Vacancy Announcement

Secretary (7 May 08)

VACANCY No:                        09-08
OPEN TO:                         All interested candidates - American Family Members and Foreign Nationals within and outside of the Mission
POSITION:                             Secretary
OPENING DATE:                May 7, 2008
CLOSING DATE:                May 28, 2008
WORK HOURS:                  Full-time; 40 hours/week
GRADE:                           *Not-Ordinarily Resident:  FP-8 (To be confirmed by Washington)
                                      *Ordinarily Resident:  FSN-120-6

ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The United States Embassy in Freetown is seeking an individual for the position of PAO Secretary.  The position is located in the Public Diplomacy (PD) section and reports to the Public Affairs Officer (PAO).

MAIN FUNCTIONS OF THE POSITION:

Office Management: Provides telephone/receptionist services in the Public Diplomacy office, by responding to callers, screening callers, and directing callers to appropriate office, or taking messages as necessary.  Receives, reviews, sorts, and distributes incoming correspondence/communications as appropriate.  Reviews outgoing correspondences and corrects for grammar, punctuation or typographical errors.  Drafts simple correspondence or cables as directed, or types from narrative material as required by the Public Affairs Officer. .                                                        

Secretarial:  Manages the Public Affairs Officer’s calendar by scheduling appointments and escorting visitors from outside chancery to the office and back.  Maintains PD contact list; compiles guest lists to PD events.  Follow up with invitees to check on confirmation of attendance or regrets, adjusting list and advising the PAO as confirmation or regrets are received.  Organizes Thursday Nite Connect Series, by making grants and guest lists. Arranges for meetings and seminars as scheduled by the PAO coordinating use of meeting location, arranging use of PD equipment, inviting audiences, escorting audiences to and from meeting locations, making them comfortable as necessary.   Maintains cuff accounts for PAS activities.  Coordinates processing of representation claims and vouchers with the Financial Management office. 

Organizes and maintains PAS central filing system and other information as necessary.  Makes requisition for PD office stationary supplies; monitors level of supply stock to avoid shortage of essential items at particular time.  Arranges for repair or maintenance of FAX reproduction or other machines in the PD office and photocopier in Library.  Keeps records of staff attendance and leave, and submits time and attendance records for the public diplomacy staff to PAO for approval.

QUALIFICATIONS REQUIRED

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
1.   Education:  Completion of secondary school and secretarial or office management study required.
2.   Experience:   Three years of progressively responsible experience in the secretarial, administrative management and clerical fields required.
3.   English Ability:  Level III (good working knowledge) in written and spoken English required.
4.   Other Criteria: Knowledge of office management procedures.  Knowledge of microsoft word and excel programs.
5.    Skills:  Ability to effectively schedule and prioritize work and carry out tasks in an accurate and timely manner.  Level II typing ability – a minimum 40 words per minute with accuracy. 
6.   Interpersonal skills:  Must be able to work in a high stress, high volume, production environment.  Ability to deal with callers or visitors in a polite and courteous manner. Ability to work effectively with all levels of individuals both from within the embassy and the public.  Ability to use hand held radio.

SELECTION PROCESS
When equally qualified, US Citizen Eligible Family Members (EFMs) and U.S. Veterans will be given preference.  Therefore, it is essential that the candidate address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA
1.  Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. 
2.  Current employees serving a probationary period are not eligible to apply.
3.  Currently employed US Citizen EFMs who hold a FMA appointment are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
4.   Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment, unless currently hired into a position with a When Actually Employed (WAE) work schedule.

TO APPLY
Interested applicants for this position must submit the following or the application will not be considered:
1.    Application for U.S. Federal Employment (SF-171 or OF-612); available on the internet at HTTP://freetown.usembassy.gov/job_opportunities.html   or
2.    A current resume or curriculum vitae that provides the same information as an
 OF-612; plus
3.    Candidates who claim U.S. Veterans preference must provide a copy of their Form
  DD-214 with their application.
4.    Any other documentation (e.g., essays, certificates, awards, copies of degrees
 earned) that addresses the qualification requirements of the position as listed above.

SUBMIT APPLICATION TO

The Public Affairs Officer (Application for Secretary)
United States Embassy
Southridge
Hill Station, Freetown

by handing a sealed envelope to a guard at the reception post at the American Embassy in Freetown.

NOTE: Only short listed applicants will be contacted.

DEFINITIONS
1.     AEFM:  A type of EFM that is eligible for direct hire employment on either a Family Member Appointment (FMA) or Temporary Appointment (TEMP) provided s/he meets all of the following criteria:
      --US citizen;
      --Spouse or child who is at least age 18;
      --Listed on the travel orders of a Foreign or Civil Service or uniformed service
      member permanently assigned to or stationed at a US Foreign Service post or
      establishment abroad with a USG agency that is under COM authority;
      --Is resident at the sponsoring employee’s or uniform service member’s post of
      assignment abroad, or at an office of the American Institute in Taiwan and
      ---Does not receive a U.S. Government retirement annuity or pension from a career in
          the U.S. Foreign or Civil Service.
      Other family members or dependents on direct-hire Foreign, Civil, or uniformed
      service member’s travel orders are not AEFMs for purpose of 3 FAM 8200.

2.      EFM: Family Members at least age 18 listed on the travel orders of a Foreign of Civil Service or uniformed service member permanently assigned to or stationed to a US Foreign Service post or establishment abroad with a USG agency that is under COM authority who do not meet the definition of AEFM above.

3.      Member of Household:  A MOH is a person who: 1) Has accompanied, but is not/not on the travel orders of a U.S. citizen Foreign or Civil Service employee or uniform service member permanently assigned to or stationed at a U.S. Foreign service post or establishment abroad; 2) Has been declared by the sponsoring employee to the Chief of Mission as part of his/her household; and 3) Resides at post with the sponsoring employee.

4.      Ordinarily Resident (OR):  A citizen of the host country or a citizen of another country who has shifted the main residency focus to the host country and has the required work and/or residency permits for employment in country.

5.      Not-Ordinarily Resident (NOR):  Typically NORs are US Citizen EFMs and EFMs of FS, GS, and uniformed service members who are eligible for employment under an American USG pay plan, on the travel orders and under Chief of Mission authority, or other personnel having diplomatic privileges and immunities.

CLOSING DATE FOR THIS POSITION:  MAY 28, 2008

The US Mission in Freetown 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.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhanc-ement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.