Summary
Date Posted: Tuesday, June 28, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Duties
Administrative Assistant 60% - Liaison with intra/inter American Embassy sections and private sector Tanzanian entities.
1. Maintains contacts with local hotels for event planning purposes and representational requests. Maintains contacts with food and beverage service leads in each hotel.
• Coordinates inter-office actions and programs.
• Coordinates inter-office actions and programs within the Office of Security Cooperation (OSC), and with other DOD sections (Generally performs "trouble shooting" functions for the OSC); acts as the initial point of contact for miscellaneous inquiries on administrative issues where there are no obvious answers) and works with the appropriate office and/or initiates the process to answer the inquiry or requests. Provides guidance to DOD personnel on USG (DOD and DOS) gift policies and ensures all are in compliance (especially with the receiving of gifts over a certain dollar amount).
• Supervision and Management of OSC operations.
• Manages incoming and outgoing correspondence and assists in ensuring proper assignment, prioritization, delivery, distribution, and/or follow-up within and outside the Office of Security Cooperation (OSC). Screens and triages incoming telephone calls and visitors. Performs typing and word processing duties including preparing official documents in draft form and ensures that the correct formats are followed. Assists in travel coordination and arrangements for both in-country and international official travel and processes, including country clearance requests and any other travel related document as requested. Establishes, organizes, maintains, and monitors files and records related to the administration of the OSC operations in accordance with Department of Defense/State policies and federal/state regulations. Responsible for collecting, compiling, and organizing information and data required to prepare for various programmatic and operational reports. Assists the Operations NCO in tracking leave and compensatory time requests and manages time and attendance reporting and submissions in the system. Assists as a liaison with HR office on issues pertaining to time and attendance. Assists in the filing of applicable administrative requests and reports (e.g., travel reimbursements, procurement requests, MotorPool and personnel actions). Submits service requests for ICASS service needs via USG automated platforms (Ariba, ILMS, and myServices) as needed. Follows up for approvals to ensure that the required services are provided on a timely manner.
• Maintains an inventory of office supplies and ensures sufficient office supplies are available. Responsible for placing timely orders of office supplies and equipment replenishments. Responsible for ensuring and advising on appropriate use and maintenance of the supplies/equipment. Responsible for filling all work orders for maintenance requests. Assists in maintaining OSC calendars including scheduling of appointments/conference calls, coordination of meetings with meetings. Responsible for taking accurate meeting notes, transcribing for all staff members, and maintaining records of formal meeting minutes as needed.

Visitor, Event and Conference planning for the OSC.
• Responsible for submission and follow up on approvals for Visitor Access Requests (VAR). Plans, schedules, arranges hotel and transportation reservations as needed. Responsible for escorting visitors to various offices and meetings on an as-needed basis and as per required procedures. Provides administrative related orientation to new OSC staff and TDY'ers.

Chauffeur 40% Chauffeur Services
• Drives official government owned vehicles (GOV) within Tanzania in support of OSC mission requirements as directed. Determines the shortest, safest, and most practical route to be used consistent with economic and safety considerations. Observes all traffic regulations, safe driving practices, and maintains the level of professionalism and courtesy expected of a chauffeur of a foreign government representative. Performs preventive maintenance checks and services on two OSC vehicles to ensure they are serviceable at any given time. Submits repair requests, maintains repair parts, and schedules vehicles for repairs and servicing (keeps OPSNCO informed of vehicle readiness status). Maintains the cleanliness of interior and exterior of OSC vehicles. Ensures vehicles usage logs are printed and placed in vehicles at the beginning of each month. Ensures the completed vehicle usage logs are collected, accurately completed, and provided to OPSNCO. Keeps the OSC vehicles fueled for movement and accounts for vehicle fuel consumption. Operates vehicles and drives for the OSC and visiting VIPs as needed during normal and after duty hours. Note: Incumbent is the backup to the Security Cooperation Management Coordinator (SCMC) on issues pertaining to management and reporting of OSC funds.

Note: Incumbent will be required to perform other duties as assigned by the agency.

Qualifications and Evaluations
Requirements:
• Experience: Minimum of two years of administrative and general office work experience is required.

Education Requirements:
• Education: Two years of college/university studies is required.

Evaluations:
• Post may choose to add the phrase “This may be tested” after a language, skill, and/or ability. Review the VA template for specific information.

language:
• Fluent (Written/Spoken, including ability to translate) in English is required and Fluent (Written/Spoken, including ability to translate) in Kiswahili is required. “This may be tested”

skills and abilities:
• Proficient user of MS Office applications. Typing average of 37-44 words per minute (WPM) or 150-200 characters per minute (CPM), Basic numeracy skills required. Ability to write professional correspondence in both Kiswahili and English is required. Must have a valid, current class B driver's license. Must have had a valid driver's license for a minimum of 5 years. The position will occasionally lift boxes weighing 50 lbs or less, for storage in the OSC warehouse cage.

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.

Benefits and Other Info
Benefits: The U.S. Mission in Tanzania offers compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.
Other Information:

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:
• AEFM / USEFM who is a preference-eligible U.S. Veteran
• AEFM / USEFM
• 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.

Work Hours: 8

Experience in Months: 24

Level of Education: Professional Certificate

Job application procedure
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