Administrative Assistant vacancy-Zimbabwe 2016
ADMINISTRATIVE ASSISTANT: FSN-6, FP 8
OPEN TO: All Interested Candidates / All Sources
POSITION: ADMINISTRATIVE ASSISTANT: FSN-6, FP 8
OPENING DATE: FEBRUARY 18, 2016
CLOSING DATE: MARCH 3, 2016
WORK HOURS: Full-time, 40 hours/week
SALARY: Ordinarily Resident (OR): $ 21,078 p.a. FSN-6
Not-Ordinarily Resident (NOR): $ 31,614* p.a. FP-8*
*Final grade/step for NORs will be determined by Washington.
LENGTH OF EMPLOYMENT: This is a temporary position not to exceed two and a half years from date of hire.
ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The U.S. Mission in Harare is seeking eligible and qualified applicants for the position of Administrative Assistant.
BASIC FUNCTION OF POSITION
Provide primary coordination of the Overseas Buildings Operations (OBO) Office’s administrative functions with all relevant Embassy sections and the project prime contractor. The incumbent is to answer telephones, communicate messages to staff, make copies, prepare reports and distribute incoming and outgoing correspondence. The incumbent is to requisition office supplies, manage all office equipment maintenance and repairs and manage the OBO office inventory in coordination with the General Services Office (GSO) NEPA Clerk.
MAJOR DUTIES AND RESPONSIBILITIES %%OF TIME
- 30% – Answer telephones, communicate messages to staff, make copies, prepare reports and distribute incoming and outgoing correspondence. Manage, distribute, and control correspondence (incoming and outgoing letters, technical submittals, bulletins, samples, shop drawings, etc.) in accordance with contract specifications using Microsoft SharePoint 2010 software. Coordinate and cooperate with the Project Director and members of the Project Director’s staff.
- 10% – Requisition office supplies, manage all office equipment maintenance and repairs and manage the OBO office inventory in coordination with the GSO NEPA clerk. Assist the OBO Project Director in managing OBO office administrative staff issues, space, logistics, and day-to-day operations.
- 20% – Use Microsoft Word, Excel, Access, and PowerPoint programs to create and edit documents and spreadsheets, prepare presentation materials, and manage digital filing systems. Extensive use of Microsoft SharePoint 2010 software; managing alerts and all incoming and outgoing documents utilizing document upload and record creation with attachments.
- 10% – Administer tracking of OBO procurements and project supervision funds using the Department of State COAST software, and coordinate this financial information with Embassy Harare and OBO/Washington DC to maintain a positive balance of supervision funds and request additional funds from OBO/Washington DC when necessary. Manage petty cash funds. Supervise the OBO chauffer in administering tracking of OBO project vehicles, insuring the maintenance of required operations documentation and records to be reported on Department of State forms and coordinated with Washington DC OBO management.
- 10% – Serve as time / attendance keeper for OBO staff.
- 20% – Prepare travel and hotel arrangements for OBO staff and OBO/Washington DC consultants coming to the site. Attend meetings and record actual meeting discussion notes as directed by the Project Director. Track incoming and outgoing visitors by maintaining a master list of TDY visitors.
QUALIFICATIONS REQUIRED
Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
1. EDUCATION: Completion of at least two years of full time, post-secondary study at a college or university is required.
2. EXPERIENCE: Three years’ experience in Office Administrative work is required. A minimum of two years of this experience should be in Construction/Engineering/Architectural project support.
3. LANGUAGE: Level IV – Fluent (spoken and written) English is required.
4. SKILLS AND ABILITIES: Must have excellent organizational skills and able to balance and prioritize work schedule; must also have outstanding interpersonal communication skills and be capable of maintaining an effective working relationship with OBO, Primary Contractor, and Embassy personnel. Must be able to maintain confidentiality of personal and personnel documents and information. A valid driving license is required.
5. JOB KNOWLEDGE: A detailed working knowledge of general Administrative procedures and practices is required. Knowledge of computer software packages, such as word processing, excel, outlook and SharePoint is required.
FOR FURTHER INFORMATION:
The complete position description listing all of the duties and responsibilities may be obtained by contacting the Human Resources Office at Hararerecruit@state.gov or by telephone at 263-4-250593 Ext 4622/4991
SELECTION PROCESS:
When qualified, applicants who are U.S. Citizen Eligible Family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specifically address the required qualifications above in their application.
A TEST ASSESSING REQUIRED SKILLS, ABILITIES AND JOB KNOWLEDGE WILL BE ADMINISTERED AS PART OF THE SELECTION PROCESS.
HIRING PREFERENCE ORDER:
(1) USEFM who is ALSO a preference-eligible U.S. Veteran
(2) USEFM OR a preference-eligible U.S. Veteran
(3) FS on LWOP
ADDITIONAL SELECTION CRITERIA:
- Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
- Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report (EPR) are not eligible to apply.
- Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY:
Applicants must submit the following documents to be considered:
- Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above); and
- Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
IMPORTANT:
Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).
WHERE TO APPLY:
Human Resources Office: Nicholas H. Reynolds, HR Officer / Rutendo F. Chitapi, HR Specialist
Mailing Address: P O Box 3340, Harare
172 Herbert Chitepo Avenue
Harare
FAX Number: 263-4-796488
E-mail Address: hararerecruit@state.gov
EQUAL EMPLOYMENT OPPORTUNITY:
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. 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.
Appendix A – DEFINITIONS
Eligible Family Member (EFM):
An EFM for employment purposes is defined an individual who meets all of the following criteria:
- U.S. Citizen or not a U.S. Citizen; and
- Spouse or same-sex domestic partner (as defined in 3 FAM 1610);or
- Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term “child” shall include, in addition to natural offspring, stepchild, adopted child, and a child under legal guardianship of employee, spouse, or same-sex domestic partner when such child is expected to be under legal guardianship until 21 years of age and when dependent upon and normally residing with the guardian; or
- Parent (including stepparents and legally adoptive parents) of employee, spouse, or same-sex domestic partner, when such parent is at least 51 percent dependent on the employee for support; or
- Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, spouse, or same-sex domestic partner when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support; and
- Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and
- Is under chief of mission authority.
U.S. Citizen Eligible Family Member (USEFM):
A USEFM is an individual who meets all of the following criteria:
- U.S. Citizen; and
- Spouse or same-sex domestic partner (as defined in 3 FAM 1610) of the sponsoring employee; or
- Child of the sponsoring employee who is unmarried and at least 18 years old; and
- Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and resides at the sponsoring employee’s post of assignment abroad, or as appropriate, at an office of the American Institute in Taiwan; and is under chief of mission authority; or
- resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2; or
- Currently receives a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.
Appointment Eligible Family Member (AEFM):
An AEFM is an individual who meets all of the following criteria:
- U.S. Citizen; and
- Spouse or same-sex domestic partner (as defined in 3 FAM 1610) of the sponsoring employee; or
- Child of the sponsoring employee who is unmarried and at least 18 years old; and
- Listed on the travel orders or approved Form OF-126 of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan (AIT); and
- Is under chief of mission authority; and
- Is residing at the sponsoring employee’s post of assignment abroad or, as appropriate, at an office of the American Institute in Taiwan;and
- Does NOT currently receive a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.
Member of Household (MOH):
A MOH is an individual who meets all of the following criteria.
- A MOH is someone who accompanies or joins a direct-hire Foreign Service, Civil Service, or uniformed service member permanently assigned to or stationed abroad or, as appropriate, at an office of the American Institute in Taiwan; and
- A MOH must be officially declared to the COM by the sponsoring employee as part of his/her household; and
- A MOH is under COM authority;
- A MOH may include a parent, unmarried partner, other relative, or adult child;
- A MOH may or may not be a U.S. Citizen;
- A MOH is not an EFM;
- A MOH is not listed on the travel orders or approved Form F-126 of a sponsoring employee.
Not Ordinarily Resident (NOR) – An individual who meets the following criteria:
- An EFM, USEFM or AEFM of a direct-hire Foreign Service, Civil Service, or uniformed service member permanently assigned or stationed abroad, or as appropriate, at an office of the American Institute in Taiwan; or
- Has diplomatic privileges and immunities; and
- Is eligible for compensation under the FS or GS salary schedule; and
- Has a U.S. Social Security Number (SSN); and
- Is not a citizen of the host country; and
- Does not ordinarily reside in the host country; and
- Is not subject to host country employment and tax laws.
Ordinarily Resident (OR) – An individual who meets the following criteria:
- A citizen of the host country; or
- A non-citizen of the host country (including a U.S. citizen or a third-country national) who is locally resident and has legal and/or permanent resident status within the host country and/or who is a holder of a non-diplomatic visa/work and/or residency permit; and/or
- Is subject to host country employment and tax laws.