MAIL AND RECORDS SUPERVISOR

MAIL AND RECORDS SUPERVISOR FSN-07

DATE                                      :           MARCH 04, 2013

FROM                                     :           HUMAN RESOURCE OFFICE, USAID/ETHIOPIA

SUBJECT                                :           JOB/VACANCY ANNOUNCEMENT NO. 06/13

TO                                          :           ALL QUALIFIED APPLICANTS                                                                                                                                          

TITLE OF POSITION            :           MAIL AND RECORDS SUPERVISOR FSN-07                                                                                                                 

LOCATION OF WORK           :           US EMBASSY, ENTOTO ROAD   

HOURS                                   :           FULL TIME 40 HOURS PER WEEK

FINAL FILING DATE                       :           MARCH 18, 2013

SALARY: FSN-7 (USD 6,212 to USD 11,180 per annum) depending on the candidate's earning history, qualifications and experience.  This position may initially be filled at a trainee level which is equivalent to FSN-6 (USD 4,886 to USD 8,798 per annum).

MAJOR DUTIES AND RESPONSIBILITIES: Under the general supervision of the IT Supervisor, the incumbent serves as the Mail and Records Supervisor for the USAID/Mission, with the responsibility of managing the Mission’s unclassified records and correspondence and supervising the communications functions of the Mission. S/he organizes the Mission filing system for unclassified correspondence and records covering four strategic objectives, one special objective and five major support offices (Director, Program, Contracts, Controller, and Executive Office), including provision of instruction and periodic monitoring for secretarial and clerical staff on system operation and maintenance. The incumbent works with the Mission offices to ensure that the communications and records system is (a) in compliance with agency requirements, and (b) meeting the Mission’s needs in this area.                      

MINIMUM QUALIFICATIONS: In order to qualify, the applicant must possess the following:

EDUCATION:  Completion of secondary school is required; Diploma in management, business administration or a related field would be preferred.

EXPERIENCE: At least five years of progressively responsible experience related to office management and/or communications/records management (at least two years of which should preferably have been with a U.S. government agency) is required.

LANGUAGE:  Level IV (fluent) English spoken and written English and Amharic is required. This will be tested.

KNOWLEDGE, SKILLS, AND ABILITIES: The incumbent for this position should have sound knowledge of the communications and records management, and experience with developing and implementing computerized, paper-less document storage and retrieval system. S/he should be very fluent in the use of Microsoft Office including MS Access.  S/he should have the ability to work independently and with limited supervision and must have the ability to organize workload. 

APPLICATION & SELECTION PROCESS: All applicants must submit a completed form {Universal Application for Employment (DS-174) ;} to USAID/Ethiopia, Human Resources Office P. O. Box 1014, Addis Ababa,Ethiopia on or before the final filing date.  Late and incomplete applications will not be considered.  Each applicant must fully explain his/her job-related duties and qualifications on the application form in order to provide for an accurate evaluation of his/her education, training, and experience. All applicants will be considered without regard to race, color, religion, national origin, marital status, political affiliation, age, sex, sexual orientation, physical disabilities, or membership in an employee organization. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process please notify the Agency. Applicants who are not contacted within thirty days after the final filing date are to assume that their applications were not accepted.

Applications will be initially screened by the Human Resources Office to determine whether applicants have met the advertised minimum qualifications. A list of qualified applicants will be referred to the Hiring Office for further consideration and screening.  Final selection of candidates will be made and those selected will be invited to an interview in order to select the best-qualified candidate. 

Individuals wishing to have their applications returned in the event that they are not selected for the position must enclose a self-addressed stamped envelope.   The USAID Mission assumes no liability for the loss or mishandling of applications.  For additional information about the position and/or the selection process, please contact the Human Resources Office at 011 130 6002 ext. 6035 or 6031.

NOTE: APPLICATION FORM IS AVAILABLE FREE OF CHARGE UPON REQUEST AND ARE ALSO AVAILABLE FOR DOWNLOAD FROM THE INTERNET http://ethiopia.usembassy.gov/job_opportunities.html.  FINAL SELECTION OF A CANDIDATE IS BASED SOLELY ON THE ADVERTISED QUALIFICATION IN A COMPETITIVE PROCESS.  INDIVIDUALS WHO MEET THE MINIMUM QUALIFICATIONS ARE STRONGLY ENCOURAGED TO APPLY.