Human Resources Clerk at U.S. Embassy South Africa

Job Overview:

• The position is located in the Human Resources (HR) Office at the front desk and as such, requires the incumbent to be professional to greet and assist all visitors and callers to the office. Incumbent will be the customer service provider for all walk-ins to the HR section as well as answering phone inquiries. Performs or provides assistance with general office support including but not limited to handling paper flow, preparing routine documents, and assuring that information is properly shared between different sub-sections of the HR office. Answers general HR related queries from external visitors and callers, coordinates logistics for official visits and representational events.

Major Duties and Responsibilities

Administrative Duties - 90% of the Time:

• Greets and assists visitors and callers to the HR Office, and escorts visitors as needed.
• Provides helpful response to customers’ queries, either by giving guidance or referring them to other staff within the HR Office.
• Assists the HR Office by receiving, stamping, distributing, controlling and filing HR related documents in the instructed folders.
• Receives and sends correspondence via Diplomatic Post Office (DPO), Pouch, and FedEx.
• Assists with logistics for HR meetings, special event s, etc. Serves as a travel arranger for HR personnel.
• Arranges servicing of any broken equipment directly with outside vendors and/or through Procurement.
• Assists with logistical preparations for employee awards program, including but not limited to, ensuring certificates and pins are ordered in advance, preparing certificates, refreshments, etc.
• Drafts simple memoranda, letters, and other HR correspondence for clearance on a high frequent basis.
• Prepares, submits, and follows up on HR requests placed through ARIBA and/or myServices, ensuring that goods and services are received in a timely manner in the section, and keeps the storage room organized.
• Acts as a Subject Matter Expert for the HR section on the use of myServices platform.
• Administers calendar/schedule for the HRO, the HR Specialist, and/or the Senior HR Assistant.
• Assists the HRO, the HR Specialist, and/or the Senior HR Assistant by preparing agenda items for meetings, as needed.
• Enters and keeps data on HR database. Maintains all subject files and Official Personnel Folders (OPFs) for all Locally Employed (LE) Staff.
• Maintains LE Staff Warden and Emergency locator databases.
• Maintains LE Staff data required for various HR reporting purposes.
• Maintains bulletin boards including office notices and other HR announcements and updates to the HR SharePoint website.
• Assists the American services sub-section with their activities.
• Maintains and updates arrival/departure lists. Prepares simple diplomatic notes for arrival/departure of U.S. direct hires (USDHs).
• Answers general HR related queries from external visitors and callers, coordinates logistics for official visits and representational events.
• Provides assistance and backup to other HR Assistants.
• Prepares vacancy announcements for positions in all agencies, contacts shortlisted candidates to arrange for interviews, arranges for medical clearances and appropriate security certifications/clearances for selected candidates, prepares letters to unsuccessful candidates using pre-formatted forms, etc.

Other Duties - 10% of the Time:

• Responsible for creating and running special reports in Oversees Personnel System (OPS), Electronic Recruitment Application (ERA), Oversees Awards System (OAS) or Time and Attendance (T&A)

Qualifications and Evaluations

Requirements:

All selected candidates must be able to obtain and hold a:

• Public Trust Security Clearance.
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
• Selected candidate must be able to begin working within a reasonable period of time (12 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

• Completion of secondary school is require

Evaluations:

• You will be evaluated against the qualifications and requirements in this vacancy announcement. 
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents. 
• Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. 
• If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:

Experience:

• Minimum two (2) years of experience in administrative or clerical field is required.

Job Knowledge:

• Basic knowledge of HR functions and host country laws pertaining to personnel functions performed is required.