Executive Assistant
VA No.: 13-03
Position: Executive Assistant
To: All Interested Candidates
Working Hours: Full Time - 40 hours per week, Monday to Friday
Salary: Ordinary Resident: FJ$28,359 p.a. (starting salary)
(Position Grade: LE-07)
Length of Hire: 1 year
The Management Office at the Embassy is seeking an individual for the position of Executive Assistant on a full time basis in the Executive Office.
BASIC FUNCTION OF THE POSITION
The incumbent is the Executive Assistant to the Deputy Chief of Mission (DCM). Embassy Suva is a regional Embassy accredited to the five countries of Fiji, Kiribati, Nauru, Tuvalu and Tonga; and provides support to 18 other Pacific Island Nations and the two largest regional Pacific organizations. The incumbent also provides a wide range of excutive-level support to the Ambassador in the absence of the Ambassador’s Office Management Specialist (OMS).
The incumbent directly reports to the DCM. Although the position has no direct supervisory position, the incumbent works closely with all sections and managers in the mission.
MAJOR DUTIES AND RESPONSIBILITIES
A. Administrative Support
The incumbent is charged with directing, planning, and coordinating a variety of service functions that support the day-to-day responsibilities of the Executive Office. Specific responsibilities include:
- Organize meetings and activities for the DCM inside and outside the Embassy. Maintain official calendar and daily schedules.
- Receive, prepare, and review correspondence for the DCM including letters, memoranda, reports, presentations, speeches, briefing materials, spreadsheets, charts, and talking points.
- Draft and release routine cables and Diplomatic notes for the Executive office.
- Manage travel reservations, authorizations, logistical arrangements, itineraries, and vouchers.
- Serve as events manager for DCM’s representational events. Submit all representational vouchers.
- Develop and maintain databases and tracking systems for DCM’s priority programs, reports, and visits. This includes management of entire mission cable traffic and maintenance of Mission’s action cable tracking matrix.
- Provide visitor coordination services: answer phones, submit access request forms for guests, and greet executive level visitors.
- Ensure integrity of sensitive and classified information.
- Manage electronic country clearance (ECC) process.
- Complete Time and Attendance for the Ambassador, DCM and heads of sections.
- Support the Ambassador in the absence of her Office Management Specialist.
- Perform complex technical assistance work including but not limited to: research of administrative and technical policies and procedures; assist with compiling and analyzing of data, cables, and reports; participate in selected areas of budget preparation, monitoring and justification.
- Liaise between DCM, Mission employees, host government agencies, diplomatic missions, and other external contacts on a variety of issues and topics
- Cultivate relationships with counterparts in the Embassy, Diplomatic corps and in the Host Country
- Perform miscellaneous office management tasks: maintain and order office supplies; research and manage gratuities; update DCM’s contact database; cite and nominate personnel awards on behalf of the DCM
B. Consultative Services
- Keep current with new and existing management issues and policies to provide advice in administrative specialty areas
- Contribute to management decisions in assigned and relevant program areas
- Serve as confidante for the DCM on sensitive Embassy and personnel matters; work closely with senior staff to resolve issues
- Assist with the development and submission of annual Employee Evaluation Reports (EER)
- Communicate and coordinate on selected projects on behalf of the DCM
- The EA plays a special role in ensuring morale remains high in the Embassy by remaining in close contact with key personnel and suggesting meetings, interactions and activities.
- Help orient and train newly arrived or hired OMS and similar colleagues
C. Web Design and Content Management
- Develop, design, update and maintain the Front Office webpages (SharePoint site). This includes designing the organizations of information on the site to ensure it is easily accessible, relevant and useful.
D. Miscellaneous Duties
- Other special tasks and projects as assigned by DCM.
REQUIRED QUALIFICATIONS
1. Minimum of 4-years University degree, or two years associate degree plus two years of related office experience, or five years of related office experience.
2. Level IV – fluent written and spoken in English is required.
3. Standard knowledge in the internal working structure of the Embassy.
4. Must be able to use industry-standard PC word-processing, e-mail, spreadsheet, PowerPoint and project management applications. SharePoint and web design background is an advantage. Must have excellent oral and written communication skills. Need to be extremely organized and detail-oriented. Able to focus, multi-task, prioritize and meet deadlines in a highly dynamic environment. Must possess good interpersonal skills. Must be able to exercise good judgment and discretion. Willing to learn new software and computer applications as needed.
5. The candidate must be able to obtain and hold a Security Clearance.
Closing date: Wednesday, February 27, 2013
TO APPLY
NOTE: All applicants must be able to obtain the required Fiji work permits to be eligible for consideration.
Interested applicants for this position must submit the following for consideration of the application:
1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) which is available via Embassy web site or e-form; or
2. 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
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 U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
5. Any other documentation (e.g., references, certificates, awards) that addresses the qualification requirements of the position as listed above.
6. 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. Current Address, Day, Evening, and Cell phone numbers
g. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
h. U.S. Social Security Number and/or Identification Number
i. Eligibility to work in the country (Yes or No)
j. Special Accommodations the Mission needs to provide
k. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class/Type
l. Days available to work
m. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
n. U.S. Eligible Family Member and Veterans Hiring Preference
o. Education
p. License, Skills, Training, Membership, & Recognition
q. Language Skills
r. Work Experience
s. References
SUBMIT APPLICATION TO:
Human Resources Office
U.S. Embassy
158 Princes Road, Tamavua
P.O. Box 218, Suva
OR
Email: hrosuva@state.gov
NOTE: Only short listed applicants will be contacted regarding the next phase of the selection process. To those applicants not short listed, we extend our appreciation for considering the U.S. Government as a potential employer.
The US Mission in Fiji provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.