Executive Secretary

ANNOUNCEMENT NUMBER:  107-2014A

OPEN TO:                  All Interested Candidates

POSITION:                Executive Secretary, FP-06; FSN-08

OPENING DATE:      May 19, 2015

CLOSING DATE:      May 26, 2015

WORK HOURS:        Full-time; 40 hours/week

SALARY:                   *Not-Ordinarily Resident: FP-06 - Starting salary to be determined by Washington)
*Ordinarily Resident (OR):  Starting Salary - (9,995 USD per year) 
  (Position Grade:  FSN – 08)

NOTE:   For ordinarily resident employees, salary will be paid in local currency using the established exchange rate.

NOTE:  ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

All Ordinarily Resident applicants must submit a copy of proof of their work and/or residency permits before the close of the vacancy to be eligible for consideration. 

NOTE: The U.S. Mission does not pay relocation costs or housing. 

The U.S. Mission Addis Ababa is seeking an individual for the position of Executive Secretary in the Centers for Disease Control and Prevention Office in Ethiopia. 

BASIC FUNCTION OF POSITION

The incumbent serves as the Executive Secretary for the CDC Country Director and performs a full range of secretarial and administrative functions. Perform a variety of highly responsible secretarial, administrative duties for the executive staff and technical advisors as assigned by the CDC-Ethiopia Country Director. Serves as primary point of contact for individuals visiting the Country Director.                     

A copy of the complete position description listing all duties and responsibilities is available in the Human Resources Office.  Contact (251-11-130-60-00, Ext. 6383)

QUALIFICATIONS REQUIRED

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.  Supporting documentations (e.g., letters of employment, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above should also be submitted.

1. Required Education:  B.A Degree in Secretarial Science or Office Management. With post-secondary training in business, administration, finance or commerce is required. One year of experience in the specified field will be equivalent to one year of education.

2. Required Experience: At least Six years of progressively responsible experience in secretarial/administrative assistance functions.

3. Language Requirement: Level 4 (Fluent) Speaking/Reading English and Amharic is required. (English language proficiency will be tested). 

4. Knowledge: The incumbent for this position should be knowledgeable in matters relating to protocol and should be able to maintain the high level of confidentiality required by the position.

5. Skills and Abilities: Should be reasonably fluent in the use of computer and Harvard Graphics (or other graphics design/production program) and Windows. Should have a minimum typing/word processing speed of 70 words per minute with complete accuracy and be able to take dictation (either through shorthand or speed writing). Should be able to take high level meeting minutes. All shortlisted applicants will take a writing test.

When fully qualified, U.S. Citizen Eligible Family Members (USEFMs) and U.S. Veterans are given preference.  Therefore, it is essential that the candidate specifically 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. Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to apply.

4. Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment.

5. 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.

6. As a condition of employment the candidate must be granted a medical and security certification. 

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment (UAE) as a Locally Employed Staff or Family Member (DS-174); or

2. A combination of both; i.e. Sections 1-24 of the Universal Application for Employment along with a listing of the applicant’s work experience attached as a separate sheet; or

3. A current resume or curriculum vitae that provides the same informationfound on the UAE; plus

4. Candidates who claim U.S. Veterans’ preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional U.S. Veterans’ preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

5. All Ordinarily Resident applicants must submit a copy of proof of their work and/or residency permits to be eligible for consideration. 

6. Any other documentation (e.g., letters of employment; essays, certificates, awards; driving license; and copies of degrees earned) that addresses the qualification requirements of the position as listed above.

If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application. A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
H. U.S. Social Security Number and/or Identification Number
I. Eligibility to work in the country (Yes or No) 
J. Special Accommodations the Mission needs to provide 
K. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type  
L. Days available to work
M. List any relatives or members of your household that work for the U.S.  Government (include their Name, Relationship, & Agency, Position, Location)
N. U.S. Eligible Family Member and Veterans Hiring Preference 
O. Education 
P. License, Skills, Training, Membership, & Recognition
Q. Language Skills 
R. Work Experience
S. References

SUBMIT APPLICATION TOU.S. Embassy
Human Resources Office
P.O. Box: 1014
Addis Ababa, Ethiopia
Preferred Method to submit applications is by e-mail.  
Please e-Mail: HROaddisababa@state.gov

POINT OF CONTACTHuman Resources Office 
Telephone: 251-11-130-60-00, Ext. 6383
E-Mail: HROaddisababa@state.gov
FAX: 251-11-124-24-03

CLOSING DATE FOR THIS POSITION: May 26, 2015