Overview
Hiring Path: • Open to the public
Who May Apply/Clarification From the Agency: This position is open to:
USEFMs
For USEFM - FP grade is FP-07. Actual FP salary authorized by Washington D.C. Security Clearance Required: Top Secret Clearance Appointment Type Temporary Appointment Type Details: Definite Not to Exceed 5 years. (FMA) Definite Not to Exceed 1 year. (PSA) Marketing Statement:
EQUAL EMPLOYMENT OPPORTUNITY (EEO): 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.
Summary:
The U.S. Mission in Belgium is seeking eligible and qualified applicants for the position of Administrative and Program Support Rover in the Management Office.
Supervisory Position: No Relocation Expenses Reimbursed: No
Duties
Administrative and Program Support
This position will perform the following array of duties, although they don’t need to happen at one time.
1. In the absence of Office Management Specialist (OMS) or a unit main administrative assistant, this position serves as the principal administrative support person for post’s principal officers and/or section/unit (Front office, Political, Economic, Management, Public Diplomacy, Consular or Security) and reports to the principal directly and/or their designee, operating independently to ensure that administrative functions are performed effectively and efficiently.
2. Prepares and reviews correspondence for the assigned office to ensure all documents meet the Department standards.Uses a variety of software such as Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), including the internet and intranet searches. The position will be tasked with using a variety of DOS applications at the Mission.
3. Incumbent will be assigned to a particular section or unit for specific program or project coordination such as OIG visits, award program, Employee Evaluation Report (EER) season, year-end procurement, Air Quality Index (AQI) monitoring, climate change and sustainability, emergency preparedness.
4. The incumbent performs some program or project coordination tasks, including, but not limited to, research for information, analyzing and managing data, write analysis report and recommendation, arranging travels and conferences, managing timekeeping and attendance.
5. The incumbent will be called on to assist with official events and VIP visitors, such as serves as event sub or back-up control officer, plans events, tracks event budget and expenses, requests, and monitors event supplies, prepares and compiles event guest lists, sends out invitations, and monitors RSVPs, negotiates rates, menus, and service for catered or restaurant-hosted representational events for the section.
6. The incumbent will be required to support post duty officer program including covering duty officer rotation.
7. This position requires security clearance as some work will require recording and classified material and delivering it as required as well as providing administrative support to sections in classified access areas (CAA).
Cleared Escort
8. The job holder will be required to perform some protocol activities including greeting visitors, serving as official cleared escort, and extending the hospitality of the Mission to outside guests.
9. Performs all duties of a security escort by monitoring and escorting non-cleared visitors and personnel while in controlled access areas (CAA) or in other locations within mission facilities and grounds.
10. Secures worksites upon completion of work by ensuring that all non-cleared visitors and/or personnel have exited the area.
11. Prepares and ensures that all materials entering a controlled access area (CAA) have been inspected by designated personnel prior to entering.
12. As required, the incumbent is responsible for locally procuring items required for use within the CAA space, according to the randomized procurement methods described in relevant sections of the Foreign Affairs Manual.
13. As required, the incumbent is responsible for the control and safe operation of any job-related equipment and supplies such as destruction equipment (shredders, disintegrators, etc.), x-ray machines, keys, radios, service elevators, etc.
14. Prepares Incident Reports of any work-related problems or security incidents.
Qualifications and Evaluations
Requirements:
All selected candidates must be able to obtain and hold a Top Secret clearance.
All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
Selected candidate must be able to begin working within a reasonable period of time (15 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.
Education Requirements:
Completion of two years post-secondary education is required.
Please address this factor in your ERA application under Education.
Evaluations:
You will be evaluated against the qualifications and requirements in this vacancy announcement.
You may be asked to complete a pre-employment language or skills test.
You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.
Qualifications:
Experience:
Three (3) years of office administration and management experience is required.
Please address this factor in your ERA application under Major Duties and Responsibilities.
Language:
Fluency in English.
(This may be tested.)
Please address this language requirement in your ERA application.
Job Knowledge:
Knowledge of office management and core tools such as the core Microsoft Office Suite (Outlook, Word, Excel, PowerPoint SharePoint) and computer literacy (keyboarding, internet searches), in order to perform assignment and do basic troubleshooting on information technology issues.
Knowledge on the use of, and ability to do basic troubleshooting on standard office equipment including copiers, fax, multi-line telephone systems, cellular or smart phones, tablet or lap top computers and digital senders and scanners.
Please address this factor in your ERA application under Major Duties and Responsibilities.
Skills And Abilities:
Skill in working with people from varied backgrounds, educational levels, and cultural surroundings in order to create and maintain an amiable and success-oriented working environment.
Skill in working positively with colleagues in order to promote harmony, cooperation, and good morale.
Professional judgment to make decisions within areas of responsibility to move projects forward and achieve section goals on-time. This includes knowing when it is necessary to seek guidance from more experienced employees.
Strong professional communication skills in writing and speaking. This includes ability to draft, format, and edit correspondence, report, memo, and other documentation as required. Ability to speak effectively and with clarity and conciseness.
(This may be tested.)
Please address this factor in your ERA application under Major Duties and Responsibilities.
Benefits and Other Info
Benefits: Agency Benefits:
The U.S. Mission offers a competitive compensation and benefits package for local employees that may include: life insurance, hospitalization insurance (family included), meal tickets, transportation reimbursements, seniority leave, special holidays, training, Employee Assistance Program, etc.
For Eligible Family Member (EFM) applicants, benefits should be discussed with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C.
Other Information:
HIRING PREFERENCE SELECTION PROCESS:
A hiring preference is extended to eligible and qualified applicants in the order listed below. It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference.
HIRING PREFERENCE ORDER
15. Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference-eligible U.S. Veteran*
16. AEFM / USEFM
17. Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights **
* IMPORTANT: US citizen Eligible Family Member (USEFM) applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”) preferably Member Copy 4, Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all FS employees on LWOP and CS with re-employment rights back to their agency or bureau.
For complete definitions of AEFM, USEFM, EFM, Member of Household, etc., please visit the
ADDITIONAL EMPLOYMENT CONSIDERATIONS
The following apply to EFMs, USEFMs, and AEFMs only:
18. Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible. This does not apply when the hiring mechanism is TEMP or the work schedule is intermittent or irregular.
19. Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing.
The following apply to Locally Employed (LE) staff only:
20. Current employees serving a probationary period are not eligible.
21. Current employees with an Overall Summary Rating of Needs Improvement, Unsatisfactory, or an MBC score of less than 100 points on their most recent Employee Performance Report are not eligible.