Administrative Manager
US EMBASSY
Area: Dar Es Salaam
Position Description:
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Centers for Disease Control & Prevention (CDC) is seeking an individual for the position of Administrative Manager.
BASIC FUNCTION OF POSITION:
The Administrative Manager position is responsible for effectively managing and overseeing CDC-Tanzania’s administrative and office Standard Operating Procedures (SOPs), business systems, assets, and administrative support to programs.
This position supervises a team of three and one When Actually Employed (WAE) administrative support staff and reports directly to the CDC Global AIDS Program (GAP) Public Health Advisor, Associate Director for Operations.
MAJOR DUTIES AND RESPONSIBILITIES:
Standard Operating Procedures (SOPs):
• Serve as a point of contact for all CDC-Tanzania staff with questions relating to United States Government (USG) workplace policies, differentiating the applicability of these policies for the various staffing mechanisms at CDC (Direct Hires, Locally Employed Staff [LES],
Contractors, USGTemporary Duty employees [TDY], and Fellows).
• Provide effective oversight for SOP implementation (travel, time & attendance, phone use, etc)
• Coordinate the writing and annual review, approval and dissemination of CDC-Tanzania Standard Operating Procedures (SOPs) to all staff relating to asset management, mobile phones, travel, the use of USG vehicles, buildings & facilities, safety & security, etc.
• Advise and make recommendations to management of revisions to current policies and procedures. Draft and updates policy and other guidance.
• Participate in the development and implementation of internal controls to insure that all CDC–Tanzania SOPs are followed.
Systems and Asset Management:
• Coordinate and oversee the implementation of the Overseas Business System (OBS) [staff training, system reports, trouble shooting, etc)
• Liaise with CDC-Atlanta and IT Program Developers to tailor and improve administrative systems (OBS, Intranet, etc.) for optimal use in CDC-Tanzania.
• Serve as Directory Maintainer for CDC-Tanzania, establishing staff user-ids and maintaining staff records in the People Processing System.
• Serve as alternate custodial officer for CDC-Tanzania asset management, responsible for recording and inventorying all expendable supplies, including high-cost equipment such as laptops, cellular phones, and furniture.
• Maintain the Property Management Information System (PMIS) for all CDC-Tanzania assets current and accurate at all times (acknowledgements, transfers, etc.)
• Initiate or process documents affecting accountability or custody of all assets, ensuring that all movement of accountable and personal property into or out of the custodial area is documented with required signatures and that documentation is provided to appropriate parties. • Continuously review records to ensure that property is accorded proper maintenance and protection, and is used only for official purposes.
• Coordinate with IT to identify, document, and process property which is inoperable or no longer required as excess with the US Embassy General Services Office (GSO).
• Ensure that property determined to be lost, damaged or missing is immediately reported to management and necessary documents (Reports of Survey [ROS]) are complete and submitted within the required timeframe to management.
• Prepare necessary documents for the donation of major equipment through the cooperative agreement process to collaborating partners: a) Provide the recipient organizations with appropriate paperwork and instructions for processing the transfer of equipment; b) Provide the Procurement and Grants Office (PGO) in Atlanta with the required documentation. Position holder will need to closely collaborate with Extramural Management Team Lead on this requirement.
• Coordinate and conduct an annual physical inventory, joint inventories for account transfer, as well as conducting his/her own personal physical inventory when deemed appropriate.
• Assign and recover assets to employees as they on-board and depart the organization.
• Conduct periodic spot checks and utilization surveys to ensure compliance with SOPs and to screen for unrequited property.
• Responsible and accountable for the security and safety, correctness and completeness of these information resources. This entails ensuring that all the information is accurate and up to date and that all inventory and controlled information items, such as SSN, Passport numbers,building access cards, passwords are strictly controlled.
Supervisory Duties:
This position is responsible for the direct supervision of three subordinate administrative positions:
• CDC-01, Administrative Assistant
• CDC-24, Administrative Assistant
• CDC-12, Administrative Assistant/Reception
• CDC- 40, Secretary (WAE)
Duties:
• Assign duties to ensure the proper functioning of the Administrative section. Effectively resolve conflicts arising among staff and provide overall guidance and direction.
• Mentor staff in order to reinforce motivation, an understanding of policies and procedures and to ensure teamwork for successful outputs.
• Assess career development needs, evaluate performance, and address performance issues of subordinates.
• Monitor the performance of contractors responsible for cleaning, gardening and maintenance services at the CDC-Tanzania office building. The incumbent oversees on-site services under the contract and reports to and coordinates with GSO on the oversight of these services.
• Reports to the Public Health Specialist (direct supervisor) on a continual basis regarding the state of matters under his/her supervision and provides recommendations regarding changes and improvements.
Oversee Administrative Support to Programs:
Because of the high visibility of the programs, CDC receives multiple long-term and short-term TDY consultants requiring administrative and logistical support such as lodging and in-country travel. In addition, there are frequent high-level visitors requiring more than routine logistical support. This position is responsible for overseeing the logistical, travel and program support tasks provided by subordinate administrative assistant positions:
• Coordinate meetings and conferences, large copying or printing requests and visits from high level delegations.
• Arrange pre and post site visits and de-briefings for the Ambassador and the DCM.
• Draft Statements of Work (SOW) for event planning and logistical support for the conferences and large meetings.
• Process travel according to SOPs.
• Provide administrative support to the programmatic staff, such as photocopying, drafting correspondence, etc.
• Schedule meetings and appointments with MOHSW, cooperative agreement partners and USG staff.
• Provide administrative support for note-taking and meeting minutes, maintaining and updating contact lists, filing, and coordinating telephone and conference calls for designated staff.
Safety and Security:
• This position is responsible for overseeing controls and procedures to ensure office safety and security including tasks provided by subordinate administrative assistant/Reception position:
• Serve as the main point of contact for all general security issues on CDC grounds relating to disturbances, theft, guards, fire, alarm, and access systems, etc.
• Ensure access, safety, and security procedures are followed at all times per SOPs.
• Establish and implement control procedures for locking the building and securing sensitive files and documents.
• Issue and control inventory of building keys and access cards.
• Monitor security cameras for entering and exiting people/cars.
• Report security violations and suspicious activity as per SOPs.
• Coordinate scheduling of security and safety drills for CDC office.
• Liaises with the Regional Security Offices and NIMR Director regarding security issues as necessary.
• Reports to supervisor on continual basis regarding issues arising around facility and personnel safety/security.
Other Duties:
• Performs other duties as assigned by management and provides back-up for other support staff when needed, including the Work Development Coordinator position.
QUALIFICATIONS REQUIRED:
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
Education:
• Graduation from an accredited university with a bachelor's degree in Management or Business Administration.
Prior experience:
• A minimum of 6 years of experience in business administration or management. Experience working with government or an international agency is required. The job holder must have experience managing the content/delivery of electronic business systems (employee databases, inventory and/or travel management systems, etc.) and related IT and software programs. In addition, minimum of 3 years of supervisory experience is required, namely managing groups in cross team and team building activities. Proficiency and working experience with Word and Excel is required.
• Previous experience will include position requiring incumbent to handle tasks more difficult and complicated than routine administrative tasks, use analytical skills to evaluate procedures and recommend improvements, use tact and diplomacy to work effectively with colleagues in the job holder’s work unit and outside clients, and guide less qualified staff. Job holder must be able to independently manage projects and activities across teams to productively accomplish the goals and objectives of the organization.
Language proficiency: Level IV (fluent) in English (speaking, reading and writing) is required.
Knowledge:
• The incumbent must have a thorough knowledge of all aspects of administrative principle and procedures and all administrative aspects of the operations of a large program office. Job holder will become familiar with U.S. State Department Embassy policies and requirements (for example FAM) and U.S. Health and Human Services/Centers for Disease Control and Prevention (for example property management, travel). Job holder must be familiar with the business environment and government structure of the host country to effectively manage procurement and external client communication and contracts.
Skills and Abilities:
• Incumbent must possess strong organizational and leadership skills and the ability to manage and coordinate a broad range of administrative and operational activities in support of a complex, high profile program office. Must have sound judgment and excellent analytical skills to independently solve operational problems and make appropriate decisions and recommendations for support of program operations.
• Must have excellent interpersonal skills to be able to communicate with tact and diplomacy when dealing with issues such as work permits. Incumbent must be able to demonstrate integrity and adhere to government-wide and HHS Standards of Ethical Conduct, must be able to interact with staff from other government agencies, NGO’s, and local indigenous organizations in a professional and collegial manner, must be able to adhere to the accountability standard for government issued property and fully comply with rules and regulations governing the organization.
SELECTION PROCESS:
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
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:
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
Application Instructions:
Interested candidates for this position must submit the following for consideration of the application:
Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174); or
A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet or
A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information) plus
Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
Qualified applicants should submit the required documents by post to:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam , Tanzania
