Management Administrative Clerk at U.S. Embassy South Africa

Duties

• Under the direct supervision of Supervisory General Services Assistant, the incumbent oversees inventory aspects for all expendable and non-expendable supplies. Serves as point of contact for all residential and non-residential work orders and utility bills. Provides general administrative support to Management Section, initiates procurement requests, and monitors customer service requests.  Escorts vendors and contractors as required.  Oversees event setup at the Consul General Residence and all other events of U.S. Government required. 

Inventory/Warehouse Receiving and Distributing:      25 % OF TIME

• Incumbent oversees all aspects of USG inventory - receiving, tracking and disbursing all expendable and certain non-expendable supplies, manages the annual inventory process - including accounting for IRM assets as required.  Incumbent ensures that all inventory is catalogued and recorded in ILMS and processes disposal of inventory through approved guidelines.  Incumbent replenishes and maintains all welcome kits - ensures that each residence has the appropriate stock.  Incumbent manages and maintains the management section's office supplies,  Consulate's cleaning supplies, Consulate's ICASS supply room; and inventory at CGR warehouse and storage units.

Procurements:      25 % OF TIME 

• Incumbent initiates procurements in ARIBA, reconciles invoices, and assists sections with procurement requests.  Incumbent serves as POC for all residential and non-residential utility billings such as water, sewer, telephone, electric, internet, and DSTV invoices, and liaises with contractors and vendors to start and terminate services, and reconciles invoices and , payments.  Incumbent reviews utility invoices and approves them in MIPs.  Other duties also include overseeing preventive maintenance and billing of all office copiers, scanners and shredders.

Facilities Work Orders:    20 % OF TIME 

• Incumbent receives work guidance from the Facility Supervisor and ensures that all residential and non-residential work orders are logged and properly resolved.  Incumbent contacts vendors, U.S. direct hire officers, and their family members regarding housing issues and schedules preventive maintenance and repair work with contractors as needed.

Customer Service:  20 % OF TIME

• Incumbent serves as the Mission's POC for customer service standards and oversees Post's MyServices/eService system and customer service requests.  Incumbent monitors and ensures all requests for Post ICASS services are entered into the MyServices system and will be the sole POC for the Department's Collaborative Management Initiative (CMI).  Incumbent tracks Durban's use of the MyServices platform and ensures that there are no incomplete service requests.  Incumbent works with all sections to resolve internal work flow and processes delays and will also be the POC for U.S. direct hires and family members to resolve any management services bottle necks. 

Event Set-up and Escorting:     10 % OF TIME

• Incumbent will be the POC for all event set up at the Consulate and also oversees event setup at the CGR, and other USG events as needed.  Incumbent assists in transporting supplies and equipment and works with the Consulate cleaning crew to ensure event at the Consulate are fully prepared.  Incumbent serves as the first point of contact for the cleaning crew regarding supplies, work schedules etc.
• Incumbent serves as a security escort for vendors, contractors and visitors to all residential and non-residential buildings as required.    
• Incumbent serves as backup timekeeper for payroll, switch board operator when necessary, and driver when necessary.   

• 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:

• EXPERIENCE:  Two years of administrative experience in purchasing, billing, supplies, inventory, customer service, or basic project management is required.  

Education Requirements:

• Completion of Secondary School (grade 12) is required.

Evaluations:

• LANGUAGE:  Level IV (Fluent) Speaking/Reading/Writing English is required