Administrative Assistant at U.S. Embassy

Administrative Assistant at U.S. Embassy

September, 2023

About
Announcement Number:DaresSalaam-2023-049
Hiring Agency:Embassy Dar Es Salaam
Position Title:Administrative Assistant (All Interested Candidates)
Open Period:09/20/2023 – 10/04/2023

Vacancy Time Zone:GMT+3
Series/Grade:LE – 0105 7
Salary:TZS TSh29,568,947 /Per Year
Work Schedule:Full-time – 40HRS PER WEEK
Promotion Potential:LE-7
Duty Location(s):1 Vacancy in

All Interested Applicants / All Sources
Security Clearance Required:Public Trust – Background Investigation
Appointment TypePermanent
Appointment Type Details:Indefinite subject to successful completion of probationary period
Marketing Statement:We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The U.S. Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Administrative Assistant in the Department of Defense.

Supervisory Position:No
Relocation Expenses Reimbursed:No
Travel Required:Occasional Travel

Duties

JOB OVERVIEW: Serves as the Administration Assistant, provides administrative and logistical support for the Office of Security Cooperation (OSC). Initiates a variety of administrative support actions including meetings, travel for OSC personnel and temporary duty visitors, managing documents as well as triaging the flow of correspondence, information, and phone calls. The incumbent prepares, processes, and delivers varied correspondence under guidance of OSC Chief, including diplomatic note requests for U.S. military access to locations where U.S. equipment and training are held.
Under the supervision of the Security Cooperation Management Coordinator (SCMC) and Operations Non-Commissioned Officer (OPSNCO) incumbent responsible for fleet management of OSC motor vehicles and transport of OSC Chief, OPSNCO, SCMC, and OSC visitors to locations within Dar es Salaam, neighboring areas when necessary. Responsible for managing $350,000 in OSC and O&M funds, and two vehicles valued more than $80,000.

1. Administrative Assistant (80%)

1.a. Management of OSC operations

– Manages incoming and outgoing correspondence and assists in ensuring proper assignment, prioritization, delivery, distribution, and/or follow-up within and outside the Office of Security Cooperation (OSC). Screens and triages incoming phone calls and visitors.
– Performs typing, word processing, and data entry duties to include preparing draft official documents in compliance with current office formats.
– Assists directly with travel coordination and arrangements for both in-country and international official travel and processes including but not limited to country clearance requests and other required travel related documents within various offices of the Embassy.
– Establishes, organizes, maintains, and monitors administration of OSC operations in accordance with Department of Defense/ State policies and federal/ state regulations. Responsible for collecting, compiling, and organizing data information to prepare various programmatic and operations reports. Assists the

Operations NCO in tracking leave and compensatory time requests, while liaising with HR on OSC time and attendance matters. Assists the filing of applicable administrative requests and reports (e.g., travel advance collection, procurement, Motorpool, and personnel access.) Submits service requests for ICASS service needs to include work order and maintenance requests via Ariba, ILMS, and myServices as needed. Follows up for timely approval and completion.

1.b. Coordinates inter-office actions and programs.

– Performs inter-office program action and coordination within OSC and other DoD sections. Acts as initial point of contact for miscellaneous administrative inquiries and works with appropriate office to initiate / resolve inquiries or requests.
– Provides guidance to OSC personnel on USG (DoD and DoS) gift policies to ensure compliance.

1.c. Visitor, Event, and conference planning

– Responsible for submission and timely follow up of Visitor Access Request (VAR) to Regional Security Office.

1.d. Liaison with intra/inter American Embassy and private sector Tanzanian entities.

– Maintains contacts with local hotels (food, beverage, sales, event leads) for event planning and representation requests.
– Incumbent is the backup to the Security Cooperation Management Coordinator (SCMC) on issues pertaining to management and reporting of OSC funds.

2. Fleet management (20%)

– Coordinates with OSC, GSO Motorpool, and AERA to ensure efficient transportation options are secured as needed for OSC personnel and official TDY’ers.
– Works with GSO Motorpool to monitor repair schedules and ensure quarterly vehicle services are performed while keeping OPSNCO informed of vehicle readiness status.
– Ensure vehicle usage logs are printed and placed in vehicles at the beginning of each month. Reports month end mileage use to OPSNCO. Analyzes monthly fuel use and prepares monthly vehicle usage report.
– Periodically inspects two OSC vehicles interior and exterior for cleanliness. Performs preventative maintenance checks and services to ensure proper serviceability.
– Incumbent serves as an incidental operator of official vehicles and meets all requirements outlined in 14 FAM 433. In this capacity, incumbent occasionally handles emergency transportation requests and operates OSC vehicles.

Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the agency.top

Qualifications and Evaluations

EXPERIENCE:

Must have at least three (3) years of administrative work or customer service experience (or combination thereof).

JOB KNOWLEDGE:

Good knowledge of the local business environment, administrative procedures, and correspondence document preparation is required.

Knowledge of vehicle management, serviceability requirements, and database entry for reporting is required.

Education Requirements:

Two years of college/university studies is required.

Evaluations:

LANGUAGE: Level 4 (Fluent) Speaking/Reading/Writing English is required. Level 4 (Fluent) Speaking/Reading/Writing Swahili is required. (This may be tested)

SKILLS AND ABILITIES:

Strong customer service/ interpersonal skills and ability to analyze, diagnose, and resolve problems. Ability to write professional letter and email correspondence in both Kiswahili and English is required. Proficient user of Microsoft Office and database applications. Typing average of 37-44 words per minute (WPM) or 150-200 characters per minute (CPM). Strong multi-tasking ability. This position will occasionally lift boxes weighing 25kg. or less, for storage in the OSC warehouse cage. Must have a valid, current class B driver’s license. Must have had a valid driver’s license for a minimum of 5 years.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):

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, disability, political affiliation, marital status, or sexual orientation.

Diversity Equality and Inclusion Statement

The US Mission to Dar es Salaam, Tanzania values a workforce of different backgrounds, cultures, and viewpoints. We strive to create a welcoming environment for all and we invite applicants from diverse backgrounds to apply.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Agency Benefits:

The U.S. Mission in Tanzania offers compensation package that may include health, separation, and other benefits.

Other Information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP and CS with reemployment rights **

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability dated within the past six months, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply:

To apply for this position, applicants MUST apply electronically via ERA.

For more information, visit this link https://tz.usembassy.gov/embassy/jobs/

Required Documents:

To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.

All Applicants:

• Proof of Citizenship
• Copy of work permit (if not a TZ national)
• University Degree
• Transcript
• Valid Class ‘B’ Driver’s License
• Other document (if any)
• Other document 2 (if any)

Eligible Family Member Applicants:

• Copy oicate or Licensef Sponsor’s Orders/Assignment Notification (or equivalent)
• Passport copy
• DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted only via email.

Thank you for your application and your interest in working at the U.S. Mission in Tanzania.

CLICK HERE TO APPLY

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