Management Assistant The U.S. Mission to NATO
The U.S. Mission to NATO is seeking an individual for the position of
Management Assistant
Open to:
U.S. Citizen Eligible Family Members (AEFMs and EFMs), U.S. Citizen Members of Household (MOH) and U.S. Citizen Not-Ordinarily Residents (NOR) – All Agencies
Position:
Management Assistant, FP-07
Opening Date:
November 8, 2011
Closing Date:
November 23, 2011
Work Hours:
Job-share, 20 hours/ week
Week 1: Mo (8h), Tue (8h) and We (4h)
Week 2: we (4h), Thu (8h), Fri (8h)
Due to budgetary constraints, selected applicants will be hired at step 1 of the grade level of the position.
NOTE: ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS AND MUST BE ABLE TO OBTAIN AND HOLD A SECRET SECURITY CLEARANCE.
Basic Function of Position
The Management Assistant reports to and directly supports the Management Officer/Deputy Management Advisor but also provides support, as needed, to the Management Advisor and the Civil Budget Officer. S/he is responsible for the efficient administrative operation of the office and handles all incoming and outgoing telephone calls and all incoming correspondence. The incumbent prioritizes and categorizes material and translates French language documents (or arranges for the documents to be translated).
The Management Assistant assists the commissioned consular officer in providing limited consular services to U.S. Citizens assigned to the U.S. Mission and the NATO International Staff and prepares documents to be notarized. S/He serves as liaison with U.S. Embassy Brussels Consular Section about consular matters.
The Management Assistant maintains official and representational schedule/calendar for the supervisor and the Management Office and makes certain that the management staff is represented as necessary at official functions.
S/He accepts and extends oral and written invitations and keeps complete records of official entertainment expenses for voucher purposes. S/He also prepares representation voucher for reimbursement and coordinates the official travel for the supervisor.
The Management Assistant works with JAS/HR to process and track Work Requirements Statements and Employee Evaluation Reports for State personnel and other administrative requirements
The Management Assistant researches material and prepares briefing books for inspections, internal control studies and new Mission Senior Staff members. S/He also assists with visits of senior U.S. officials.
Qualifications Required
Note: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
1. Education: A secondary school diploma is required.
2. Experience: Minimum two years of general administrative experience is required.
3. Language Requirements: Level IV in speaking, reading and writing English is required.
4. Job Knowledge: Knowledge of the procedures or operations applied to office management and a management section. After a thorough training the Management Assistant must develop an in depth knowledge of consular services, passport and visa processing, consular reports of birth abroad, and social security number applications.
5. Skills and Abilities: The incumbent must be skilled with personal computers, software, Microsoft Office suite, the Internet and other types of office equipment (telephones, photocopiers, scanners, fax machines, etc.). The incumbent must have excellent interpersonal skills and must be customer-focused. S/He must have good writing, editing skills and organizational skills.
Selection Process
Qualified U.S. citizen Eligible Family Members (AEFMs) and U.S. Veterans receive preference in hiring. Therefore, it is essential that the candidates address the required qualifications above in the application.
Additional Selection Criteria
How to Apply
Interested applicants for this position must submit the following:
1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174); 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; plus
4. 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.
5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application to
http://belgium.usembassy.gov/jobs.html
CLOSING DATE OF THIS POSITION: November 23, 2011
Management Assistant
Open to:
U.S. Citizen Eligible Family Members (AEFMs and EFMs), U.S. Citizen Members of Household (MOH) and U.S. Citizen Not-Ordinarily Residents (NOR) – All Agencies
Position:
Management Assistant, FP-07
Opening Date:
November 8, 2011
Closing Date:
November 23, 2011
Work Hours:
Job-share, 20 hours/ week
Week 1: Mo (8h), Tue (8h) and We (4h)
Week 2: we (4h), Thu (8h), Fri (8h)
Due to budgetary constraints, selected applicants will be hired at step 1 of the grade level of the position.
NOTE: ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS AND MUST BE ABLE TO OBTAIN AND HOLD A SECRET SECURITY CLEARANCE.
Basic Function of Position
The Management Assistant reports to and directly supports the Management Officer/Deputy Management Advisor but also provides support, as needed, to the Management Advisor and the Civil Budget Officer. S/he is responsible for the efficient administrative operation of the office and handles all incoming and outgoing telephone calls and all incoming correspondence. The incumbent prioritizes and categorizes material and translates French language documents (or arranges for the documents to be translated).
The Management Assistant assists the commissioned consular officer in providing limited consular services to U.S. Citizens assigned to the U.S. Mission and the NATO International Staff and prepares documents to be notarized. S/He serves as liaison with U.S. Embassy Brussels Consular Section about consular matters.
The Management Assistant maintains official and representational schedule/calendar for the supervisor and the Management Office and makes certain that the management staff is represented as necessary at official functions.
S/He accepts and extends oral and written invitations and keeps complete records of official entertainment expenses for voucher purposes. S/He also prepares representation voucher for reimbursement and coordinates the official travel for the supervisor.
The Management Assistant works with JAS/HR to process and track Work Requirements Statements and Employee Evaluation Reports for State personnel and other administrative requirements
The Management Assistant researches material and prepares briefing books for inspections, internal control studies and new Mission Senior Staff members. S/He also assists with visits of senior U.S. officials.
Qualifications Required
Note: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
1. Education: A secondary school diploma is required.
2. Experience: Minimum two years of general administrative experience is required.
3. Language Requirements: Level IV in speaking, reading and writing English is required.
4. Job Knowledge: Knowledge of the procedures or operations applied to office management and a management section. After a thorough training the Management Assistant must develop an in depth knowledge of consular services, passport and visa processing, consular reports of birth abroad, and social security number applications.
5. Skills and Abilities: The incumbent must be skilled with personal computers, software, Microsoft Office suite, the Internet and other types of office equipment (telephones, photocopiers, scanners, fax machines, etc.). The incumbent must have excellent interpersonal skills and must be customer-focused. S/He must have good writing, editing skills and organizational skills.
Selection Process
Qualified U.S. citizen Eligible Family Members (AEFMs) and U.S. Veterans receive preference in hiring. Therefore, it is essential that the candidates address the required qualifications above in the application.
Additional Selection Criteria
How to Apply
Interested applicants for this position must submit the following:
1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174); 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; plus
4. 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.
5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application to
http://belgium.usembassy.gov/jobs.html
CLOSING DATE OF THIS POSITION: November 23, 2011
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