US Mission in Zimbabwe – Secretary Vacancy Harare

US Mission in Zimbabwe Roving Secretary

Open to:-  All Locally Employed Staff (LES) – All Agencies

Current employees serving a probationary period are not eligible to apply

-All Zimbabwean citizens or legal Zimbabwean permanent residents, with the required  visa/permit to work and live in the country (proof of this paperwork will need to be provided)

Title:                Roving Secretary

Grade:             FSN-6

                        (US$17,976 – US$26,066 basic salary grade range)

The US Mission in Zimbabwe 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.

Closing Date:    June 6, 2013     –  17:00 hours, local time.

Work Hours:    Full time; 40 hours per week

BASIC DESCRIPTION OF THE POSITION:

The primary function of this position is to provide basic secretarial and administrative services for the USAID Mission.  S/he will perform a variety of secretarial and administrative duties in all USAID offices especially when the administrative staff members are on vacation or sick leave and also during a particular busy period.  Also, when not filling in for absent administrative staff, she/he will be assigned to the Executive Office and perform duties as assigned.

Major Duties and Responsibilities:

1. Types in draft and final for various USAID offices and personnel.  Typing includes technical documents as well as cables, letters, memos, reports and tables.  In many cases typing materials are technical and often involve important documents.
2. At supervisor’s instruction of office assigned, may draft and type replies to correspondence of a non-technical or non-substantive nature for supervisor’s signature.  Researches background materials for all offices concerned and other members of these various offices.
3. Attends to telephone calls, screen visitors, also in consultation with staff members or individuals concerned, arranges appointments, manages calendars and schedules meetings as appropriate and keeps track of appointments.  When required prepares and/or makes requests for (a) official transportation within and outside Harare, for office and visiting personnel; (b) hotel reservations for visiting personnel.
4. Submits requests for after-hours access, as well as supplies/stationery, and other services by ICASS, when required.
5. On a recurring basis orders and maintains an adequate stock of supplies at all times, arranges orders for office and for residence.
6. Reviews and controls all incoming mail after attaching pertinent information, she/he routes such materials to the staff member in the office concerned for action.
7. Performs other administrative and clerical duties as required.

SELECTION FACTORS:

1. a.      Education:  Completion of high school and a 2 years or diploma is required in Business Administration or other commercial area. 
2. b.       Prior Work Experience: 2 years of secretarial and clerical experience is required (30 points)
3. Language Proficiency:  Fluency in spoken and written English is essential, as well as the ability to communicate effectively (20 points)
4. Knowledge, Skills and Abilities:  Knowledge of or ability to acquire knowledge of agency and local correspondence manuals and instruction and local clerical procedures.  Should have knowledge of standard office management procedures. Must have tact, courtesy, patience, adaptability, resourcefulness, and cooperativeness, due to the fact that the job holder has to work in several different offices, with different team leaders and admin staff and interact with all staff.   Must have good computer skills; organization skills, clerical and administrative skills as well as records management skills. Must have problem solving skills and show initiative in doing his/her work.  Must have good communication skills and be tactful and diplomatic when dealing with a wide range of internal and external contacts.  Must be flexible and able to learn quickly as will be roving from office to office.  (50 points)

Scoring of the selection criterion detailed above will be done through paper review, an oral interview and/or written exercise.

TO APPLY:

Please read this section carefully and follow the instructions closely.  Interested applicants must address all the above qualifications in their application.  An application should be addressed to the Human Resources Office and include:

1.         An application letter, detailing how the applicant meets the above minimum qualifications.  Please type in the letter your response to each item, e.g. Education, and state how you meet the requirement.  Failure to do this will result in you not being shortlisted.  Your letter must address each of the qualifications listed above.

2.         A current resume relevant to the position (no more than 2 pages)

3.         Any other documentation that addresses the qualification requirements of the position listed above.

Selection Process:  After an initial application screening, the best qualified applicants may be invited to a testing process, which may include an oral interview and a written exercise.  The written exercise may consist of a timed session, where the candidate will work on the computer and answer a specific question, using either word or excel or both.

The final phase of the selection process is the probationary period of one year.  Medical and security clearances are also required before employment can begin.

Please note: Due to the great number of applications we receive, we are not able to contact each applicant.  Only short listed candidates will be contacted with the results of the final selection.  If you do not hear back from us by June 28, 2013, you were therefore not shortlisted.

PLEASE FOLLOW THESE INSTRUCTIONS FOR SUBMISSION:

Both email and hand delivered applications are accepted.  Please submit email applications via email to: zimrecruit@usaid.gov

Please note:  Applications should not be more than 1mb in size if emailed.

Please indicate Reference: 13-13 Roving Secretary in the subject line of the application email and in the subject line of your application letter.

Hand delivered applications should be addressed to the Human Resources Office and submitted to 1 Pascoe Avenue, Belgravia, Harare.

 

Applicants who fail to follow all the application requirements stated above will not be short listed.

Applications should be received no later than 5pm local time on Thursday, June 6, 2013.

 

For any queries Contact the HR Office on 252420 Ext. 256 or 235.

Issued by:

Executive Office

Comments

comments