BASIC FUNCTION OF POSITION
The incumbent has a proficient knowledge of computers and software (Microsoft Office,
Excel Word, Outlook and PowerPoint). S/he has knowledge of the unit or section routine procedures to receive and refer phone calls and visitors to staff members. S/he has a proficient understanding of grammar, spelling and punctuation, as well as required formatting used. S/he has the ability to use judgment to analyze information and take appropriate action and prioritization. The incumbent troubleshoots and resolves basic hardware problems, arranges for the installation of software. S/he provides basic software support, such as archiving and use of office software. Maintains office equipment; i.e., telephones, personal computers, photocopiers, scanners, and fax machines. The incumbent works under the general supervision of the supervisor, who sets the overall objectives of the work and from time-to-time, gives specific assignments with a brief explanation of the assignment’s purpose. The incumbent personally sets the deadlines for most of the work to be done. The incumbent performs the duties of the job independently, referring only the most complex problems to the supervisor. The work is reviewed to ensure that the overall objectives of the position are met.
MAJOR DUTIES AND RESPONSIBILITIES
Prepares written materials and enhances their content using appropriate tables, and graphics suitable for the audience; designs spreadsheets with formulas, databases with report options, and develops presentation materials.
Proofreads and edits documents for accuracy, formatting, clearances, style and compliance of regulations.
Drafts correspondence for approval and responds to routine correspondence within the area of authority.
Sorts, safeguards, and prioritizes incoming mail; reviews cable traffic and alerts responsible parties to priority action items.
Serves as custodian of principal officer’s files, manages content of Crisis and Emergency Planning Application (CEPA).
Prepares travel arrangements and provides user instruction for HR online applications.
Screens telephone calls and responds to inquiries.
Attends representational events and establishes relationships with host country personnel, receives and escorts visitors.
Maintains own schedule, as well as the schedule of the section chief.
Coordinates leave schedules for office personnel.
Coordinates arrangements for meetings and conferences, VIP visits, special projects or events.
Types reports, letters, cables, memoranda, and Diplomatic Notes in final.
Receives visitors and telephone calls, giving information in accordance with instructions.
Receives and distributes correspondence to appropriate staff members.
Assists officers with protocol activities including greeting visitors, serving as official escorts, and extending hospitality of the post to visitors.
Maintains classified and unclassified subject, biographic, and chron files.
Provides mission coverage as needed, and responds to requests from the front office.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
a. Education:
Completion of two years of college education with courses in typing, office skills, and word processing is required.
b. Prior Work Experience:
Two years of progressively responsible secretarial/clerical experience is required.
c. Language Proficiency:
Level III (Good working Knowledge) speaking, reading and writing English is required.
d. Job Knowledge:
Must have knowledge of personal computers and office equipment.
Must have knowledge of common office management practices and procedures;
The incumbent must have knowledge of grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence, reports, and cables.
e. Skills and Abilities:
PC-based software (MS Office Suite – Word, Excel, Outlook and PowerPoint);
Ability to organize routine data and maintain established procedures; and
Ability to gather information, use judgment to analyze information, and to take appropriate actions for phone calls, work prioritization, etc.
Closing Date: 20 June 2017
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