U.S. Embassy in Tanzania Administrative Assistant Jobs
Job Overview:
Serves as the Administration Assistant, provides administrative and logistical support for the Office of Security Cooperation (OSC). Initiates a variety of administrative support actions including meetings, travel for OSC personnel and temporary duty visitors, managing documents as well as triaging the flow of correspondence, information, and phone calls.
The incumbent prepares, processes, and delivers varied correspondence under guidance of OSC Chief, including diplomatic note requests for U.S. military access to locations where U.S. equipment and training are held.
Under the supervision of the Security Cooperation Management Coordinator (SCMC) and Operations Non-Commissioned Officer (OPSNCO) incumbent responsible for fleet management of OSC motor vehicles and transport of OSC Chief, OPSNCO, SCMC, and OSC visitors to locations within Dar es Salaam, neighboring areas when necessary. Responsible for managing $350,000 in OSC and O&M funds, and two vehicles valued more than $80,000.
Administrative Assistant
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 phone calls and visitors.
Performs typing, word processing, and data entry duties to include preparing draft official documents in compliance with current office formats.
Assists directly with travel coordination and arrangements for both in-country and international official travel and processes including but not limited to country clearance requests and other required travel related documents within various offices of the Embassy.
Establishes, organizes, maintains, and monitors administration of OSC operations in accordance with Department of Defense/ State policies and federal/ state regulations. Responsible for collecting, compiling, and organizing data information to prepare various programmatic and operations reports.
Assists the Operations NCO in tracking leave and compensatory time requests, while liaising with HR on OSC time and attendance matters. Assists the filing of applicable administrative requests and reports (e.g., travel advance collection, procurement, Motorpool, and personnel access.) Submits service requests for ICASS service needs to include work order and maintenance requests via Ariba, ILMS, and myServices as needed. Follows up for timely approval and completion.
Coordinates inter-office actions and programs.
Performs inter-office program action and coordination within OSC and other DoD sections. Acts as initial point of contact for miscellaneous administrative inquiries and works with appropriate office to initiate / resolve inquiries or requests.
Provides guidance to OSC personnel on USG (DoD and DoS) gift policies to ensure compliance.
Visitor, Event, and conference planning
Responsible for submission and timely follow up of Visitor Access Request (VAR) to Regional Security Office.
Liaison with intra/inter American Embassy and private sector Tanzanian entities.
Maintains contacts with local hotels (food, beverage, sales, event leads) for event planning and representation requests.
Incumbent is the backup to the Security Cooperation Management Coordinator (SCMC) on issues pertaining to management and reporting of OSC funds.
Fleet management
Coordinates with OSC, GSO Motorpool, and AERA to ensure efficient transportation options are secured as needed for OSC personnel and official TDY’ers.
Works with GSO Motorpool to monitor repair schedules and ensure quarterly vehicle services are performed while keeping OPSNCO informed of vehicle readiness status.
Ensure vehicle usage logs are printed and placed in vehicles at the beginning of each month. Reports month end mileage use to OPSNCO. Analyzes monthly fuel use and prepares monthly vehicle usage report.
Periodically inspects two OSC vehicles interior and exterior for cleanliness. Performs preventative maintenance checks and services to ensure proper serviceability.
Incumbent serves as an incidental operator of official vehicles and meets all requirements outlined in 14 FAM 433. In this capacity, incumbent occasionally handles emergency transportation requests and operates OSC vehicles.
Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the agency.
Qualifications and Evaluations
Experience:
Must have at least three (3) years of administrative work or customer service experience (or combination thereof).
Job Knowledge:
Good knowledge of the local business environment, administrative procedures, and correspondence document preparation is required.
Knowledge of vehicle management, serviceability requirements, and database entry for reporting is required.
Education Requirements:
Two years of college/university studies is required.
Evaluations:
Language:
Level 4 (Fluent) Speaking/Reading/Writing English is required. Level 4 (Fluent) Speaking/Reading/Writing Swahili is required. (This may be tested)
Skills and Abilities:
Strong customer service/ interpersonal skills and ability to analyze, diagnose, and resolve problems.
Ability to write professional letter and email correspondence in both Kiswahili and English is required.
Proficient user of Microsoft Office and database applications.
Typing average of 37-44 words per minute (WPM) or 150-200 characters per minute (CPM).
Strong multi-tasking ability.
This position will occasionally lift boxes weighing 25kg. or less, for storage in the OSC warehouse cage.
Must have a valid, current class B driver’s license.
Must have had a valid driver’s license for a minimum of 5 years.
How to Apply
For more information and job application details, see; U.S. Embassy in Tanzania Administrative Assistant Jobs
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