U.S Embassy in Tanzania Administrative Assistant (CDC) Jobs in Tanzania
U.S Embassy in Tanzania Administrative Assistant (CDC) Jobs in Tanzania
DutiesEnsuring efficiency and effectiveness through visitors and calendar management The job holder is the focal point of contact and administrative support for the OD.
Efficiency and effectiveness is achieved, in part, through management of CD, DCD and ADP calendars (e.g., adding, changing, and deleting meetings on the schedule, reminding leadership of upcoming appointments, providing background information related to the visitor and meeting), coordinating logistics for OD visits/meetings (e.g., scheduling meeting rooms and times, facilitating security screening of visitors, canceling/rescheduling meetings immediately upon notification, providing excellent professionalism and customer service to visitors).
The job holder should anticipate any issues or problems relevant to the smooth execution of pre-, during and post meeting events.
Management of Meetings and Conferences
The job holder ensures meeting agendas are developed prior to meetings and meeting logistics are arranged days prior to the meeting /visit /conference.
The job holder organizes and arranges logistics for meetings/conferences as necessary, including, but not limited to booking meeting/conference venues, printing of needed materials, coordinating participant invites, and following up with invitees/participants.
The job holder takes meeting notes and notes in OD meetings, all-hands meetings, and as required by leadership.
The incumbent arranges transportation for the CD, DD and ADP for in-town meetings and coordinates with appropriate CDC Tanzania staff transportation and travel arrangements for official international travel.
Mail and Correspondences
The job holder reviews incoming official mail routed CDC via other USG agencies, partners, and the US Mission.
The job holder determines the appropriate further routing of mail to reach a successful and appropriate close of the mail request.
The job holder uses discretion to determine what should be routed to the CD and DD for information or action.
The job holder must have excellent communication skills both verbal and written.
In addition, the job holder must ensure grammatical accuracy and clarity of all correspondence by reviewing all outgoing communications from the OD.
This includes all correspondence signed by the leadership.
The incumbent must also keep up to date with all key CDC partners and stakeholders to understand the diplomatic routing of correspondence and required Government of Tanzania protocols.
General Administrative Tasks
The job holder provides general administrative tasks such as faxing, mailing, filing and photocopying as required by leadership.
The job holder maintains an electronic filing system (using a Microsoft Office application) and a paper-based filing system when necessary, and ensures files are organized and maintained on a constant basis.
The incumbent maintains and frequently updates a database of complete names and contact details for principals of
bilateral/multilateral organizations, implementing partners, Government of Tanzania officials, USG agency officials, US Mission to Tanzania officials, and civil service representatives.
Incumbent coordinates and logs all vehicle requests for CDC staff, TDY staff and consultants with motor pool staff at the Embassy.
Job holder arranges alternate transport as necessary when US Embassy motor pool is not available or is not in USG best interest.
Incumbent communicates with staff on all vehicle arrangements and monitoring successful implementation of vehicle requests.
Travel
The job holder is responsible for ensuring that plans and logistics related to travel for the CD, DD and ADP meet the policies and standards of the U.S mission and the CDC, as well as provide adequate support to achieve the objectives for travel.
The job holder arranges transportation for in country and international trips for the CD, DD and ADP.
The job holder prepares travel requests and follows through with obtaining travel authorizations.
The job holder in collaboration with the embassy and CDC travel preparers, arranges and confirms all travel plans and procedures for the leadership.
The job holder drafts trip schedules /itineraries, prepares briefing documents for site visits, and ensures that site visit logistics are determined and executed.
The job holder also arranges transportation and expediter services at international destinations.
The incumbent will support all entitlement travel for the CD, DD and ADP and their eligible family members.
The job holder ensures the timely processing of travel requests and vouchers.
Note: This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.
Qualifications and Evaluations
Experience:
A minimum of three years’ of progressively responsible work experience in secretarial or administrative assistant is required.
Education Requirements:
Bachelor’s degree in Public Administration, Business Administration, Management, Communications or English is required.
Language:
Fluent (written/spoken, including the ability to translate) in English and Fluent in Kiswahili (written/spoken, including the ability to translate) is required.
How to Apply
For more information and job application details, see; U.S Embassy in Tanzania Administrative Assistant (CDC) Jobs in Tanzania
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