The U.S. Embassy in Lilongwe is seeking an individual for the position of General Services Officer Assistant located in the General Services Office.
Basic Function of Position
The incumbent serves as the principal assistant to the General Services Officer (GSO) with specific responsibilities for the procurement, shipping, travel and housing sections supporting six agencies within the Mission, the Department of State, Peace Corps, Centers for Disease Control and Prevention (CDC), Millennium Challenge Corporation (MCC), United States Agency for International Development (USAID, and Department of Defense (DOD).
Major duties and responsibilities
The GSO/A shall be responsible for:
- (50%) Second tier oversight of the procurement, shipping and housing sections within GSO including assisting with the development, planning, and implementation of ongoing programs of support; assisting with the development of budget and workforce requirements for General Services Operations; assisting the assessment of the efficiency and effectiveness of operations; independently providing solutions to operational challenges; providing high quality, timely and appropriate services to post clientele; assisting with the supervision, training, mentoring, and evaluation of the performance of subordinate employees; monitoring and maintaining internal management controls to prevent waste, fraud, and mismanagement.
- Logistics Support (15%) – Proving first line oversight in the identification of all activities involved in providing needed logistical support; providing for the requisition, purchase, storage, and issuance of all official supplies, services, and equipment; monitoring the logistics plan and identify the cause and impact of delays and other problems; evaluating plans for and provision of logistical support for feasibility, efficiency, and economy; and developing alternatives when required.
- Property Management Support (10%) – Co-ordinate with other sections within GSO regarding purchase and issuance of official supplies, equipment or other material. The work includes one or more phases of material management including initial planning, provisioning, requirements determination, acquisition, distribution, accountability, and the issue of consumption or disposal.
- Physical Facilities (10%)– Provide input in the development of the mission’s facilities requirements (office and residential) utilizing government owned long and/or short-term leased properties. Work in close coordination with the Facility Manager in leasing real property. Coordinate as a team member on the formulation, planning, and exercising of responsibilities for the acquisition, management, utilization, and alteration of government properties.
- Travel and transportation (10%) – Oversee the all travel and transportation activities at post for personnel, goods, supplies, and equipment; ticketing for official travelers on commercial air and surface transportation and advising official travelers on internal and international travel policies.
- Any other tasks as assigned by the GSO or Management Officer (5%)
QUALIFICATIONS REQUIRED:
- Education: Completion of High School or equivalent is required.
- Prior Work Experience: From three to five of progressively responsible experience in the field of Supply Chain Management, Public Administration, or Business Management is required.
- Post Entry Training: Familiarization with various word processing software; specific General Services databases, websites, and other management courses as appropriate.
- Language Proficiency: Level IV English ability (fluent) required.
- Job Knowledge: Strong working knowledge of applicable U.S. Federal Government, Department of State, and other agencies regulations, as well as supply chain, travel operations. Must have solid knowledge and demonstrated experience with local conditions and the business environment. Knowledge of customs and shipping procedures is required.
- Skills and Abilities: Demonstrated ability to effectively manage staff, resources, operations, and an environment in which high pressure situations are the norm. Excellent communication skills with the ability to engage and maintain strong working relationship with employees and supervisors throughout the Mission. Strong computer literacy in Microsoft Word and Excel required.
POSITION ELEMENTS:
Supervision Received: Takes initiative on wide-ranging issues while receiving minimal supervision from General Service Officer.
Available Guidelines: FAM and FAH, U.S. government Standardized Regulations, and other written policy guidance.
Exercise of Judgment: Exercises professional judgment on a variety of GSO matters, including, but not limited to making recommendations for employment; setting priorities, meeting reporting and project deadlines, etc.
Authority to Make Commitments: None.
Nature, Level, and Purpose of Contacts: The Incumbent establishes and maintains contacts at all levels within the Mission in furthering operational objectives. Establishes and maintains contacts within external institutions and organizations to facilitate achievement of goals within, but not limited to host government offices, private entrepreneurs.
Supervision Exercised: No direct supervision.
Time Expected to Reach Full Performance Level: One year.
CLOSING DATE: 20 NOVEMBER 2017
