Vacancy Announcement for the Position of Management Assistant

U.S. Mission                                      Chad

Announcement Number:             N’Djamena-2019-02-R

Position Title:                                    Management Assistant

Opening Period:                               January 23, 2019

Closing Date:                                     February 05, 2019

Series/Grade:                                   0105/FSN-7

Salary:                                                  (USD) 43,031-(FCFA) 9,259,929

For More Info:                                   Human Resources Office: Rimtebaye Mayakoub

Mailing Address:  American Embassy BP 413 Rond Point de Chagoua,
N’Djamena, Chad

Who May Apply:                              For USEFM – FP-AA is $43,031. Actual FP-AA salary is determined by HR Overseas Employment

  • All Interested Applicants / All Sources

Security Clearance Required:     Non-Sensitive; Local Security Certification or Public Trust

Duration Appointment:

Indefinite subject to successful completion of probationary period.

Marketing Statement:  We encourage you to read and understand the Eight (8) Qualities of Overseas Employees located at the end of this announcement.

Summary: The U.S. Mission in N’Djamena, Chad is seeking one eligible and qualified applicant for the position of Management Assistant in the Management Office Section.

The work schedule for this position is:

  • Full Time (40 hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time (2 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:  No

Duties:  The incumbent is rated by the Management Officer.  The incumbent has no direct supervisory responsibilities, but is a heavy influencer through the Mission as they take direction from the Management Officer and ensure their directions are followed through on.  The incumbent is responsible for accurately tracking the large amount of information that flows through the Management office, and ensuring the Management Officer has clean actionable information to make informed decisions.

Directly maintains the daily calendar for the Management Officer (MO). Directs the flow of all telephone calls and correspondence for the MO. Oversees the preparation and dissemination of all Management notices and policies.  Prepares time and attendance for the entire Management section. Maintains the section’s SharePoint site as well as Mission’s Emergency phone trees.  Scans and distributes open assignment cables and other documents as instructed by the MO.  Arranges appointments both internal to Embassy, and external at various Chadian Ministries, businesses in town, Mayor’s office, lawyers, etc., for MO and Management Team members, and receives and processes MO’s visitors.  Update Crisis & Emergency Action Plan management elements on an ongoing basis, as required by RSO.

Assists the MO with routine and high-level written and oral communication with the Ministry of Foreign Affairs (MFA). Sets up meetings with appropriate officials (Permanent Secretaries and below) of the MFA to discuss items and issues of mutual interest.  Sets up meetings and coordinates with other outside entities.  Takes notes.

Liaises with control officers for the arrangement of hotels and transportation. Tracks incoming and outgoing visitors by maintaining the personnel tracking system. Maintains the gratuity list and the management portion of the contact database. Serves as the Backup manager of the Mission Contacts Management Database.

Prepares the Duty Officer list, sends out regular Management notices and reminders, and updates the Duty Officer Handbook.

Coordinates all management related documents on behalf of the MO.  Liaises with senior LE Staff from all 7 units within the Management section to follow up on assignments made by and on behalf of the MO.

Coordinates special projects and plans events including budgeting and procurement.

Qualifications and Evaluations

EDUCATION:      Two years University studies is required.

Requirements:

EXPERIENCE:  A minimum of three years’ experience in Administrative or Government services is required.

JOB KNOWLEDGE: Must have a general knowledge of the filing system of the Department of State and must be familiar with the FAM. Requires understanding of the Department’s organization. Good working knowledge of Management procedures, policies, and guidelines. Requires a familiarity with, or an ability to acquire understanding of local government agencies and structure, including customs, taxation, labor, and their respective areas of responsibility.

LANGUAGE Level IV (Fluent) reading/writing/speaking English is required and French III (Good working knowledge) reading/writing/speaking are required (languages will be tested).

SKILLS AND ABILITIES:  Must have good computer skills. Level 2 typing (40 words per minute) is required. Must have good customer service skills. Ability to use E2, ILMS and WinTA is required.

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

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.

Benefits:  Locally-Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in N’Djamena, Chad may receive a compensation package that may include health, separation, and other benefits.

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.

How to Apply:  All candidates must be able to obtain and hold a Non-Sensitive; Local Security Certification or Public Trust clearance.

To apply for this position:

To apply please follow the directions on the following website: https://erajobs.state.gov/dos-era/vacancy/viewVacancyDetail.hms?jnum=4120&orgId=75

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

For further information:  the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources office.

Thank you for your application and your interest in working at the U.S. Mission in N’Djamena, Chad.