Job Vacancy For Administrative Management Assistant At American Embassy



The U.S. Embassy in Accra, Ghana is seeking an individual for the position of ADMINISTRATIVE MANAGEMENT ASSISTANT in the Public Affairs Section (PAS) of the Embassy.

BASIC FUNCTION OF POSITION

•   The incumbent serves as the senior Locally Engaged Staff (LES) administrative and financial management
advisor in the Embassy's Public Affairs Section (PAS), which operates one of the largest cultural,
educational and youth exchange programs in sub-Saharan Africa. S/he collects data and prepares reports
in coordination with the Embassy's Financial Management Center (FMC). In addition, the incumbent
coordinates all PAS administrative activity, with the exception of receiving and the full range of
procurement. S/he is also responsible for coordinating or completing administrative documents regarding
grants.

•   Under the supervision of the Public Affairs Officer (PAO), the incumbent provides the operating data on
financial and administrative feasibility of Public Diplomacy (PD) activities (including the IIP/IRO, ECA,
PEPFAR PD, and ECA/Educational Advising activities), to support PD activities under the Mission
Strategic Performance Plan. S/he analyzes business processes to administer grants, process advance and
voucher payments to invitational travelers, PAS staff, sub-cashier collections as assigned, to streamline
PAS activity and to ensure the timely administration of funds and purchases in support of PD press,
exchange, education and program activities. In coordination with PD program assistants, s/he coordinates
all logistical support for PD academic exchanges, grantee travel, program travel, U.S. expert travel,
program implementation and program monitoring and evaluation.

(a) Budget Analysis and Financial Management Duties:

•   Responsible for the formulation, presentation and execution of total PAS budget; utilizing analyses of
financial status and knowledge of previous trends, forecast surpluses and deficits within the PAS salaries
and expenses appropriation, travel, training and other principal accounts; develops, prepares and examines
budget and cost estimates for projects and reviews all major budget concerning PAS operations.

•   Submits to the PAO, quarterly financial plan, a report on breakdown of recurring operating cost and
discretionary funds available for use; advises PAO on projected spending, prepares spending breakdown
for events based on past activities and knowledge of the local market. Maintains travel and representation
cuff records; and reviews monthly status report of fund and obligation reports.

•   Prepares purchase orders, vouchers, and petty cash records and obligation patterns; prepares replenishment
vouchers and request replenishment checks.

•   Reviews the Advice of Allotment (AOA) cables/report monthly and keeps cuff records of all operating
increases and decreases; advises the PAO on funds availability during annual operational planning;
reviews workload counts and reports to ensure accuracy responsible for initiating procurement request for
purchase of office equipment.

(b) Administrative Duties :

•   Incumbent is the senior LES advisor to the PAO and other U.S. Foreign Service officer in PAS on
necessary logistics funding for special events. Directs and coordinates administrative logistics of PAS
cultural events, lectures and conferences. Establish schedule for events and ensure that payments are made
on schedule and that adequate supplies are on hand. Identifies and flags problems to the PAO and makes
recommendations for solutions.

•   Acts as a liaison with Embassy management office and subsections and ensures that requests for services
are met in a timely manner.

•   Coordinates both in-country and international travel arrangements for the PAO and Locally-Employed
staff. Supervises all travel arrangement for other official visitors; assists with hotel reservation, airline
ticket purchases, transportation, honoraria, per diem, visas and accommodation exchanges.

•   Maintains the post’s unclassified administrative subject files; prepares documentation and monitors all
PAS grants for local individuals and institutions. Ensures that grant financial and reporting milestones are
identified, tracked and performed in accordance with State Department regulations.

•   A copy of the complete position description listing all duties and responsibilities is available in
the Human Resources Office

Qualification Required & Experience

NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

•   Two years of college in the major of business administration or accounting-related field is required.
•   A minimum of two years work experience in managing resources and programs and some experience with accounting for programs is required.
•   Level IV (fluent) English, written and oral is required. Must possess a high degree proficiency in both written and spoken English and must be able to present analysis and recommendations in clear written and oral formats. Language proficiency will be tested.
•   Knowledge of bookkeeping, travel planning and accounting is required. Experience in supporting events management or education programs is required.
•   Proven ability to use financial and accounting software to document and support business, program or project activities is required. Proven ability to work well as a member of a diverse team in high-pressure environment is required. Commitment to USG interagency collaboration and cooperation expected. Strong writing skills and excellent communication and facilitation skills is required. Proven ability to manage budgets is required.

Salary: GH¢28,111p.a. (Starting salary)

Location: Accra

How To Apply For The Job

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment (UAE) as a locally Employed Staff or Family Member (DS-174): or
2. A combination of both: i.e. Section 1-24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or
3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information): plus
4. Candidates who claim U.S. Veterans preference must provide a copy of their Form
DD-214 with their application. Candidates who claim conditional US Veteran preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
6. A telephone number, post office box and/or e-mail address where we can contact you to schedule an interview.
3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE. Copied at: ghanacurrentjobs.com

Failure to do so will result in an incomplete application.

A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References

NOTE:

1. All applications must have the Position Number and Position Title identified.
2. All “Hard Copy”/printed applications must be submitted to the Mail Room at the
Chancery. Hard Copy Applications submitted through any other office will not be accepted. You may apply on-line using the email address.:-

[email protected]

This is the preferred means of applying for a position with the American Embassy.

3. ALL APPLICATIONS MUST BE FOR AN OPEN/ADVERTIZED POSITION. APPLICATIONS PREVIOUSLY CONSIDERED FOR A JOB WILL NOT BE HELD/CONSIDERED FOR FUTURE JOBS. IF YOU ARE INTERESTED, YOU MUST RE-APPLY.  

SUBMIT APPLICATION TO:

Human Resources Office
Through the Mailroom, Chancery
American Embassy, Accra
P.O. Box GP194, Accra

POINT OF CONTACT:

Telephone: 0302-741000
Fax: 0302-741389
E-mail: [email protected]

Closing Date: 06 July, 2015

NOTE: ALL U.S. AND NON-GHANAIAN CITIZENS, WHO ARE NOT FAMILY MEMBERS OF USG EMPLOYEES OFFICIALLY ASSIGNED TO POST AND UNDER CHIEF OF MISSION AUTHORITY, MUST ATTACH COPIES OF THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION. NO RELOCATION EXPENSES ARE PROVIDED TO THE JOB LOCATION: ACCRA, GHANA. IF TRANSPORTATION TO ACCRA IS REQUIRED, IT WILL BE THE EMPLOYEE’S RESPONSIBILITY.
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