Jobs at U.S. Embassy South Africa

Duties

Job Overview:

• Incumbent serves as the office manager and administrative assistant, performing various administrative work and other duties as required by the supervisor.
• Incumbent (s) reports to the HRO for assignment to various offices within U.S. Embassy Pretoria or Consulates on an as-needed basis.
• The incumbent ensures effective office operations by providing administrative and logistical support for general office functions for the section.
• This includes planning for high-level meetings and events, preparing documents and correspondence, managing individual and central calendars, planning travel logistics, and maintaining office records


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Major Duties and Responsibilities:

Logistical Support - 60%

• Support the section with all aspects of program coordination, promotion, and communication, internal and external.
• Reserve internal meetings rooms and offsite venues, and assist in the preparation, planning, and execution of internal and external meetings, workshops, and conferences; this includes communicating meeting logistics to internal USG staff in all relevant agencies and all external participants.
• Liaise with participants, venue proprietors, professional event coordinators, and other service providers in connection with planning program-related meetings and events.
• Coordinate and assist with assembling welcome and briefing packages for senior management, incoming staff, and temporary duty and high-level visitors.
• Arrange and communicate registration, travel, transportation, and lodging for visitors, incoming staff, and current staff authorized for official travel.
• Process manual and electronic travel requests, authorizations, cash advances, and expense vouchers.
• Provide assistance with editing and data collection in the preparation of program reports, promotional material, contact lists, etc.
• When requested, participate in meetings.
• Assist in preparing/reviewing purchase orders for program activities and equipment.
• Assist all section staff with access to USG systems and equipment, including OpenNet computers, laptops, cellphone, modems, iron keys, scanners and printers.
• Assist with any other tasks as assigned by the supervisor

Records Management - 20% of Time

• Maintain electronic and manual filing systems.
• Ensure ready access and availability to reports and other published materials required by the office and interagency team.
• Maintain complete, accurate, and up-to-date records of office equipment inventory.
• Monitor office attendance, process all timekeeping documents, capture in electronic timekeeping system application, and maintain orderly and complete records.
• Ensure all files are properly stored and scheduled to be destroyed according to policy requirements

Office Communication - 20% of Time

• Set up and participate in video conferences, which includes ensuring calendar invites are sent out timeously and accurately to all relevant participants.
• Take and circulate meeting minutes for office meetings.
• Receive incoming telephone calls, responding to enquiries or routing them to appropriate persons/sections.
• Maintain office calendar and reply to internal and external requests for appointments/meetings.
• Draft, edit, and format official memos, letters, emails, calendar invites, and other office correspondence and communiques.

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:

Education:

• University Degree.

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.

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Duties

• Under the supervision of the Facility Manager, the Electrical Engineer Supervisor leads a team of skilled tradespersons and is responsible for maintaining all of the New Consulate Compound (NCC) Electrical Power Distribution Systems, both interior and exterior. Included among these components are the Generators; Voltage Regulators; Transformers; Medium and Low-Voltage Switchgear; Automatic Transfer Switches; Motor Control Centers; Distribution Panel-Boards and Sub-Panels; Feeder Wire and Cabling; Branch Circuit Wiring; Lighting and Power Outlets, and Uninterruptible Power Supply (UPS) Systems.

Qualifications and Evaluations
Requirements:

• FOR THE EXPERIENCE AND EDUCATION REQUIREMENTS APPLICANTS MUST MEET EITHER OPTION 1 OR OPTION 2 TO QUALIFY.

Option 1
EXPERIENCE: 

• Must have a minimum of five (5) years’ experience working as a project engineer/engineer at a manufacturing plant, major resort, hospital, office complex, or a large university/school system managing a preventative maintenance program that incorporates and utilizes a CMMS to track scheduled and unscheduled maintenance requests and their related expenses.
• The incumbents work experience must demonstrate a progression of increased responsibility throughout their career, including developing scopes of work, construction documents (plans and specifications) and cost estimates for new construction projects, building repairs, equipment overhauls, and equipment replacement schedules.
• Must have a minimum of one year experience managing/supervising at least 5 subordinates

EDUCATION: 

• Completion of Secondary Education required. The completion of a 4-year Bachelor of Science degree, or equivalent, in Electrical Engineering or similar engineering degree that is close in degree course requirements from an accredited university program is required.

Option 2
EXPERIENCE:

• At least nine (9) years experience working as a project engineer/engineer at a manufacturing plant, major resort, hospital, office complex, or a large university/school system managing a preventative maintenance program that incorporates and utilizes a CMMS to track scheduled and unscheduled maintenance requests and their related expenses.
• The incumbents work experience must demonstrate a progression of increased responsibility throughout their career, including developing scopes of work, construction documents (plans and specifications) and cost estimates for new construction projects, building repairs, equipment overhauls, and equipment replacement schedules.
• Must have a minimum of one year experience managing/supervising at least 5 subordinates

EDUCATION:

• Completion of Secondary Education required.

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Duties
Basic Function Of Position:

• Under the direct supervision of Human Resources (HR) Specialist and general guidance from HR Officers, HR Clerk, coordinates the Mission Awards Program for Pretoria, and three (3) Consulates in Johannesburg, Cape Town and Durban and organizes the actual awards ceremony for Pretoria.
• Serves as a Point of Contact for all walk-ins, redirects phone calls transferred by the switchboard and collects and distributes internal mails for the HR Office.
• Assists with the daily administrative operations of the HR Office including managing official travel and visits, updating HR SharePoint site, drafting HR correspondences, managing office supply, arranging HR meetings and reserving conference room, managing Time and Attendance for HR Office and all temporary employees (temp pool) in the Mission.

Major Duties and Responsibilities
Office Management and Support/POC 45% of Time:

• Responsible for handling array of front-facing duties of HR Office such as directing all walk-ins and phone calls to the respective HR personnel. Collects and distributes incoming and outgoing mails. Coordinates HR meetings and reserve conference room for all HR activities.
• 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 office supply cabinet organized. Drafts memoranda, letters, and other HR correspondence for clearance on a high frequent basis.
• Files and retrieves all employee documents/records on e-Official Personnel Files as requested.
• Arranges travel for the HR Officers, such as preparing travel requests, hotel reservation, arranging airport transfers etc. Manages HR Officers' calendar and HR staff leave schedule.
• Provides administrative support to all HR personnel in HR Office as needed. 
• Orders all supplies and equipment for the section, including supplies for the awards program, repairs to office equipment etc.
• Responsible for updating HR SharePoint site ensuring that the site has updated information and provides guidance to customers on how to obtain information and encourages customers use the site as first point of reference.
• Coordinates HR visits/TDY of HR personnel from other posts, ensuring they have access requests as required, tracks the eCC approval and provides any logistical support such as arranging motorpool and administrative support such as drafting consultation schedule, arranging meetings etc. as needed. Performs escorting duties.

Mission Awards Program: 30% of Time:

• Coordinates post's awards program, this includes promoting the program to encourage full use of its benefits, reviewing nominations to ensure compliance, documenting awards committee meeting, printing of certificates, and preparing and organizing for the actual ceremony.
• Briefs Joint Country Awards Committee (JCAC) members on award types and eligibility and facilitates information sessions on awards process and how to write award nomination to all Mission employees.
• Provides guidance in accordance with 3 FAM 480 and Mission Awards policy to nominators about the various awards and eligibility criteria.
• Liaises with ADF/EX Awards Committee. Actively participate in policy reviews or any updates as required. Follows-up to ensure processing of all cash awards.

Time and Attendance Reporting: 15% of Time:

• Serves as a timekeeper for HR office and all temp pool in the mission ensuring that all leave forms, overtime, and attendance is accurately captured on T&A and reports any discrepancies to the supervisor.
• Submits T&A reports to the main timekeeper in a timely manner observing changes in deadline submissions. Liaises with the main timekeeper to resolves any T&A queries.

Special projects and events 10% of Time:

• Assist in HR projects and events such as Wellness Day, Employee Orientation, trainings/information sessions.

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:

• Successful completion of secondary school is required.

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 of two (2) years of professional work experience in a secretarial and/or administrative position, where accurate data entry and database management was a major function in a client-focused office environment is required.