Administrative Assistant , USAID/TANZANIA

CLOSING DATE OF THE POSITION: June 10, 2016

Vacancy Announcement Number: 16/098

WORK HOURS: Full-time; 40 hours/week

SALARY: Ordinarily Resident (OR): FSN- 7 (Step 1- TZS 20,749,869 through Step 13- TZS 31,124,793per annum)
Not-Ordinarily Resident (NOR): FP- 7*
*Final grade/step for NORs will be determined by Washington.

The “Open To” category listed above refers to candidates who are eligible to apply for this position. The “Open To” category should notbe confused with a “hiring preference” which is explained later in this vacancy announcement.

ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION

The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Administrative Assistant at the United States Agency for International Development (USAID). 

BASIC FUNCTION OF POSITION 

The Administrative Assistant will manage office support operations and provide administrative and financial management support to the Contracting Office. Key position elements include: secretarial support to the office; financial monitoring of individual activities; coordination of logistics for the Contracting Office Team, their Contracting activities, and management and processing of all associated forms and data.

MAJOR DUTIES AND RESPONSIBILITIES:

1. (25%)
   Perform secretarial and administrative support functions for The Contracting Office Team, including: screening of incoming telephone calls and visitors; filing; receiving and controlling incoming correspondence; preparing and finalizing office correspondence and work (e.g. letters, memos, cables, reports, forms, etc.); locating and assembling information for reports and briefings; arranging travel and preparing associated documentation for the office staff, maintaining stock of office supplies and liaising with GSO for necessary repairs, preparing time and attendance sheets for Contracting Office staff, travel arrangements, making appointments, etc.
2. (25%)
   Works in liaison with the Controller's, Strategic Planning & Program Support and Executive Offices to provide oversight of the Contracting Office budgetary and procurement actions. Responsible for monitoring of overall Contracting Office budgets and tracking of activity expenditures and preparing 1034s and other government form.
3. (10%)
   Coordinates logistical organization of Contracting Office workshops/seminars/ conferences for partners and clients (e.g. venue, transportation, invitations, facilitation, etc.); records and prepares minutes/reports of events as required.
4. (10%)
   Manages and maintains office filing systems according to the Procurement Executive Bulletin (PEB) No. 05-2006, makes recommendations for reorganization or addition of files, keep track of incoming and outgoing files and assignments and ordering of supplies, distribute copies of awards to the concerned parties as per the current regulations.
5. (10%)
   Drafts routine correspondence for the Contracting Office Team, responding to incoming correspondence on own initiative, and when appropriate. Designs tools for monitoring and managing Contracting Office team, examples include flex time & training matrices etc. Maintains Contracting Office's calendar and reminds the CO Team of important engagements as required; correspond with Implementing Partners/Contractors to obtain DUNS Numbers and other such documentation requirements (others such as certifications) to assure the file completeness.
6. (10%)
   Management and processing of Contracting Office training data and plans. Post procurement data into Electronic Procurement Information Collection System (EPICS); do simple Procurement Modifications; be cognizant of Global Acquisition and Assistance System (GLAAS) and other similar upcoming procurement changes.
7. (10%)
   Performs other duties as required.

QUALIFICATIONS REQUIRED

All applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

1. Education: 
   Completion of Secondary School coupled with two years of professional training in Office Administration, secretarial or related field. Accounting and computer qualifications are required.
2. Experience: 
   Three years of relevant professional experience. Demonstrable (minimum two years) competence in the fields of office administration, secretarial and basic accounting is required. The incumbent is able to organize meetings and conference logistics. is required.
3. Language:
   Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities: 
   Good interpersonal skills and ability to work well with a wide range of individuals and groups. Proficiency with Microsoft Office suite (Word; PowerPoint; Excel: etc). Computer typing proficiency is required. (This will be tested).
5. Job Knowledge: 
   Familiarity with computers/data processing and basic accounting is required.

SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.

HIRING PREFERENCE ORDER: 
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.

ADDITIONAL SELECTION CRITERIA:

1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
4. The candidate must be able to obtain the local security certification.

HOW TO APPLY: applicants must submit the following documents to be considered:

1. Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, (see “For Further Information” above); and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, Resident/Work Permit.

WHERE TO APPLY: 

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam