Administrative Clerk , American Embassy in Dar es salaam

CLOSING DATE OF THE POSITION: June 2, 2016

Vacancy Announcement Number: 16/103

OPEN TO: All Interested Candidates/ All sources

WORK HOURS: Full-time; 40 hours/week

SALARY: Ordinarily Resident (OR): FSN- 5; (Step 1- TZS 14,962,221 through Step 13- 22,443,321 per annum)

Not-Ordinarily Resident (NOR): FP- 9*
*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 Clerk in the General Services Section.

BASIC FUNCTION OF POSITION

Responsible for managing the utility meter readings for the Embassy compound (NEC), CDC off-site office space and over 100 government-owned and leased residences in Post’s housing pool. Coordinates with utility companies and internal Embassy offices to ensure timely and accurate meter readings. Data enters utility meter information for all properties into the TREES utility data portal each month. Serves as Post’s subject matter expert on utility data/usage.

MAJOR DUTIES AND RESPONSIBILITIES:

UTILITY METER MANAGEMENT: 35%

i. Responsible for managing the utility meter readings for the Embassy compound (NEC), the CDC off-site office space and over 100 government-owned and leased residences in Post’s housing pool. 

Meter Reading Coordination: Ensures that DAWASCO (water utility) and TANESCO (electricity utility) make timely and accurate readings of water and electric meters for the NEC, CDC office, and all residences. Keeps utility companies apprised of the most current list of Embassy meters and locations. Coordinates appropriate security access for the utilities to the properties as needed for monthly meter readings. Completes monthly spot checks of a selection of residential property access records to ensure meter readings are taking place. 

Meter Troubleshooting/Resolution: Fosters a robust working relationship with key utility company contacts to ensure accurate meter readings for billing statements. When monthly consumption is unusually high, initiates and coordinates a timely review of the meter reading with the utility company. Actively works with the utility company to promptly resolve issues ranging from incorrect meter readings to water leaks, coordinating with internal Embassy offices as required.

DATA ENTRY TREES UTILITY MODULE: 60%

ii. Responsible for the monthly entry of utility data for electricity, water and generator diesel fuel consumption into the TREES utility module for meters and generator diesel tanks at the NEC, CDC office and over 100 government-owned and leased residences in Post’s housing pool. Data entry includes dates of consumption, consumption units, monthly cost and meter readings for each meter/property. 

iii. Must coordinate closely with the Budget and Fiscal Voucher Examiners and Budget Analysts to promptly receive copies of utility bills and diesel fuel consumption. Must complete precise, accurate data entry of all properties under compressed time schedule to ensure electronic submission to the Overseas Building Office (OBO) within two weeks of receipt of bills. 

iv. Produces a monthly TREES-generated usage report for the Management Officer, General Services Officer and Financial Management Officer’s review. Identifies unusual consumption in a given month and pro-actively works with the utility company and internal Embassy offices to resolve any outstanding issues.

TREES/UTILITY SUBJECT MATTER EXPERT: 5%

v. Serves as Post’s primary subject matter expert on TREES. Serves as the primary point of contact between OBO and Post for all data entry related issues. Keeps abreast of all changes to the TREES software and OBO TREES reporting requirements. 

vi. Performs other duties as assigned by the Supervisory Voucher Examiner, the Financial Specialist, or the FMO

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 is required.
2. Experience: 
   Three years of progressively responsible experience in data entry and utility management work is required.
3. Language:
   Level III (good working knowledge) in English and Level IV (fluent) in Kiswahili (speaking, reading and writing) is required (This will be tested)
4. Skills and Abilities: 
   Possess typing and computer skills (MS Word, MS Excel, MS Outlook, Internet). Must have ability to easily learn new computer software, particularly data bases is required. (This will be tested).
5. Job Knowledge: 
   Must have sound working knowledge of pertinent Department of State and other USG laws, procedures, and regulations, especially internal Embassy procedures on utility billing and management 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