CASHIER/TRAVEL ASSISTANT: FSN-7, FP 7
VACANCY ANNOUNCEMENT NUMBER: 16-09
OPEN TO: All Interested Candidates / All Sources
POSITION: CASHIER/TRAVEL ASSISTANT: FSN-7, FP 7
OPENING DATE: MARCH 3, 2016
CLOSING DATE: MARCH 17, 2016
WORK HOURS: Full-time, 40 hours/week
SALARY: Ordinarily Resident (OR): $ 24,041 p.a. FSN-7
Not-Ordinarily Resident (NOR): $ 35,364* p.a. FP-7*
*Final grade/step for NORs will be determined by Washington.
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 Cashier/Travel Assistant.
BASIC FUNCTION OF POSITION
Under the supervision of the Public Health Administration Specialist, this position will function as the Centers for Disease Control (CDC) Program Team Sub Cashier/Travel Assistant. This position will be responsible for the management of CDC sub cashiering functions and preparations of travel arrangements/ documentation (full travel protocols), liaising with CDC Atlanta regarding special agency travel requirements.
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: A diploma in Accountancy, Bookkeeping, Business or Secretarial studies is required.
2. EXPERIENCE: Two years’ experience in cashiering and/or travel management is required,
3. LANGUAGE: Good working knowledge (Level 3) in English is required.
4. SKILLS AND ABILITIES: Standard typing and computer skills including word processing, spreadsheet development and basic database programs are required.
5. JOB KNOWLEDGE: Knowledge of and familiarity with basic cashiering and fiscal control functions is required. Knowledge of common travel organization and support functions required.
Major Duties and Responsibilities % OF TIME
- Cashier, CDC Zimbabwe (55%)
- Requests for petty cash funds from the Embassy, disburses and reports on Imprest funds and Cash Advance funds.
- Prepares monthly cash count reports for sign off by the Deputy Director and submission to Embassy Harare;
- Prepares routine monthly and annual petty cash reports and ad hoc reports upon request for CDC Zimbabwe and CDC Headquarters.
- Works with Embassy Harare Banking and Finance cashier, voucher examiners in the disbursement, receipt, expenditure and reporting of petty cash funds.
- Processing all cash payments and completes daily balancing of funds for submission to the Deputy Director.
- Monitors and orders cashier replenishment from the Embassy Banking and Finance Office, ensuring that the CDC Imprest fund is within the authorized limit and is replenished on a timely manner to meet all planned and unexpected demands on petty cash;
- Prepares petty cash reimbursement vouchers, assigning appropriate fiscal coding and inputting cash entries daily into the cashier database
- Oversees the receipt, safe storage and distribution of petty cash payment to CDC vendors;
- Collects cash payments due from staff members when required and deposits with Embassy cashier.
2. Travel Assistant, CDC Zimbabwe (40%)
- Processes all requests for travel from CDC staff, collaborating partners and sponsored traveler’s liaising with the Embassy Travel section and the travel agency.
- Prepares and follows up on all travel order documentation submitted to the Embassy for processing.
- Ensures traveler compliance with all country specific required logistical and travel regulatory requirements e.g. visas, health clearance, and
- Liaises with low and middle level Embassy offices regarding the arrangement of official and sponsored travel
- Ensures that all travel arrangements are in accordance with US Government, Embassy Harare and also with HHS/ CDC agency travel policies and regulations;
- Liaises with other CDC Zimbabwe staff for budgetary and procurement requirements associated with all travel;
- Liaises with CDC Atlanta officials and official CDC travel contractors regarding contractor-assisted travel, and ensures appropriate technical program officers are aware of travel arrangements.
- Processes, files and tracks travel claims to assure that claims are processed and reconciled promptly. Follows up outstanding claims and informs Deputy Director of delinquencies and problems.
- Maintains database of TDY and other visitors to the CDC Zimbabwe program.
- Ensures TDY accommodations are confirmed and communicated in advance of travel to Zimbabwe, forwards required information to TDY travelers prior to travel and assists TDY and other visitors to CDC with confirmation of return tickets.
- Prepares requests for country clearance cables for CDC staff traveling to other posts, and liaises with Embassy management office for clearances of official HHS visitors to Zimbabwe for Deputy Director’s review and approval; provides urgent back up to CDC Atlanta in locating and actioning travel clearances.
- Assists other CDC staff to address travel-related logistics related to CDC-sponsored meetings, conferences and trainings.
3. Other Duties as Assigned 5%
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.