Administrative Clerk (Facilities) Job at US Embassy Dar es Salaam
Job Overview
Administrative Clerk (Facilities)
Dar es Salaam
(TZS) TSh24,989,567 Per Year
US Embassy Dar es Salaam
The mission of the United States Embassy is to advance the interests of the United States, and to serve and protect U.S. citizens in Tanzania.
About
Announcement Number:
Dar es Salaam-2022-054
Hiring Agency:
Embassy Dar Es Salaam
Security Clearance Required:
Public Trust – Background Investigation
Appointment Type
Permanent
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 Clerk (Facilities) in the Facility Management Section.
Supervisory Position: No
Relocation Expenses Reimbursed: No
Travel Required: Occasional TravelOccasional Travel
Duties
Major Duties and Responsibilities
45% Supports and manages the Facility Manager’s daily work schedule and planning activities.
Provides administrative/clerical support to the Senior, Deputy and Assistant Facility Manager(s), and designated Locally Employed (LE) personnel including Facility Engineers, the Maintenance Supervisor, and Shop Foremen. The Administrative Clerk will receive telephone and e-mail inquiries for all types of facility related issues, will provide information and direction as necessary, and keep the Facility Management team apprised of customer complaints so corrective measures can be taken.
35% Performs administrative duties as assigned by the Facility Manager (FM) such as drafting memos, typing correspondence and maintaining all files, records, and reports.
The Administrative Assistant will draft memos and type correspondences to both internal and external sources; will maintain all files, records, and reports in easily accessible locations such as electronically on the shared drive, or hard copies in approved filing cabinets. Keeps the maintenance library organized and up to date when manufacturers submit revised O&M manuals.
Prepares translations of official documents for the Senior Facility Manager and the Facility Management ICASS customers as required. Provides support to TDY personnel by assisting with country clearance responses, hotel arrangements, providing post and country information literature, arranging transportation, etc.
Tracks and monitors all Building Maintenance Expense (BME) service contacts (approximately 10 contracts) to ensure contractors are meeting the requirements of their service contracts. Submits access requests to the Regional Security Office (RSO) and tracks approval/rejection status of each access requests. Makes arrangements for escorts for contractors personnel including Cleared American escorts for work/service performed in Control Access Area (CAA) locations.
Tracks contractor invoices for BME service contracts and Repair and Improvement (R&I) contracts to ensure they are accurate and complete when submitted, and submits them to be paid according to the prompt payment act. Will provide guidance to contractors when invoices are incomplete or need revision. Will work closely with GSO Procurement and Financial Management when processing invoice.
15% Is trained in Computerized Maintenance Management System (CMMS) and serves as the alternate Work Control Clerk under direction of the Facility Manager and may be instructed to determine work order priorities and scheduling. The incumbent will run CMMS reports as requested by the FM to track the total cost of maintaining properties or equipment, work performed for agencies, work order backlog reports, and reports of work accomplished by individual and shop.
5% Is primary time keeper for the Facility Management Section. Uses the Department of State TATEL software program to report time and attendance (T&A). Monitors LE staff attendance, reports habitual tardiness and abuse of annual and sick leave, and reports LE staff overtime as requested by his/her Senior, Deputy or Assistant FMs.
Administrative Clerk (Facilities) Job Vacancy at the US Embassy Dar es Salaam
Qualifications and Evaluations
Requirements:
Experience: A minimum of two (2) years minimum as an Administrative Clerk/Assistant or in a clerical setting, or equivalent experience is required.
Education Requirements:
Education: Completion of secondary school is required.
Evaluations:
Language: Good Working Knowledge (reading, speaking, and writing) in English is required and Good Working knowledge (reading, speaking, and writing) in Kiswahili is required. “This may be tested”
SKILLS AND ABILITIES: Proficiency in Microsoft Office software (Outlook, Word, Excel, Power Point etc.) and other computer programs, and customer service oriented.
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.
Qualifications:
All applicants under consideration will be required to pass medical and security certifications.
Agency Benefits:
Benefits: The U.S. Mission in Tanzania offers compensation package that may include health, separation, and other benefits.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.
Other Information:
For the current COVID-19 Requirements please visit the following link.
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:
• Certificate – Completion of secondary school is required.
• Proof of citizenship (National Identification Card, Voters Identification Card or Passport)
• Other Document
• Other Document 2
Eligible Family Member Applicants:
• Copy of 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:
What to Expect Next: 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.
The Deadline for Submitting Applications is 18th August 2022.
