Tanzania

Vacancy Details

About

Announcement Number:
TANZ-2019-015
Hiring Agency:
Embassy Dar Es Salaam
Position Title:
Secretary - CDC (All Interested Candiadtes)
Open Period:
03/18/2019 - 04/01/2019 Format MM/DD/YYYY
Vacancy Time Zone:
GMT+3
Series/Grade:
LE - 0120 7
Salary:
TZS TSh22,806,070 - TZS TSh22,806,070
Work Schedule:
Full-time - 40 Hours a week
Promotion Potential:
LE-7
Duty Location(s):
1
in
Dar Es Salaam, TZ
Telework Eligible:
No
For More Info:
HR Section
022-229-4000
dar-recruitment@state.gov

Overview

Hiring Path:
• Open to the public
Who May Apply/Clarification From the Agency:
All Interested Applicants / All Sources

Security Clearance Required:
Public Trust - Background Investigation
Appointment Type
Permanent
Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The U.S. Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Secretary at the Center of Disease Control (CDC). 

Supervisory Position:
No
Relocation Expenses Reimbursed:
No
Travel Required:
Occasional Travel

Minimal Travel.

Duties

Administrative Support: 40%             


Handling day-to-day tasks which are in support of the Executive Office including phone calls, correspondence, appointments, meetings, queries.


Specifically:                     


1. Receiving, reviewing and controlling all incoming and outgoing correspondence. Includes reading and sorting, forwarding to appropriate action office/person, and drafting responses to routine issues.


2. Typing correspondence and other communications from rough drafts; preparing routine correspondence on own initiative for signature of the Director or Deputy Country Director or Associate Director of Programs.


3. Screening correspondence, queries, phone calls,, faxes, etc. that do not necessarily need the direct attention of the CDC Country Director or others in Executive Office. Handling routine issues independently and/or directing to appropriate staff.


4. Take minutes during All Hands Meetings and disseminate to CDC staff. Take time to understand the discussion and how it is reflected in the minutes, seek clarification if needed, and extract tasks required for action. Track the follow-up on all items.


5. Coordinate agenda for All Manager’s Meetings with co-facilitators and disseminate to relevant Stakeholders after review by the Director. Take minutes of this meeting. Prime responsibility for identifying and coordinating logistics associated with these varied agendas. Expected to participate actively with the co-facilitators and independently in this planning. Take time to understand the discussion and how it is reflected in the minutes, seek clarification if needed, and extract tasks required for action. Track the follow-up on all items.


6. Work with Senior Staff and Country Director or her designee when she is out of the office to coordinate agenda for Senior Staff Meetings. Take minutes of this meeting. Prime responsibility for identifying and coordinating logistics associated with these varied agendas. Take time to understand the discussion and how it is reflected in the minutes, seek clarification if needed, and extract tasks required for action. Track the follow-up on all items.


7. Engage and participate in Senior Staff and All Manager meetings. As a recognized leader in the organization, the Executive Secretary is an active participant of these meetings as appropriate.


8. Take minutes of any other meeting as per request from Supervisors.


9. Distributing mail within assigned office.


Logistical support: 40%     


1. Making appointments and conferences arrangements with high level visiting USG representatives, host-government officials, CDC staff, Embassy staff (Ambassador/DCM),  US Government officials, other development partners, and CDC contractors.  This includes scheduling conference rooms if required, notifying participants, preparing or collecting background material for use during meetings/conferences.  Keeps CDC     Director and/or other participants informed, giving enough lead time, when they are required to participate in such meetings/conferences.


2. As a liaison to other CDC administrative staff, assists visitors coming to CDC with logistics and advises on travel, motorpool, hotel, vouchers, etc. Addresses traveler’s concerns and address issues and requests. Also assist with public affairs issues as per need arises.


3. Maintaining Front office calendar: scheduling appointments without prior Consultation.


4. Arranging international and in-country official travels for CDC Country Director, Deputy Director and Associate Director of Programs:  Coordinating flight bookings with Travel Assistant, and preparing required documentation trip request, travel voucher, etc.


5. Preparing necessary requests for repair of office equipment, office supplies (stationery) and duplication services.


6. Relaying instructions from the CDC Country Director, Deputy Director and Associate Director of Programs to staff; follow-up on staff assignments to assure that work is completed on schedule.


7. Organizing official functions hosted by the CDC Country Director, Deputy Director and Associate Director of Programs: guest list, invitation, RSVP, etc.


8. Assisting the Country Director in preparation for her meeting with MOH leaders, including drafting of agendas and collection of materials; preparing background material and agenda packets.


9. Coordinating with motorpool for Country Director, Deputy Director and Associate Director of Programs.


Other support: 20%                                                                                                                       


1. Maintaining all professional files and manuals in the office of the Country Director. 


2. Daily visit the eCC pending list, compile and share details with relevant staff input to clear or decline. Proactively obtain further information from the eCC. Application should the ‘purpose of travel’ information be insufficient to enable clearance.


Job holder will perform other related duties as assigned.

Qualifications and Evaluations

Requirements:

EXPERIENCE: Minimum of two years Secretarial/Administrative experience required experience working with senior level officials is required.


 

Education Requirements:

Completion of Secondary School is required.

Evaluations:

LANGUAGE: Level IV (Fluent) in English and Kiswahili (speaking, writing and reading) is required. (This may be tested)


SKILLS AND ABILITIES: Intermediate user level of word processing, spreadsheets and databases is required.


EQUAL EMPLOYMENT OPPORTUNITY (EEO):  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.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:
Agency Benefits:

The U.S. Mission in Dar es Salaam offers compensation package that may include health, separation, and other benefits.

Other Information:

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 and CS with reemployment rights **


* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given. 


** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.


For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

To apply for this position, applicants MUST apply electronically via ERA.



For more information, visit this link https://tz.usembassy.gov/embassy/jobs/

Required Documents:

Please provide the required documentation listed below with your application:



  • Current resume

  • Proof of Citizenship

  • High School certificate

  • Other (if any)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.