Administrative Assistant

BASIC FUNCTION OF POSITION This position is part of the Health Office at USAID/Tanzania. The primary purpose of this position is to provide administrative support, including logistics, filing, and document tracking for the Health Office. This position supports programs, staff members and implementing partners. The Administrative Assistant (AA) will provide the full range of administrative functions, including logistical, procurement tracking, information gathering including program and project documentation and storage in support of the Health Team’s operational objectives and program areas under American Foreign Assistance Framework, Investing in People. Under the supervision of the Program & Operations Officer, the AA initiates administrative actions for team programs and activities and performs a variety of programmatic and administrative support duties. MAJOR DUTIES AND RESPONSIBILITIES: A. Administrative and Secretarial Support 55% of Time Perform secretarial and administrative support functions for the Health Office Team, including: screening of incoming telephone calls and visitors; 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 office staff, maintaining stock of office supplies and liaising with GSO for necessary repairs, preparing time and attendance sheets for staff, etc. The AA liaises with other teams and offices to obtain clearances, information desired by team members. S/he controls and maintains the Office Director’s calendar, sets up appointments at own discretion and provides supervisor with appropriate background information for meetings. The AA will assist in preparing travel documents and finalizing travel arrangements, including preparing travel requests, obtaining visas, arranging tickets and ground transportation and preparing travel vouchers. S/he is responsible for in planning all aspects of internal and external meetings, conferences and seminar as requested. Operates the MS Word system and is responsible for maintaining appropriate Word filing systems for the Team including Excel, PowerPoint and other software as needed. The AA maintains other document and data files for the team as needed. Coordinates logistical organization of program workshops/seminars/ meetings/conferences for partners and clients (e.g. venue, transportation, invitations, facilitation, etc.); records and prepares minutes/reports of events as required. Works in liaison with the Controller's, Strategic Planning & Program Support and Executive Offices to coordinate and track the Health Team procurement and reallocation actions. Responsible for coordinating the updated procurement plan and other internal tracking tools, such as the AOR/COR lists and the weekly status report. In collaboration with the team’s program officer and financial offer, liaise with the Controller's, Strategic Planning & Program Support and Executive Offices to assist in the preparation of budgetary and procurement actions. Responsible for preparing 1034s and MAARDS. Maintains and updates team orientation binder and any action items and liaises with other staff regarding changes and inputs for action items. Performs other administrative tasks as assigned. B. Material Collection and Communications 45% of Time Assists AOR/COR and advisors in following up clearance of project documents or delayed documents through host government channels. Incumbent responds to inquiries regarding clearance and document processing requirements and tracks documents as necessary. Assists drafting and tracking of procurement documents (MAARDS and internal procurement plan) and communicating with partner’s for coordination and follow up of financial deliverables to the Mission (e.g., accrual deadlines). Attend meetings, such as Health Office team meetings and take notes of principle points for mandatory minutes. Maintains a chronological filing system for all Health Office activities, including current program and activity files. These include implementing partners, donors, GOT counterparts, training institutions, non-governmental organizations, and others as necessary. Manages and maintains office filling systems, makes recommendations for reorganization or addition of files. AA determines the most appropriate filing of documents, chronologically and in accordance with the ADS, and works with AOR/COR to ensure all files are maintained and up-to-date. The incumbent maintains list of files kept by the Health Office, by subject and location. QUALIFICATIONS REQUIRED All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item. Education: Completion of College Education in business or secretarial training is required. Prior Work Experience: Five to seven years of Administrative and Secretarial experience is required. Language Proficiency: Level IV (fluent) English and Swahili (speaking, writing and reading) is required. Knowledge: Strong knowledge of normal business practices and office procedures is required. A general working knowledge of program regulations, procedures and practices is required. The incumbent should have some knowledge of the procedures governing the preparation of program documents. Skills and Abilities: Incumbent must possess an excellent capacity to absorb information. Level II typing ability (a minimum of 40 words per minute with a high degree of accuracy) is required. Must have the ability to maintain good work relations with colleagues, to work harmoniously for several staff simultaneously, to receive visitors to the office and provide information or direction to personnel sought. Skill in the operation of MS Word, office information systems and copy machines is required. This position requires strong interpersonal skills. 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: 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 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 A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus 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. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above. 3A. 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: 2294726

• 91