Financial/Administrative Assistant – PEPFAR Job Opportunity DSM at U.S. Embassy | Deadline: 4th October, 2018

AJIRALEO

Financial/Administrative Assistant – PEPFAR Job Vacancy DSM at U.S. Embassy | Deadline: 4th October, 2018

NAFASI ZA KAZI / AJIRA TANZANIA

 U.S. MISSION DAR ES SALAAM VACANCY ANNOUNCEMENT

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 Financial/Administrative Assistant at PEPFAR. 
Supervisory Position: No
Relocation Expenses Reimbursed: No

Duties
Budget monitoring and analysis 35% of time
The position supports the PCO on all aspects of budgeting, including establishing and maintaining a tracking process to monitor PEPFAR funds flowing through the Department of State in order to provide regular budget and financial analyses; maintaining up-to-date database and reports on the status of PEPFAR/Tanzania’s HIV/AIDS budget, analyze budget requirements, and prepare relevant documents, together with the PEPFAR Country Coordinator, Deputy Coordinator, and/or Budget/Fiscal Analyst; and convening monthly meetings to communicate budget updates.

Technical Programming 35% of time
The position performs data collection and entry to assist the PCO with submissions required by the USG Mission in Tanzania or the U.S. Office of the Global AIDS Coordinator including but not limited to the country operational plan, semi-annual, and annual program results reports; and supports other USG offices, including but not limited to the other PEPFAR implementing agencies, the Front Office, Budget & Fiscal, in processes that contribute to effective program management of PEPFAR/Tanzania.   

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Communications and administration 15% of time
Manage information flow in and out of the PEPFAR Coordination Office (PCO) and between the interagency PEPFAR team. Theposition screens telephone calls and visitors; receives and controls incoming correspondence, including routing unsolicited proposals related to HIV and AIDS to the appropriate office or agency; and prepares and finalizes office correspondence (e.g. letters, memos, cables, reports, forms). The position is responsible for preparing agendas and minutes for weekly management meetings; locating and assembling information for reports and briefings; maintaining up-to-date interagency working group lists and partner contact distribution lists; and assists the Deputy PEPFAR Coordinator to maintain the PEPFAR Tanzania calendar. The position processes After-hour Access Requests, Visitor Access Requests and meets, escorts and orients visitors. In the absence of the PEPFAR Media Coordinators, the position collects daily stories and briefs through local and international media to share with the PEPFAR Tanzania team and PEPFAR Tanzania Implementing Partners.  

Administrative organization 15% of time
The position also execute tasks to support the day-to-day functioning of the PCO, including maintain stock of office supplies and liaising with GSO for necessary repairs; preparing time and attendance sheets; arranging travel, both within and outside of Dar es Salaam, and preparing associated documentation; and facilitating logistical assistance for staff on Temporary Duty (TDY). The position also coordinates administrative and logistical needs for external PEPFAR conferences, events and meetings, including: acquiring proforma invoices and verifying all relevant expenses are captured; communicating with Budget & Fiscal to confirm availability of funds and ensure payment post-activity; assuring coverage of audiovisual and internet needs, meals and refreshments, and participant materials; and assisting with guests list and participant contact.  

*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 Requirements:
-Five years experience in both administrative and financial support is required. Three years out of five experience in meeting and conference logistics is required.  
Education Requirements:
Completion of a Bachelor of Arts degree in Business or Accounting is required.  

Evaluations:
Level III (good working experience, reading, speaking and writing) in English and Kiswahili is required.  

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:
Basic Function of Position: This is a senior level administrative support position. The Finance and Admin Assistant will report to the Deputy PEPFAR Country Coordinator under the oversight of the PEPFAR Coordinator and be responsible for day-to-day functioning as well as information flow within the PEPFAR office, inter-agency communications, logistics for meetings/conferences and travel, and numerous inter-agency assignments and processes. Assist in the annual preparation of the Country Operational Plan, Operational Plan Updates, quarterly Program Oversight and Accountability Reports.

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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:

• Resume
• Proof of citizenship
• Bachelor’s degree
• 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.
• Applicants MUST follow instructions in the notice on the website:
• Failure to do so will result in an incomplete application.
• Previous applicants do not need to reapply.

Only Shortlisted candidates will be contacted via email.
CLOSING DATE FOR THIS POSITION: October 4,2018

CLICK AND APPLY TO THIS LINK https://tz.usembassy.gov/embassy/jobs/
OR  

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