Deadline: 31/12/2014
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 position of Secretary in General
Services Section.
BASIC FUNCTION OF POSITION
The General Service Officer is responsible for all logistical support to the US Embassy.
The secretary must have post-secondary school (form VI) and at least three years office
management experience, must have interpersonal organizational skills and be able to
communicate effectively with local and American staff. The successful candidate will be
able to draft memoranda, maintain task calendars and support the various units under
the General Service Officer.
MAJOR DUTIES AND RESPONSIBILITIES
Provides all management support assigned by the S/GSO: 30%
Drafts correspondence, documents, cables, memoranda, administrative notes, and letters
and ensuring proper distribution, delivery and/or follow-up. Makes invitation cards and
business cards.
Receives and controls incoming correspondence and communication. Dispatches
outgoing correspondence and reports. Writes and formats non - technical letters of
acknowledgement, prepares time and attendance reports for GSO section and
maintains leave records for Direct Hire and Personal Service Agreement personnel.
Prepares Power Point presentations and EXCEL spreadsheets as required.
Serves as Sub-Cashier, an Accountable officer, responsible for the control, 25%
management safekeeping of a cash advance of USD 1,000 received from the Class
B Cashier for petty and emergence cash purchases. Accounts for receipts/cash
sales/invoices and reconciles monthly.
Manages cash advances in the way that no secondary advance is issued
before the previous one is liquidated. In the course of daily transactions with his/her
customers, educates them on accountability of USG funds when in their hands.
Ensures smooth running "money-wise", of the GSO section and that there be no
occasions of cash unavailability. Maintains clear records of all documentation involved;
ready for cash audit/count by the AM SPV or FMO. Liquidates receipts with the principal
Class B Cashier.
Handles incoming and outgoing GSO correspondence, ensuring proper assignment, 25%
prioritizing and distribution within GSO section. Keeping schedules for GSO and serves
as office receptionist for the General Services Office. Acts as the initial coordinator for all visitors to
the GSO Section by assigning the contact person for the 2 of 4
Revised June 2010
visitor and ensuring appropriate appointments, programs and/or schedules for the visitor.
Serves as a liaison for embassy personnel with other GSO units, including Shipping, 10%
Motorpool, Travel, Housing, Property Management and Procurement. Keeps the GSO
informed on all issues and developments within embassy operations, and depending upon
the importance and/or sensitivity of the matter, decides whether to direct action to a specific
office or individual or bring it to the attention of the GSO.
Serves as back-up for EFM Customer Service Representative: 5%
Receives telephone and written requests from offices and occupants of government-
owned or leased residential properties. Follows up on e-services requests as needed.
Files all cables and correspondence, using U.S. Government TAGS system and periodically 5%
checks to ensure quick and reliable irretrievability.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and
comprehensive information supporting each item.
1. Education: Completion of 2 years Advanced Secondary School (form VI) secretarial
certificate and office practice is required.
2. Prior experience: Three years of experience in managerial/secretarial related work
is required.
3. Language proficiency: Level III (good working knowledge) of English and Level
IV(fluent) in Kiswahili (writing and speaking) is required.
4. Knowledge: Must understand the procurement process and have a thorough
knowledge of Embassy offices and structure.
5. Skills and Abilities: Level III typing ability (45 words per minute) is required.
Proficiency in operating Word Processing and other MS office applications
Position Elements
1. Supervision Received: received direct supervision from the General Services
officer.
2. Available Guidelines: 6 Foreign Affair Manual and GSO Standard Operating
Procedures.
3. Exercise of Judgment: All aspects of GSO office administration.
4. Authority to make commitments: initiate proposals only.
5. Nature, Level and Purpose of Contacts: Job requires that contact be maintained
with all mission staff pertaining to various requests/assistance needed, vendors,
contractors, and visitors to GSO section. Greets external guests as required.
6. Supervision Exercised: No direct supervision exercised.
7. Time required to Perform Full Range of Duties after Entry into the Position :
One Year 3 of 4
Revised June 2010
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); 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 4 of 4
Revised June 2010
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: 2668001, Ext: 4137/4148/4233/4024
Fax: 2668321 or 2668238
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 position of Secretary in General
Services Section.
BASIC FUNCTION OF POSITION
The General Service Officer is responsible for all logistical support to the US Embassy.
The secretary must have post-secondary school (form VI) and at least three years office
management experience, must have interpersonal organizational skills and be able to
communicate effectively with local and American staff. The successful candidate will be
able to draft memoranda, maintain task calendars and support the various units under
the General Service Officer.
MAJOR DUTIES AND RESPONSIBILITIES
Provides all management support assigned by the S/GSO: 30%
Drafts correspondence, documents, cables, memoranda, administrative notes, and letters
and ensuring proper distribution, delivery and/or follow-up. Makes invitation cards and
business cards.
Receives and controls incoming correspondence and communication. Dispatches
outgoing correspondence and reports. Writes and formats non - technical letters of
acknowledgement, prepares time and attendance reports for GSO section and
maintains leave records for Direct Hire and Personal Service Agreement personnel.
Prepares Power Point presentations and EXCEL spreadsheets as required.
Serves as Sub-Cashier, an Accountable officer, responsible for the control, 25%
management safekeeping of a cash advance of USD 1,000 received from the Class
B Cashier for petty and emergence cash purchases. Accounts for receipts/cash
sales/invoices and reconciles monthly.
Manages cash advances in the way that no secondary advance is issued
before the previous one is liquidated. In the course of daily transactions with his/her
customers, educates them on accountability of USG funds when in their hands.
Ensures smooth running "money-wise", of the GSO section and that there be no
occasions of cash unavailability. Maintains clear records of all documentation involved;
ready for cash audit/count by the AM SPV or FMO. Liquidates receipts with the principal
Class B Cashier.
Handles incoming and outgoing GSO correspondence, ensuring proper assignment, 25%
prioritizing and distribution within GSO section. Keeping schedules for GSO and serves
as office receptionist for the General Services Office. Acts as the initial coordinator for all visitors to
the GSO Section by assigning the contact person for the 2 of 4
Revised June 2010
visitor and ensuring appropriate appointments, programs and/or schedules for the visitor.
Serves as a liaison for embassy personnel with other GSO units, including Shipping, 10%
Motorpool, Travel, Housing, Property Management and Procurement. Keeps the GSO
informed on all issues and developments within embassy operations, and depending upon
the importance and/or sensitivity of the matter, decides whether to direct action to a specific
office or individual or bring it to the attention of the GSO.
Serves as back-up for EFM Customer Service Representative: 5%
Receives telephone and written requests from offices and occupants of government-
owned or leased residential properties. Follows up on e-services requests as needed.
Files all cables and correspondence, using U.S. Government TAGS system and periodically 5%
checks to ensure quick and reliable irretrievability.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and
comprehensive information supporting each item.
1. Education: Completion of 2 years Advanced Secondary School (form VI) secretarial
certificate and office practice is required.
2. Prior experience: Three years of experience in managerial/secretarial related work
is required.
3. Language proficiency: Level III (good working knowledge) of English and Level
IV(fluent) in Kiswahili (writing and speaking) is required.
4. Knowledge: Must understand the procurement process and have a thorough
knowledge of Embassy offices and structure.
5. Skills and Abilities: Level III typing ability (45 words per minute) is required.
Proficiency in operating Word Processing and other MS office applications
Position Elements
1. Supervision Received: received direct supervision from the General Services
officer.
2. Available Guidelines: 6 Foreign Affair Manual and GSO Standard Operating
Procedures.
3. Exercise of Judgment: All aspects of GSO office administration.
4. Authority to make commitments: initiate proposals only.
5. Nature, Level and Purpose of Contacts: Job requires that contact be maintained
with all mission staff pertaining to various requests/assistance needed, vendors,
contractors, and visitors to GSO section. Greets external guests as required.
6. Supervision Exercised: No direct supervision exercised.
7. Time required to Perform Full Range of Duties after Entry into the Position :
One Year 3 of 4
Revised June 2010
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); 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 4 of 4
Revised June 2010
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: 2668001, Ext: 4137/4148/4233/4024
Fax: 2668321 or 2668238
No comments:
Post a Comment