Administrative Assistant (MGT) – Munich-2018-115

For Public Dissemination

EMPLOYMENT OPPORTUNITY
U.S. MISSION GERMANY
Vacancy Number: Munich-2018-115

 

Date: September 14, 2018

Position Title Administrative Assistant
Location American Consulate General, Munich, Management Office
Open To All Interested Applicants
Salary

Locally Employed/Local Compensation Plan (LE/LCP)

€ 43,572 per year starting salary

Position Series and Grade: FSN-07 

Foreign Service/US Government Pay Plan (FS/USG PP)

US$ 36,218 per year starting salary (Base Salary Scale)

Position Series and Grade: FP-07, step 1 or highest previous rate within grade

Note: this position may be Overseas Comparability Pay (OCP) eligible

Final grade/step to be determined by Washington 

Work Schedule Full-time: 40 hours
Application Period September 14, 2018 – September 28, 2018
Security Clearance Qualification Requirement Must be able to obtain and hold a Local Security Certification/Public Trust. All applicants under consideration will be required to pass medical and security certifications as they apply.
Duration of Appointment This is an Indefinite Appointment subject to successful completion of the probationary period.

 

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE AND SUBMIT THE REQUIRED WORK AND RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The American Consulate General in Munich is seeking an individual for the position of Administrative Assistant in the Management Office. Filling of the position is subject to availability of funds.

 

BASIC FUNCTION OF POSITION

(A copy of the complete position description listing all duties and responsibilities is available upon request. Send your request to employment-germany@state.gov with identification of vacancy number.)

Under the general supervisor of the Management Officer, incumbent assists in coordinating all actions between administrative sub-units as well as with other sections and agencies with the Consulate General. Prepares Time and Attendance report; and is the administrator for eCountry Clearance. Incumbent is also the primary cashier backup for the Human Resources Assistant. Incumbent also performs special projects as directed by the Management Officer. 

QUALIFICATIONS REQUIRED

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

EDUCATION: Successful completion of secondary school (US: High School Diploma/GED; Germany: Realschule) is required.

EXPERIENCE: Three years of progressively responsible experience in an administrative/management office within a customer service oriented environment are required.

LANGUAGE: German Level 4/4 (fluent) and English Level 4/4 (fluent) (sp/read) are required.

KNOWLEDGE:

  • Good working knowledge of office routine and understanding of the organization programs and procedures is required. (This may be tested.)

SKILLS, ABILITIES:

  • Strong organizational and interpersonal skills are required.
  • Must be able to deal tactfully, yet effectively, with working-level contact, VIP visitors and US citizens.
  • Must be able to communicate effectively both orally and in writing in both English and German. (This may be tested.)
  • Must have extensive experience in using MS Office Programs. (This may be tested.)
  • Basic numeric skills are required. (This may be tested.)

 

The Human Resources Office will conduct standard language assessment tests as part of the selection process. Testing is conducted equitably and is administered in the same way to all applicants for the particular recruitment.

APPLICATION INFORMATION

  • Hiring Preference Selection Process: 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.

HIRING PREFERENCE ORDER:

  • AEFM / USEFM who is a preference-eligible U.S. Veteran*
  • AEFM / USEFM
  • Foreign Service (FS) on Leave Without Pay (LWOP) and Civil Service (CS) with re-employment rights**

*IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent DD-214, Certificate of Release or Discharge from Active Duty, equivalent documentation, or certification.  A “certification” is any written documentation 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 must be on letterhead of the appropriate ,military branch of 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. If the written documentation confirming eligibility is not received in the HR office by the 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. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

  • Additional Selection Criteria:
  1. The U.S. Mission will consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
  2. Locally Employed Staff (LE Staff) of the U.S. Mission Germany having served less than 12 months in their current position are not eligible to apply.
  3. Current Locally Employed Staff (LE Staff) with an overall summary rating of ‘Needs Improvement’ or ‘Unsatisfactory’ on their most recent Employee Performance Report are not eligible to apply.
  4. Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first ninety (90) calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.

Applicants must submit the following documents to be considered. Failure to do so will result in a determination that the applicant is not qualified.

  1. Form DS-174, Universal Application for Employment (UAE), available on the internet: DS-174.
  2. Cover Letter
  3. Resume/Curriculum
  4. Licenses and certifications (e.g. Nurse license, etc.) 

Applicants are encouraged to submit additional documentation that supports or addresses the requirements listed above (e.g. reference letters, transcripts, copies of degrees earned, etc.) with the application.

Application language is English, i.e. application for employment, CV or resume should be in English.  Certificates, awards or degrees in English or German do not need to be translated.

Note that the U.S. Mission does not refund travel expenses incurred by the interviewee.

 

For a complete list of terms such as US citizen Eligible Family Member (USEFM), Eligible Family Member (EFM), Member of Household (MOH), and their definitions, go to the “definitions list” on the website https://de.usembassy.gov/jobs/definitions/.

The U.S. Mission in Germany 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 based upon marital status or political affiliations.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

 

Approved:    MGT:    HChen

Cleared:       HR:       KBrown

Drafted:        HR:       HGralka