Budget Analyst/ Administrative Assistant Job at USA Embassy in Tanzania

Closing Date of The Position: July 27, 2016

Vacancy Announcement Number: 16/125

OPEN TO: All Interested Candidates/ All sources

WORK HOURS: Full-time; 40 hours/week

SALARY: Ordinarily Resident (OR): FSN- 8; (Step 1- TZS 27,567,227 through Step 13- 41,350,847 per annum)

Not-Ordinarily Resident (NOR): FP- 6*
*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 Budget Analyst/ Administrative Assistant in the Office of Security Cooperation(OSC). 

BASIC FUNCTION OF POSITION 

The Incumbent will work in the Office of Security Cooperation (OSC) for the OSC Chief performing budget analyst duties as well as office manager and security cooperation duties as required.

MAJOR DUTIES AND RESPONSIBILITIES:

Budget Analyst 
60%
Serves as the Budget Analyst for the Office of Security Cooperation (OSC), with the responsibility of performing the complete range of budget administration and control, including budget formulation and financial program planning and analysis, budget execution, funds reconciliation, fund availability certification and the technical budget support duties for Security Assistance, Operations and Maintenance, Traditional Command Authority, Morale Welfare and Recreation, Automated Data processing Equipment and Army Family Housing operating funds, and other funding categories as assigned to OSC Tanzania from the HQ USAFRICOM. Performs all technical operations in support of budget formulation, budget execution, reporting, and other requirements, using five authorized budget management systems with protected passwords. Review, comment, and adjust multiple OSC ICASS counts. Assist in close out of Military interdepartmental purchase requests (MIPRs) with different funding sources and Military Programs, working closely with the Security Assistance Manager and FMO. These funds are mainly to be used for IMS training, purchase of equipment for the FADM, TCT, Military-Military (M2M) events that will follow all necessary procurement procedures for payment. All procurement requests should be properly coordinated for timely delivery and maintain professional secrecy when dealing with military or procurement sensitive information. Prepare financial reports at the end of each mission/event by working closely with the FMO and to submit forms and invoices to be reviewed by the supervisor before sending to the appropriate US Military Service to include Africa Command (AFRICOM)

Administrative Assistant
30%
Responsible for preparing all official travel orders. Process and coordinate travel paperwork (enrollment, visas, airline tickets, accommodation, per diem, etc.) for military officials attending training courses, workshops, or conferences (local and international) to include coordination and logistic support during ship visits. Reviews incoming correspondence and drafts responses for standard questions and send for signature. This includes informal translations from Swahili to English (vice versa) and drafting replies or requests (letters sent to Ministry of Defense - (MoD) proposing activities, site visits, meetings, offering training opportunities, etc. in Swahili or English. Updates and maintains office files. Updates and maintains all office automation equipment. Responsible for ensuring office supplies are available and places requests to GSO using appropriate system for replenishment and maintenance and organization of Security Assistance electronic and paper files. Assist in checking on status and accountability on all US DoD-donated materials and funded activities by conducting EUM (end User Monitoring) verification as needed. Coordinate Security Assistance Operations (SAO) regular meetings and event participation with Host Nation Military and Government Officials through telephone contact or by way of sending prepared correspondence, following up with telephone contacts. This includes working from guest/participant lists, preparing invitations, and letters of notification of events. Operate and manage OSC Non-Tactical Vehicles thereby ensuring that vehicles are regularly serviced / dispatched. Maintain inventory for OSC properties. Perform other duties as assigned.

Security ssistance
10%
Serves as a back up to the OSC Training Manager on the OSC IMET program

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: 
   University Degree in Business Administration, finance or Accounting is required.
2. Experience: 
   Three years’ experience in finance and/or general clerical is required.
3. Language:
   Level IV (fluent) in English and Kiswahili (reading, writing, spoken) is required. (this will be tested)
4. Skills and Abilities: 
   Must have good organizational skills and sound judgment. Computer literate; ability to use Microsoft Office or suite software is required. Ability to write correspondence in both Swahili and English is required. Polished personal skills to receive official visitors and to conduct coordination with senior host country officials. A current driver's license is required.(this will be tested).
5. Job Knowledge: 
   Must have knowledge of finance and/or administrative functions and office operations including operating various office machines is required.
   
   Must be able to communicate with senior US and Tanzanian military and civilian personnel in a professional manner 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: 

Effective immediately only online applications will be accepted viaDarRecruitment@state.gov

When sending an online application, please indicate the position title in the subject line.

IMPORTANT: Applicants MUST submit the following documents to be considered:

1. Universal Application for Employment (UAE) (Form Ds-174), which is available on our website.
2. Any additional documentation that supports or addresses the requirements listed above (e.g. resume, transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, or Resident/Work Permit.

Applicants MUST follow instructions in the notice on the website.

Failure to do so will result in an incomplete application.

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age(below compulsory retirement 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.

Appendix A – DEFINITIONS

Eligible Family Member (EFM): An EFM for employment purposes is defined an individual who meets all of the following criteria:

1. U.S. Citizen or not a U.S. Citizen; and
2. Spouse or same-sex domestic partner (as defined in 3 FAM 1610); or
3. Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term “child” shall include, in addition to natural offspring, stepchild, adopted child, and a child under legal guardianship of employee, spouse, or same-sex domestic partner when such child is expected to be under legal guardianship until 21 years of age and when dependent upon and normally residing with the guardian; or
4. Parent (including stepparents and legally adoptive parents) of employee, spouse, or same-sex domestic partner, when such parent is at least 51 percent dependent on the employee for support; or
5. Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, spouse, or same-sex domestic partner when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support; and
6. Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and
7. Is under chief of mission authority.

U.S. Citizen Eligible Family Member (USEFM): A USEFM is an individual who meets all of the following criteria:

1. U.S. Citizen; and
2. Spouse or same-sex domestic partner (as defined in 3 FAM 1610) of the sponsoring employee; or
3. Child of the sponsoring employee who is unmarried and at least 18 years old; and
4. Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and resides at the sponsoring employee’s post of assignment abroad, or as appropriate, at an office of the American Institute in Taiwan; and is under chief of mission authority; or
5. resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2; or
6. Currently receives a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.

Appointment Eligible Family Member (AEFM): An AEFM is an individual who meets all of the following criteria:

• U.S. Citizen; and
• Spouse or same-sex domestic partner (as defined in 3 FAM 1610) of the sponsoring employee; or
• Child of the sponsoring employee who is unmarried and at least 18 years old; and
• Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan (AIT); and
• Is under chief of mission authority; and
• Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, at an office of the American Institute in Taiwan; and
• Does NOT currently receive a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.

Member of Household (MOH) : A MOH is an individual who meets all of the following criteria.

• A MOH is someone who accompanies or joins a direct-hire Foreign Service, Civil Service, or uniformed service member permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and
• A MOH must be officially declared to the COM by the sponsoring employee as part of his/her household; and
• A MOH is under COM authority;
• A MOH may include a parent, unmarried partner, other relative, or adult child;
• A MOH may or may not be a U.S. Citizen;
• A MOH is not an EFM;
• A MOH is not listed on the travel orders or approved Form F-126 of a sponsoring employee.

Not Ordinarily Resident (NOR) – An individual who meets the following criteria:

• An EFM, USEFM or AEFM of a direct-hire Foreign Service, Civil Service, or uniformed service member permanently assigned or stationed abroad, or as appropriate, at an office of the American Institute in Taiwan; or
• Has diplomatic privileges and immunities; and
• Is eligible for compensation under the FS or GS salary schedule; and
• Has a U.S. Social Security Number (SSN); and
• Is not a citizen of the host country; and
• Does not ordinarily reside in the host country; and
• is not subject to host country employment and tax laws.

Ordinarily Resident (OR) – An individual who meets the following criteria:

• A citizen of the host country; or
• A non-citizen of the host country (including a U.S. citizen or a third-country national) who is locally resident and has legal and/or permanent resident status within the host country and/or who is a holder of a non-diplomatic visa/work and/or residency permit; and/or
• Is subject to host country employment and tax laws.

Only shortlisted candidates will be contacted