EMPLOYMENT OPPORTUNITY – Budget/Administrative Assistant
Closing Date of The Position: September 24, 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 Commercial Specialist for the Department of Commerce.
BASIC FUNCTION OF POSITION
The budget/administrative assistant serves as the principal assistant to the Senior Commercial Officer (SCO) with responsibility for financial, budget and administrative planning and management. Supports SCO in ensuring the Commercial office runs according to Commercial Service standards and guidelines as outlined in the Commercial Service Operations Manual and other complementary regulations. Supports Commercial Specialist and Commercial Assistant in trade event planning and execution.
Acts as the Commercial office’s primary contact to Post’s Financial Management Office (FMO) and General Services Office (GSO). Has primary responsibility for administrative management of the office, including budgeting, purchasing, inventory management, travel management and other administrative tasks as assigned. Acts as executive assistant to the SCO with responsibility for managing office calendars, schedules and filing systems. Must be discreet and be able to be trusted to manage confidential information. The Budget/Administrative Specialist is the first point of contact for fielding telephone and walk-in inquiries. Possesses incidental driver responsibilities and when required, acts as official office driver.
MAJOR DUTIES AND RESPONSIBILITIES
A. Financial Administration
Performs CS Tanzania’s budget preparations and justifications, and develops quarterly financial plans within Post’s annual allotment. Administers the approved budget in accordance with USDOC procedures, standards and regulations. Conducts ongoing budget analysis, makes appropriate adjustments, and keeps SCO informed as to the status of fund allotments on a monthly basis. Handles all budget inquiries and taskers from Post and Washington, D.C. headquarters in a timely manner. Routinely reconciles the budget and maintains the Internal Tracking System, as well as E-menu which is the Department of Commerce’s Internal Cuff Record System. Is also responsible for the handling and reporting of CS Tanzania revenue collections.
Manages CS Tanzania’s procurement, ensuring all USG and CS regulations and procedures are adhered to. Expected to pass requisite training to become official credit card holder for the office.
Implements a CS Tanzania procurement program that creates greatest value for CS operations. Maximizes value by utilizing CS credit card when appropriate. Manages an efficient procurement process including, but not limited to conducting market research; initiating purchase orders through GSO or using office credit card; ensuring product and/or service delivery meets purchase standards; ensuring invoices are paid on time and accurately; and managing ongoing relationships with vendors. Manages processing of CS Tanzania’s procurements via in-house Embassy management systems including, but not limited to ARIBA and MIPS. Advises SCO on procurement rules and regulations and points out any existing or potential irregularities in the procurement process.
B. General Services Administration:
Maintains working relationships with the Embassy Management Section (e.g. Budget and Fiscal, Personnel, Procurement, Security and General Services) in arranging for services as needed and resolving problems regarding such services, if necessary. With regards to the State Department’s International Cooperative Administrative Support (ICASS) program, participates in the negotiations for Embassy-based administrative services by determining and advising the Embassy Management Section of specific CS Tanzania administrative needs, and by analyzing the Embassy’s service standards and cost estimates to ensure that CS Tanzania needs will be met. Ensures that ICASS costs are justified from the standpoint of workload data and experience statistics. Supports SCO in carrying out personnel management responsibilities by liaising with the Embassy Personnel office on matters pertaining to the recruitment, promotion, reassignment, classification and advertising of new positions, reclassification of existing positions, award nominations, etc. Prepares and sends quarterly personnel reports to headquarters.
Maintains relationship and liaises with the GSO on all matters pertaining to CS Tanzania’s procurement, contracts and leases, as well as GSO rendered services such as residential security and maintenance. In coordination with GSO, responsible for “make ready” of official CS residences (painting, pest control, carpets, pool services, drapes, air conditioners, telephone services, etc.). Manages the GSO “e-services” process for the office from service request to delivery, ensuring all standards are met. When outside professional services are required, solicits bids and makes purchase recommendations to SCO. Supervises vendors for any CS services procured, either through ICASS or from local service providers.
The incumbent is CS Tanzania’s Property Custodian and is responsible for the yearly inventory reconciliation of the office’s inventory using CS’s internal software. Barcodes all new items and adds them to the main inventory. Ensures redundant equipment (including cars) and furniture is disposed of according to USG regulations.
As required, acts as official CS Tanzania office driver. Completes required USG driver training and maintains Embassy safe driving standards. Maintains all CS Tanzania owned vehicles by employing ICASS or outside maintenance services. Ensures CS Tanzania cars are properly maintained, clean and operated according to Embassy and USG regulations. Accurately maintains all vehicle driving logs.
Makes recommendations affecting the performance of CS Tanzania operations, such as organizational improvements in program and administrative procedures. Participates in the development, implementation, and administration of the Strategic Commercial Plan by providing financial information and recommendations and suggestions regarding the feasibility of proposed new programs and changes to existing program operations from the standpoint of funds, staff, facilities, program equipment, and other resources requirements. Participates in program implementation and administration phases through the coordination of all logistical support.
C. Administrative Support:
Develops and maintains SCO and office’s filing system, including, but not limited to advocacy files, export license files and personnel files which are governed by strict USG, Department of Commerce and State Department rules and regulations.
Keeps SCO’s schedule up-to-date, including setting up appointments, answering invitations and keeping SCO apprised of upcoming appointments and functions. Arranges appointments for SCO with government agencies, private enterprises and staff members.
Under direction of SCO and on own initiative, takes minutes and notes at internal meetings and prepares memoranda, letters, reports, emails and cables. On own initiative, replies to general incoming correspondence for signature by the SCO. Under SCO direction, also prepares letters to ranking Tanzanian government and private sector leaders.
Screens all incoming telephone calls, forwards calls to appropriate staff members and takes accurate messages for the SCO and other staff members.
In absence of SCO and using good judgment, authorized to communicate with Embassy front office in coordinating administrative items.
Monitors country clearance requests received by CS Tanzania for VIP and other USG visits and sends out reply cables. Negotiates best rates for hotels, reserves hotel accommodation and arranges airport transfers and other logistics. Communicates visitor schedule to Embassy personnel as required (e.g. updated Embassy visitor lists).
Creates travel orders for all staff and arranges travel, including flight reservations, hotel accommodation and car rentals. Manages required changes in travel and liaises with Embassy’s travel agent. Prepares travel expense claims for the SCO and other CS Tanzania staff and closely monitors reimbursements.
Responsible for reporting time and attendance for CS Tanzania local staff as per Embassy guidance, and keeps proper records for auditing purposes. Serves as official timekeeper for SCO and prepares biweekly time and attendance for SCO in CS’s Web T&A system.
D. Commercial Support:
As assigned, provides clerical and administrative support for commercial operations, including but not limited to preparing schedules, finalizing reports and other documents and maintaining contact lists and CS internal databases (e.g. CS Tanzania’s customer relationship management database). Participates in management of trade events (local shows, trade missions, conferences, etc.), including the set-up and break-down of all events organized by CS Tanzania. Supports commercial staff in production of promotional materials and research reports. Assists commercial operations with visitor escort.
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
Degree in Business Administration, Book Keeping and Accounting, or a field related to administrative management required.
- Prior Work Experience:
A minimum of four years of progressively responsible work experience in financial, procurement, budget and/or office management or similar, preferably with a U.S. government agency. At least one experience year working in customer service, para- professional and/or administration.
- Language proficiency:
English: Level IV (fluent) (reading, writing, speaking) Swahili: Level IV (fluent) (reading, writing, speaking)
Knowledge of public sector budgeting and procurement processes. Must possess knowledge of State B&F regulations and procedures, Commercial Service Operations Manual and official guidance from USDOC, or ability to learn these regulations quickly. Good computer skills to use FCS database and Office Software such as Word, Excel, Power Point etc.
- Skills and Abilities:
Solid computer skills and at least mid-level ability to utilize Embassy and CS databases, as well as Office Software such as Word, Power Point etc. In depth knowledge of Excel. Ability to work under pressure and to prioritize competing demands for assistance. Good organizational and excellent quantitative skills. Ability to work as part of a team and to learn new job-related skills quickly.
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.
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
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
SUBMIT APPLICATION TO
Human Resources Office
P.O. Box 9123
Dar es Salaam
POINT OF CONTACT
Telephone: 229 4000, Ext: 4137/4148/4233/4024
CLOSING DATE OF THE POSITION: September 24, 2014.
The US Mission in Tanzania 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. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
Only shortlisted candidates will be contacted