Announcement Number: ASHGABAT-2024-009

Hiring Agency: US Embassy in Turkmenistan

Position Title: Administrative Clerk (Facilities) - Open to All Interested/ All Sources (LE-105)

Open Period: 06/12/2024 - 06/19/2024

Series/Grade: LE - 0105 6

Salary: USD $15,910 /Per Year

Work Schedule: Full-time - 40 hours per week, Monday through Friday

Full Performance Grade - LE-06.

Duty Location(s): 1 Vacancy in Ashgabat, TM

Duties

The incumbent is assigned to the Facility Management Office and reports directly to the Facility Manager. Provides clerical/ secretarial support to the Facility Manager, and the designated Facilities Engineering and Maintenance Supervisors.

Supports and manages the Facility Manager’s daily work schedule and planning activities. Provides administrative/ clerical support to the Facility Manager and designated Locally Employed personnel including Facility Engineers, the Maintenance Supervisor, and Shop Foremen. The Administrative Clerk will receive telephone and e-mail inquiries for all types of facility related issues, will provide information and direction as necessary, and keep the FM team apprised of customer complaints so corrective measures can be taken.

Performs administrative duties as assigned by the FM such as drafting memos, typing correspondence, and maintaining all files, records, and reports. The Administrative Clerk will draft memos and type correspondences to both internal and external sources; will maintain all files, records, and reports in easily accessible locations such as electronically on the shared drive, or hard copies in approved filing cabinets. Keeps the maintenance library organized and up to date when manufacturers submit revised Operational and Maintenance manuals. Prepares translations of official documents for the Facility Manager and the Facility Management ICASS customers as required. Provides support to TDY personnel by assisting with country clearance responses, hotel arrangements, providing post and country information literature, arranging transportation.

Tracks and monitors all Building Maintenance Expense service contacts to ensure contractors are meeting the requirements of their service contracts. Submits access requests to the Regional Security Office and tracks approval/ rejection status of each access requests. Makes arrangements for escorts for contractors’ personnel including Cleared American escorts for work/service performed in Control Access Area (CAA) locations. Tracks contractor invoices for BME service contracts and Repair and Improvement contracts to ensure they are accurate and complete when submitted and submits them to be paid according to the prompt payment act. Will provide guidance to contractors when invoices are incomplete or need revision. Will work closely with General Services Office, Procurement and Financial Management when processing invoices.

Qualifications and Evaluations

EXPERIENCE:  A minimum of two (2) years as an Administrative Clerk/Assistant or professional experience in a clerical setting, or equivalent experience.

JOB KNOWLEDGE: The incumbent shall possess job knowledge to include general computer literacy, basic math, and office management and administrative skills. Must be proficient in the use of Microsoft Office software (Outlook, Word, Excel, Power Point etc.) and other computer programs, and customer service oriented. This may be tested.

EDUCATION: Completion of secondary school is required.

LANGUAGE:  Please indicate your level of language skill for all required languages listed below.  Applicants who do not indicate that they meet the language level as listed below may be disqualified from consideration.

• English level III (Good working knowledge Reading). This may be tested.
• Candidates may present language scores from a certifying language body in lieu of language testing prior the interview. For a language certification score to be accepted in lieu of language testing, the score must be from an accepted language institute.  Accepted language institutes include: TOEIC, TOEFL, IBT, IELTS, FSI, CamLa, CEFR, MET, Bertlitz, MClass. Language ability, both written and spoken, may be tested during the interview process.

SKILLS AND ABILITIES: The incumbent must be a visionary, forward thinker, and quick understudy with an aptitude to learn so he/she can anticipate the needs of the office and those individuals he/she supports.  Must have excellent interpersonal skills in order to deal with a myriad of personalities including frustrated customers; able to handle a large workload that encompasses multiple tasks. Must be organized, methodical, decisive, and have professional telephone skills.

To get additional information and apply for the position, please follow the link.