Secretary (Administrative Assistant)

BASIC FUNCTION OF POSITION Serves as the Facilities Maintenance Secretary for the Facilities Maintenance section and provides customer service and administrative duties for the Facilities Maintenance section. MAJOR DUTIES AND RESPONSIBILITIES: Secretarial/clerical duties: 70% Drafts correspondence, documents, cables, memos, supply requests, and work orders, and FM notices. Files all FM, SHEM and safety information for accurate record keeping. Ensures proper distribution, delivery and /or follow-up of documents within the section. Serves as Office Receptionist for FM. Keeps electronic and paper files. Keeps chronological records. Tracks in-coming visitors and TDYers in the section. Make hotel and vehicle reservations as required for visitors. Uses eCountry clearance to clear arrival of USG personnel to support the office. Maintains cupboard stocks of supplies and ensures that the office area is clean and in professional condition. Relays messages and notices to other agencies. Coordinates meetings, appointments and Schedules as necessary to support the FM managers. Performs other clerical work connected with building and grounds maintenance is required. Customer service: 20% Key team partner with the FM and GSO Customer Service Coordinators. Serves as a liaison for embassy personnel with other Embassy offices and agencies. May assist with submitting FM ILMS/ARIBA procurement requests. Back-up for receiving telephone and written requests for maintenance and repairs from offices and government-owned or leased residential quarters and inputs the requests into GMMS when necessary. Serves as back-up to the GMMS Clerk to follow up on work orders with Maintenance Supervisors and Foremen in the process. Time keeping and access forms: 10% Prepare Time and Attendance for FM section. Maintains overtime requests as T&A time keeper. Provides RSO access forms for Maintenance Technicians and contractors. QUALIFICATIONS REQUIRED All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item. Education: Completion of Secondary School is required. Secretarial Certificate is required. Prior Work Experience: Two years of experience in secretarial related work, to include computer processing is required. Language proficiency: Level IV (fluent) in English and Kiswahili both in writing, reading and speaking is required. Knowledge: A good knowledge of Administrative office procedures, customer service and Facilities Maintenance operations procedures. Must have a very basic knowledge of residential maintenance repair actions. Skills and Abilities: Typing skills (40 words per minute) is required. Proficiency in operating various MS office soft-ware packages is required. 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 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

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