Administrative Assistant - Employees of Mission at U.S. Embassy South Africa

Duties

• The Administrative Assistant provides secretarial and logistical support to the Country Consular Coordinator (CCC) and administrative support to the section as a whole. Liaises with all units in the section as well as consular sections in Cape Town and Durban to fulfill this administrative support function.

Administration

• Provides administrative and logistical support to the CCC.
• Schedules all external and internal appointments.
• Receives and screens incoming telephone calls for the CCC.
• Manages the section's diplomatic note registration, tracking, and archiving.
• Arranges air and all other travel for CCC.
• Prepares and submits paperwork for travel orders and travel reimbursement.
• Liaises with travel agency to book flights, rental cars, and hotels as needed.
• Tracks all section EER's and evaluations to ensure timely completion.
• Assists in preparation of all Work Requirement Statements (WRS) to ensure they are done properly and in a timely manner. Organizes and schedules section meetings, including room reservations and securing technical support.
• Acts as the Timekeeper for the section and is responsible for timely and accurate reporting.
• Orders all stationary and supplies for the section and reports to appropriate office any problems or malfunctions with office equipment.
• Plans and coordinates section events including CCC representational events.

Consular Information Management

• Under the guidance and supervision of the CCC, responds to e-mail inquiries to the CCC regarding nonimmigrant and immigrant visa and American citizen services matters and on individual specific cases in a timely manner.
• Assists in preparation of all required reports.
• Coordinating with every unit, maintains and updates section's various standard operating procedures

Qualifications and Evaluations

Requirements:

EXPERIENCE:  

• Minimum of three years of administrative or secretarial experience or similar work required.

JOB KNOWLEDGE: 

• Familiarity with office and workload management concepts is required.
• Incumbent must be able to apply office and workload management efficiency tools and technique

Education Requirements:

• Mandatory: Two years college/university in general studies is required.

Evaluations:

• Post may choose to add the phrase “This may be tested” after a language, skill, and/or ability.  Review the VA template for specific information.

LANGUAGE: 

• English - Good working knowledge is required. (This may be tested)

SKILLS AND ABILITIES

• Knowledge of Microsoft Office (Word, Excel, Power point, Outlook, and Internet). (This may be tested)
• Ability to draft correspondence of a sensitive nature in precise and correct English.
• Exercise of tact and good judgment in dealing with the public.
• Ability to work under continuous pressure.
• Ability to use good judgment in evaluating evidence, and in applying complex regulatory material.
• Must have excellent customer service and communication skills to manage in-person and telephone contacts.
• Must be organized, diligent and able to work under pressure. Good interpersonal relationships are required.