Administrative Assistant (Temporary)

Closing Date of The Position: December 4, 2013

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking an individual for the temporary position of Administrative Assistant at the Centers for Disease Control and prevention (CDC).

This is a temporary position from Nov 2013 to Feb 2014.

BASIC FUNCTION OF POSITION

This position serves under the supervision of the Administrative Team Lead as Receptionist and Safety and Security Coordinator for CDC Tanzania and performs general administrative support duties for the CDC Administrative Team as needed. Incumbent answers phones; greets and registers visitors; maintains security and safety standards for building entrance/exit, monitors movement of staff and guests; coordinates vehicle/motor pool requests for CDC staff, TDY staff and consultants; and performs data entry and typing duties using word processing software.

MAJOR DUTIES AND RESPONSIBILITIES

Receptionist - 30%

1. Serves as the CDC Front Office receptionist for visitors. Receives visitors and directs them to appropriate offices within CDC.
2. Maintains office switchboard and answers 100% of incoming CDC telephone calls. Handles routine inquiries and refers in-coming calls to appropriate CDC staff.
3. Maintains accurate and up-to-date phone directory for CDC staff US Embassy.

 Motor Pool Coordination - 30%

1. Coordinates and logs all vehicle requests for CDC staff, TDY staff and consultants with motor pool staff at US Embassy.
2. Arranges alternate transport as necessary when US Embassy motor pool is not available or is not in USG best interest.
3. Communicates with staff on all vehicle arrangements, and monitoring successful implementation of vehicle requests.
4. Enforces USG vehicle use policy at all times.
5. Secures appropriate waivers for transport in USG vehicles when necessary.

 Safety and Security Coordinator - 20%

1. Ensures access, safety, and security procedures are followed at all times.
2. Monitors security cameras for entering and exiting people/cars.
3. Reports security violations and suspicious activity.
4. Enforces escort policy for staff and visitors.
5. Coordinates scheduling of security and safety drills for CDC office.

 General Administrative Support Duties - 20%

1. Provides secretarial support to administrative team as needed. Drafts and types telegrams, memos, letters and other official CDC correspondence.
2. Opens incoming CDC mail; registers, dates and sends the mail to the appropriate administrative office for action.
3. Develops and maintains the calendar for reservations of CDC conference rooms. Issues keys to conference rooms and maintains the CDC library.
4. Maintains minutes of official CDC-wide administrative meetings as needed.
5. Performs back-up duties for other support staff when needed.
6. Performs other duties as assigned by the supervisor.

 QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education:  
   Completion of Secondary school and at least one year of advanced studies in administration, secretarial school, data entry, or related field is required.
2. Prior Work Experience:  
   Minimum of one year of administrative or secretarial experience in the US Government or an international organization is required.
3. Post Entry Training:  
   On the job training for specific CDC and US Government procedures will be provided as needed. In addition, the incumbent may receive CDC-sponsored training in formal courses related to the duties and the responsibilities of the position.
4. Language proficiency: 
   Level III English (Good Working Knowledge) written, Level IV English (fluent) (speaking) and Level IV (fluent) Kiswahili (speaking writing and reading) is required.
5. Knowledge:  
   The incumbent must have a thorough knowledge of all aspects of administrative and office support processes, including secretarial support for professional staff, procurement, arranging and processing travel support, coordination of motor pool support, and procedures for processing personnel actions. In addition, the job holder must be thoroughly familiar with CDC and US Government administrative policies and procedures and the structure and function of CDC Tanzania. The incumbent must also be familiar with the Government of Tanzania operating environment as well as the Tanzania business environment to effectively perform the duties and responsibilities of the position.
6. Skills and Abilities: 
   The incumbent must be attentive and professional, possess excellent interpersonal, communication, and organizational skills. Must be able to work in fast-paced work environment with close attention to logistical details and arrangements. Must be proficient in operating office machines such as copier, shredder and fax and must be proficient with word processing, spreadsheet and other office computer software. Must be able to effectively interact with internal staff and external clients at all levels and individuals from diverse cultural backgrounds.

 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:

1. 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


2. 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


3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus


4. 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.


5. 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

 CLOSING DATE OF THE POSITION: December 4, 2013.