Job Opportunities

EMPLOYEMENT OPPORTUNITY – Secretary

The U.S. Embassy in Dar es Salaam is seeking an individual for the position of Secretary in Public Affairs Section.

Note: All applicants must be residing in country and have the required work and/or residency permits allowing employment in country prior to applying for this position to be eligible for consideration.

BASIC FUNCTIONS OF THE POSITION:
Secretary to the Public Affairs Counselor and handles additional assignments for the Assistant Public Affairs Officer and other members of the Public Affairs staff.

MAJOR DUTIES AND RESPONSIBILITIES:

Provides secretarial support for the Public Affairs Unit. Places long-distance calls to Washington, D.C. and other Public Affairs posts, relying on knowledge of Public Affairs bureaucratic organization to contact the appropriate office.

Drafts reports, cables, memos and letters for the PAO, Assistant PAO and senior FSN staff both in English and Kiswahili, using the computer.

Independently updates and maintains the electronic and paper filing system for all unclassified cable traffic, letters and memos for the PAO in accordance with established guidelines. Maintains effective and ongoing liaison with the information and cultural sections as well as the IRC, based on a thorough understanding of Public Affairs programs and office organization. Maintains all chron files. Annually weeds out the files, using knowledge of Public Affairs programs to identify documents of value.

Supervises the routing of all incoming correspondence and interoffice mail, including obtaining clearances and signatures for cables and memos. Monitors stock of office supplies and prepares supply requests as required.

Updates and maintains the Public Affairs Section’s contacts database. Maintains a visitors list for all Public Affairs visitors and provides welcome and orientation materials for them. Arranges logistical support for incoming American speakers and official visitors, including hotel and plane reservations, in coordination with program officers. Prepares, obtains clearances and forwards all diplomatic notes from PA, including notice of travel of Americans officers and official announcements of exchange opportunities.

Updates and Maintains the Mission-wide calendar of events. Acts as time keeper for the section’s local and American staff. Keeps track of leave taken, overtime and other matters. Completes travel voucher and representational events reimbursements inputs information into the Mission Activity Tracker (MAT) documenting events that have not taken place and any press coverage of Mission-wide activities.

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

Education: Completion of Secondary School (Form VI) is required. Completion of one year secretarial course is required.

Prior experience: Five years of progressively responsible secretarial experience is required.

Language proficiency: Level IV (fluent) English and Kiswahili (writing, reading and speaking) is required.

Knowledge: Good working knowledge of Public Affairs correspondence, filing style and office routine. Thorough understanding of procedures involved in post’s information and cultural programs and the distribution record system.

Skills and Abilities: Level II (50 words per minute) typing speed is required. Computer skills and knowledge of a variety of software (MS Word, Excel, Access, and internet) is also required.

TO APPLY:

Applications outlining relevant qualifications, printed C.V. with names of three (3) references, any other documents (e.g. essays, certificates, awards, copies of degrees earned) that address the qualification requirements of the position as listed above and your contact telephone number(s), e-mail, and/or mailing address. Application should be sent via post or dropped off at the Embassy main gate for the attention of:

Human Resources Section
American Embassy
P.O. Box 9123
Dar es Salaam

CLOSING DATE FOR THIS POSITION: OCTOBER 14, 2008