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Human Resources Administrative Assistant  

15-04-2017

U.S. Embassy

Yaoundé

2170

CDI

0

Job Advert: Human Resources Administrative Assistant

The U.S. Mission in Yaounde, Cameroon is seeking eligible and qualified applicants for the position of Human Resources Administrative Assistant.  This position is located in Yaounde, Cameroon.

CLOSING DATE: April 18, 2017

WORK HOURS: Full time, 40 hours/week

BASIC FUNCTION OF THE POSITION

Under the direct supervision of the Human Resources Specialist and the general supervision of the Human Resources Officer, the incumbent provides administrative support to the Human Resources Office. Duties include: all administrative and clerical tasks, payroll liaison, time and attendance, awards ceremony preparation, data management, assistance with recruitment, and assistance to other employees in the section.

Detailed Duties and Responsibilities for HR Administrative Assistant:

Payroll Liaison:  25% of Time

Serves as Embassy’s Payroll Liaison with Bangkok Global Financial Service Center concerning LE Staff salary/allowances payment problems, annual and sick leave problems, overtime, travel and compensatory time off problems.

Time and Attendance: 30% of Time

As the main timekeeper of the whole mission and for the HR office made up of 18 Sup Posts, prints T&A sheets, compares them with supporting documents and submits reports to the HRO or HRS for clearance. Maintains records of leave and attendance. Makes payroll corrections when necessary. Trains sub timekeepers on any new developments on the Time and Attendance software. Tracks overtime on yearly basis for all sub posts. Acts as post payroll liaison: provides advice to employees on use of leave and compensatory time, responds to payroll queries, resolving overtime issues, AL leave issues, negative comp time balances issues, pay issues etc – liaising with FSC Charleston to get solutions to employees. Helping LE Staff understand their E&L statements and checking their E&L statements for negative balances. Serves as the point of contact for the online E&L distribution system.

Recruitment/Employment: 25% of Time

Drafts all vacancy announcements for both LE Staff and Family Member positions for HR Specialist’s clearance and sends out requests for advertisement to five local newspapers, and the radio to procurement. Represents HR to the public who are applying for jobs. Screens applications, draws up candidates list and calls up qualified candidates for interview, representing HR for job interviews, language test administration, . Coordinate with RSO to request for building access and escorts applicants in and out the building during interviews. Sits with applicants during language test. Ensure that job vacancy folders are documented, containing all applications, test results, selection memos/interview sheets from supervisors, and hire/regret letters. Drafts regret and “Thank you” letters to applicants that were not selected. Maintains rejected application forms up to 6 months. Develops and maintains the employment tracking spreadsheet to upkeep all recruitment related actions. Drafts all required employment attestations for LE staff, checking in the Web Pass system and in Employee folders to make sure that employment information including current salary, service computation dates are accurate.

Clerical/Secretarial/Word Processing: 20%

Receives and prepares awards forms and relevant documents for the Awards ceremony. This includes printing awards certificates, program and booklets. Copies, distributes and files cables, personnel actions and weekly cables of interest. Maintains HR subject files and regional post files. Maintains F AM and other reference material binders and HR gratuities list. Distributes and follows up with office phone bill payment. Issues LE Staff work cards. Requisitions office supplies and repairs on office equipment. Maintains office stationery. Keeps HR bulletin board organized and updated. Maintains HR forms and booklets shelves neat and organized. Assists HR Assistants with arrangements for award ceremony. Assists the HR specialist in arrangements for LE Staff retirement ceremonies, which includes: Coordinating with GSO to contact retirees; making sure their plaques and certificates are ready; coordinating with GSO/Procurement for purchase of snacks; drafting summary of performance. Receives incoming and outgoing mails for the HR office and perform other clerical tasks as required. Serves as secretary to the HRO. Duties include but are not limited to composing routine correspondence, drafting cables, translation, makes requests for expendable supplies, maintaining calendar, receiving telephone calls, visitors, and colleagues, providing reminders and background material for appointments and meetings, making arrangements for conferences, arranging transportation, maintaining incoming and outgoing boxes. Performs other duties as assigned by the HRO HR Specialist. Helps with maintaining sensitive/confidential information using appropriate procedures. Keeps and updates country report folders. Types correspondence, drafts cables, purchase orders, work orders, Management notices, job advertisements, country clearance cables, forms and memos as instructed by HR staff. Updates and distributes weekly the travelers’ list of American employees and TDY visitors. Serves as liaison for FSI’s FasTrac study program for LE Staff. Prepares and is responsible for the accuracy of Post Overtime Report, the LE Staff recruitment database, and the travelers’ list.

Incumbent serves as back up to the HR Clerk and to the Management Administrative Assistant. Incumbent performs all other related duties as assigned.

QUALIFICATIONS REQUIRED

Applicants must address each required qualification listed below with specific and comprehensive information supporting each item.  Failure to do so may result in a determination that the applicant is not qualified.

EDUCATION: Completion of High School (GCE “A” Level, BACC, or equivalent diploma) is required.

EXPERIENCE: Minimum three years of consecutive secretarial, or administrative experience in an international organization, or a large local institution is required.

LANGUAGE: Level IV (Fluency) Speaking/Reading/Writing English and level III (Good Working Knowledge) speaking/reading/writing of French are required. (This will be tested.)

SKILLS AND ABILITIES: The incumbent must be proficient in the use of Microsoft Applications  (Word, Excel, Publisher and Outlook); must be able to interact with employees tactfully, inspire their  confidence and trust, and maintain a pleasant attitude  despite numerous work pressures and deadlines; must be able to work independently for routine work  and provide excellent customer service; must have typing skills of 40 w.p.m. minimum.

JOB KNOWLEDGE: The incumbent must have good working knowledge of English and French grammar, spelling, and punctuation; and must have good working knowledge of regulations and procedures pertaining to payroll, time and attendance, and leave administration.

HOW TO APPLY:  Applicants MUST SUBMIT the following documents to be considered.  Failure to do so may result in a determination that the applicant is not qualified.

  1. Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above);
  2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)

WHERE TO APPLY:

Human Resources Office

P.O. Box 817, Tel.: 222-201-500, Ext 4006, U.S. Embassy Yaounde, Cameroon





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