Secretary - GSO

OPEN TO: All Interested Applicants/ All sources

POSITION: Secretary - GSO

WORK HOURS:   Full-time; 40 hours/week

SALARY: Ordinarily Resident (OR):  FSN- 6; (Step 1- TZS 18,096,450 through Step 13- 27,144,678 per annum)

Not-Ordinarily Resident (NOR): FP- 8*
*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 US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Secretary in the General Services Section.

BASIC FUNCTION OF POSITION

Serves as the General Services Secretary for the General Services Officer and provides customer service  and time management to the entire GSO section. 

MAJOR DUTIES AND RESPONSIBILITIES

30%
Drafts various correspondence, documents, cables, memos,   and ensuring proper distribution, delivery and/or follow-up.  Makes invitation cards and business cards. Provides all Administrative services assigned by the GSO and A/GSO. 
Receives and controls incoming correspondence and communication.  Dispatches  outgoing correspondence and reports.  Writes and formats non - technical letters of acknowledgement,  prepares time and attendance reports for GSO section and maintains leave records for Direct Hire and Personal Service Agreement personnel.

15%
Serves as Sub-Cashier, an Accountable officer, responsible for the control, management safekeeping of a cash advance of USD 9,000 received from the Class B Cashier for petty and     emergence cash purchases. Accounts for receipts/cash sales/invoices and ensures that they  reconcile with cash at hand at any particular moment. Manages cash advances in the way that no secondary advance is issued before the previous one is liquidated. In the course of daily transactions with his/her customers, educates them on accountability of USG funds when in their hands.  Ensures smooth running "money-wise", of the GSO section and that there be no occasions of cash unavailability. Maintains clear records of all documentation involved; ready for cash audit/count by the AM SPV or FMO.  Liquidates receipts with the principal Class B Cashier.

20%
Handles incoming and outgoing GSO correspondence, ensuring proper assignment, prioritizing and distribution within GSO section.  Keeping schedules for GSO and A/GSO and serves as office receptionist for the General Services Office.  Acts as the initial coordinator for all visitors to the GSO Section by assigning the contact person for the visitor and ensuring appropriate appointments, programs and/or schedules for the visitor.

15%
Using information from various Department of State databases, including ILMS, DriveCam and RPA, locates and compiles information for various reports and briefings. Summarizes trends and presents the findings to GSO and A/GSO.

10% 
Serves as a liaison for embassy personnel with other GSO units, including Shipping,Motorpool, Travel, Housing, Warehouse and Procurement.  Keeps the GSO informed on all issues and developments within embassy operations, and depending upon the importance and/or sensitivity of the matter, decides whether to direct action to a specific office or individual or bring it to the attention of the GSO.

5%
Serves as back-up for Customer Service Representative:
Receives telephone and written requests from offices and occupants of government-owned or leased  residential properties.  Follows up on e-services requests as needed.

5%
Files all cables and correspondence, using U.S. Government  TAGS system and periodically checks to ensure quick and reliable retrievability.

QUALIFICATIONS REQUIRED

All 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 2 years Advanced Secondary School (form VI) secretarial certificate and office practice is required.
2. Experience:
   Three years of experience in managerial/secretarial related work is required.
3. Language:
   Level III (good working knowledge) in English and Level IV (fluent) in Kiswahili (speaking, reading and writing) is required. (This will be tested)
4. Skills and Abilities:
   Level III typing ability (45 words per minute) is required.  Proficiency in operating Word Processing, excel and other MS office applications is required.

FOR FURTHER INFORMATION: The complete position description listing all of the duties and responsibilities can be obtained on our website and/or by contacting the Human Resources OfficeDarRecruitment@state.gov. 

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:

1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP**

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.

ADDITIONAL SELECTION CRITERIA:

1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. 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.
3. Current NOR employees hired on a Family Member Employment (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.  Failure to do so may result in a determination that the applicant is not qualified.

1. Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources.  (See “For Further Information” above);
2. Any additional documentation that supports or addresses the requirements listed above (e.g. resume, transcripts, degrees, etc.)
3. Copy of Form VI and Secretarial studies Certificate.
4. For Tanzanian Nationals:  Copy of Passport, or National ID, or Voter ID
5. For Other Nationals: please attach current Resident/Work Permit and copy of valid Passport. 

WHERE TO APPLY:  Effective immediately only online applications will be accepted via DarRecruitment@state.gov

Applicants MUST follow instructions in the notice on the website.
When sending an online application, please indicate the position title in the subject line.
Failure to do so will result in an incomplete application.