14. MAJOR DUTIES AND RESPONSIBILITIES GENERAL ADMINISTRATIVE ...

[Pages:3]13. BASIC FUNCTION OF POSITION

Incumbent provides administrative assistance to the American Embassy, Samoa. This includes responsibility for secretarial duties to the Charg? d'Affaires, maintaining office supplies, organizing book shelves and displays, reporting time and attendance (T&A) for Local Employed Staff (LES) to the HR Office in Wellington and providing backup Consular duties.

14. MAJOR DUTIES AND RESPONSIBILITIES

GENERAL ADMINISTRATIVE ASSISTANT

60%

? Makes appointments for Charg? d'Affaires (CDA), keeps the official diary and calendar including deadlines for required admin-related reports and projects within the embassy. Reviews calendar and projects list with CDA on regular basis. Coordinate preparation of access entry documents.

? Actions E country clearance requests for accommodation. Back up to the Management Assistant for travel.

? Maintains proper records and ensures that all documents are properly filed.

? Receives and distributes incoming correspondence, and, prepares and files outgoing correspondence.

? Performs typing and general clerical duties as required, including the drafting of letters or memos, photocopying, and shredding.

? Prepares representational and ORE vouchers for the CDA on a need to basis.

? Answers telephones in a pleasant and professional manner, tactfully questions caller to determine precise nature of inquiry and ensuring the forwarding on to the appropriate person.

? Responsible for maintaining up-to date telephone directory for the mission, including local contacts (public sector, private sector and non-governmental organizations) and information on officials of the Government of Samoa and officials of the Government of American Samoa.

? Keeps an up-to-date list of all staff members' home addresses and contact details for emergency purposes.

? Responsible for the visitor notifications filing, and updates visitor and traveler list.

? Makes Hotel reservations for TDYers and Visitors. Maintains Hotel spreadsheet for TDY staff and visitors. ? Prepares Welcome packets for Visitors and TDY staff. Arranges delivery to hotel. ? Manages the embassy supply closet and ensures necessary supplies are available as needed. ? Oversees the Embassy contract cleaners and the general appearance of the Embassy, including public

space. ? Assists with embassy representational events as required. ? Assists the Management Assistant with other tasks and projects as required.

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TIME AND ATTENDANCE AND PAYROLL

10%

? Responsible for recording and submitting all time and attendance for Embassy personnel to the HR Office in Wellington. Preparing bi-weekly reports and transmitting them to Wellington.

? Liaises with the HR office in Wellington for all payroll queries.

? Point of contact for all leave slips. Ensures employees have leave prior to the CDA approving leave and all leave slips are completed in a timely manner. Distributes Earnings & Leave Statements.

? Prepares and submits all National Provident Fund and ACC schedules.

BACKUP CONSULAR DUTIES

25%

? Provides Consular back-up duties (15%) Passport and Consular Reports of Birth Abroad Services, Non Immigrant Visas, Immigrant Visas, Protection and Welfare, Notarials, U.S. Citizen Services, Repatriation and Deaths, Birth Verifications and other duties) on a regular basis. Responsible for answering general inquiries over the telephone and at the Consular window. Explains and hands out the different forms i.e. visa, passport etc. to the clients. Checks, notes down and forwards the completed forms to the appropriate office. Liaises with Auckland Consulate and other offices abroad. Prepares and sends Consular mail to Auckland Consulate.

? Provides Consular assistance during visa week (10% Responsible for answering visa inquiries over the telephone and at the Consular window. Assists the Interviewing Officer with translation and helps with data checking, data entry, visa printing and distribution of passports. Prepares and send consular mail to Auckland Consulate.

OTHER DUTIES

5%

? Assists the Management Assistant on a project basis as time and circumstances allow. Other administrative duties as assigned.

15.QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE

a. Education: Completion of year thirteen (13) secondary school is required.

b. Prior Work Experience: Three-five years progressively responsible experience in secretarial / general office administration / personal assistant positions.

c. Post Entry Training: On-the-job training in office procedures, practices and regulations. Completion of the WINTA training; Ethics for New Locally Employed Staff (PA453), Personally Identifiable Information (PA459), and Cyber Security Awareness Course (PS800).

d. Language Proficiency: Level IV English (speaking, reading, writing) and Level III (speaking, reading) Samoan is required

e. Knowledge: Must have good working knowledge of office administrative and secretarial procedures. Must be proficient in the use of computers.

f. Skills and Abilities: Minimum typing Level II (40 words per minute) is a requirement. Must be able to operate computer programs within the Microsoft Office Suite, such as Outlook, Word and Excel. Must have excellent interpersonal skills and be able to deal tactfully with callers and visitors to the Embassy. Must be

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able to prioritize and manage time and projects efficiently. Must be able to maintain confidentiality as necessary.

16. POSITION ELEMENTS

a. Supervision received: Supervision provided by the Management Assistant.

b. Supervision Exercised: None.

c. Available guidelines: Foreign Affairs Manual (FAM) and Handbook (FAH), State Department regulations and procedures.

d. Exercise of Judgment: Must be able to set priorities and handle duties according to urgency. Must also be alert to emergency situations and react according to established procedures. Uses personal judgment to rectify problem situations.

e. Authority to make commitments: None

f. Nature, level and Purpose of Contacts: First point of contact for all Embassy visitors and for telephone contact with public.

g. Time Required to Perform Full Range of Duties: Twelve months

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