Vacancy Announcement: Management Administrative Clerk

The U.S. Embassy in Bern, Switzerland, is seeking qualified applicants for temporary coverage of the Administrative Clerk position in the Management Section.

U.S. Mission: Bern, Switzerland
Open to: All Interested Candidates / All Sources
Position Title: Management Administrative Clerk
Opening Date: November 6, 2018
Closing Date: November 16, 2018
Work Hours: Part-time; 26 hours/week
Start Date: as per agreement
Length of Hire: Temporary for 2 -3 months
Salary: Ordinarily Resident (OR): FSN-06
Not Ordinarily Resident (NOR): FP-08 [*Final grade/step for NORs will be determined by Washington]

The Administrative Clerk provides office management support to the Management Officer (MO), Financial Management (FMO), Facilities (FAC), and Health Unit (HU). The incumbent also serves as a quality assurance and knowledge manager in the Management Section, comprised of 40+ employees and a $20 Million annual budget. Responsibilities include analyzing and advising management and service managers on policies and procedures as well as facilitating organizational excellence through appropriate performance measurement and quality management.

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

Two years post-secondary education in Business/Public Administration/Management, International Relations.

Prior Work Experience:
Minimum two years of progressively responsible experience in performing a variety of administrative support service operations is required.

Post Entry Training:
Department of State online training and job-related specific training will be made available.

English and German Level IV (fluency, speaking/reading/writing) is required.

Job Knowledge:
Will be expected to become familiar with various Embassy administrative and U.S. government personnel regulations and procedures, familiarization with FAM and USG regulations. Good knowledge of host country working environment to be able to advise American supervisors on local structure. Good knowledge of correspondence format and reporting procedures, records management, timekeeping procedures, and general understanding of administrative
requirements in operation in the management section. Comprehensive working knowledge of computer software (Windows, MS Word/Excel, Microsoft Outlook, etc.). General knowledge and understanding of accounting and/or budget formulation principles. Must be able to gather facts/analyze results relevant to specific issues and formulate conclusions and recommendations for action. Familiar with analytical methods involving using qualitative and quantitative techniques for task analysis; organization design, space planning and flow charting of work processes.

Skills and Abilities: Must be able to work under pressure, juggling a variety of urgent tasks. Must be flexible and able to deal tactfully with a variety of people and their demands. Should be highly organized and capable of understanding and applying a body of complex regulations in all facets of Admin work. Should have excellent interpersonal skills, and good briefing and writing skills. Typing 40 wpm required.

Please visit our Embassy web page
A copy of the complete position description listing all duties and responsibilities may be obtained by contacting the Human Resources Office.

When qualified, applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

(1) AEFM / USEFM who is preference-eligible U.S. Veteran*
(3) FS on LWOP**
*IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veteran’s preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veteran’s preference after reviewing all required documentation is final.
** This level of preference applies to all Foreign Service employees on LWOP.

1. Management may consider any of the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
4. The candidate must be able to obtain and hold the requisite security clearance.

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); AND
2. A current resume or curriculum vitae; AND
3. A motivation letter describing your reasons for applying.
4. For Ordinarily Resident (OR) applicants: A statement from the debt collection office and an excerpt from the criminal record.
5. For Not Ordinarily Resident (NOR) applicants: A copy of the work and/or residency permit.
6. Any additional documentation that supports or addresses the requirements listed above (e.g., essays, certificates, awards, copies of degrees earned).

Human Resources Office
U.S. Embassy
Sulgeneckstrasse 19
3007 Bern

NOTE: Incomplete applications will not be considered. Due to the high volume of applications received, we will only contact applicants who are being considered. If you do not hear from us within three (3) weeks after the closing date you can assume that your application was not successful. Thank you for your understanding.

The U.S. Mission 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. The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity bases upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

APPENDIX (DEFINITIONS) and PDF SN85-18: see attachment

Thank you for your application and your interest in working at the U.S. Mission in Bern, Switzerland.