsible for securing administrative approval for small purchases, e.g., coffee/tea for in-house trainings. 

Incumbent is responsible for liaising with the Information Technology section to address the Team’s IT and office equipment needs, including programming funding for and supervision the acquisition of new equipment as necessary. 

Incumbent monitors, analyzes, and makes recommendations to unit leadership regarding the adequacy of the administrative infrastructure and staffing necessary to ensure efficiency, economy, productivity and staff morale.

Records Management Services

25%

Incumbent is the primary EG team’s key document and information manager. Incumbent manages a range of documents including Mission Orders, ADS, OGAC guidelines and conducts regular audits of official project files. Incumbent coordinates record keeping, both electronic and physical, for processes such as reprogramming, COP submission, briefing books, etc. 

Incumbent establishes management controls to limit access and ensure the integrity of the files and databases used for EG and Agency reporting purposes. Incumbent establishes and supervises maintenance of all files (including e-files) and manuals (including small library) within the EG office --- many of which are used by other teams within USAID/Tanzania.

Logistics Support Services

15%

Incumbent provides logistic support for TDYers from USAID/W, and other Missions: i.e. country clearance cable, etc. Arranges all logistic support for EG team members’ international and in-country travel, as well as work requests (work orders, duplication services, vouchers, conference rooms, etc...). Assists in organizing visits by USG officials.

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 is required. Completion of advanced studies in Administration/Secretarial and Computer Training is also required.
2. Prior Work Experience: At least five years of experience functioning in a senior secretarial office or administrative position is required.
3. Language Proficiency: Level IV (fluent) in English and Kiswahili (speaking, writing and reading) is required.
4. Knowledge:Able to develop knowledge of regulations pertaining to records management, DOW Team functions, and general familiarity with relevant USAID policies, procedures and regulations.
5. Skills and Abilities: Excellent communication skills both written and oral; analytical and decision-making abilities and skills to carry out assigned duties are required, as is ability to work well with expatriate and local employees at all levels; and ability to work independently. S/he must have a strong understanding of computer software applications, including MS Word and Spreadsheet (Excel). Experience with databases and a Powerpoint presentation is highly desirable. Time management abilities and a customer service work ethic are critical.

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.

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: 2294971 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.

Only the shortlisted Candidates will be contacted

CLOSING DATE OF THE POSITION: November 10, 2014