12 Jan 2016

American Embassy Job Vacancy : Telephone Operator / Receptionist

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LENGTH OF EMPLOYMENT: This is a temporary position not to exceed June 2016

The U.S. Mission in Accra, Ghana is seeking eligible and qualified applicants for the position of Telephone Operator/Receptionist in the Information Programs Center (IPC) of the Embassy.

BASIC FUNCTION OF POSITION

•   The Telephone Operator/Receptionist performs all duties associated with Switchboard Operations to include working as a receptionist. S/he works under the supervision of the Switchboard Supervisor and provides all services within International Cooperative Administrative Support Services (ICASS) standards.

•   Receives and transfers incoming calls to Mission personnel and places outgoing calls on behalf of Mission personnel. Maintains and issues Embassy acquired cell phones; tracks and maintains an up- to- date inventory of Embassy cell phones and blackberries using the Cell Phone Issuance Software (CPIS) and issues personal identification number (PIN) codes to Mission personnel.

•   Sets up and issues cell phones in support of Very Important Person (VIP) visits and generates dialing instructions for lamination in support of VIP visits. Coordinates Blackberry faults to vendor (MTN) on behalf of the Embassy and USAID users.

•   In the absence of the Switchboard Supervisor, incumbent attends weekly Housing Board meetings and coordinates existing housing faults to Embassy Telephone Technicians for their action; coordinates residential phone and broadband technical faults to authorized vendor (Vodafone, MTN etc.), on behalf of Embassy users resolution; and maintains ticket numbers of reported telephone faults; follows up on status of phone faults from vendor and coordinates their status to Embassy Telephone technicians and users.

•   Keeps Embassy phone listing up- to -date and prepares current listing of frequently used telephone numbers. Updates the Regional Security Office (RSO) emergency contacts list via

•   Maintains and keeps record of Time and Attendance and manages IRM annual leave calendar in the absence of supervisor. Trains any newly hired telephone operators and performs other IRM administrative duties as assigned by the Information Programs Officer (IPO) and Information Management Officer (IMO).

Qualification Required & Experience

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 Secondary School or High School Diploma, or Middle School Leaving Certificate (M. S. L. C) with National Vocational Training institute certificate, or a Technical school diploma is required.
•   EXPERIENCE: Two years experience as Telephone Operator. One year experience working with a large organization or a governmental agency is required.
•   LANGUAGE: English Level 4 (Fluency; speaking/reading/writing) is required. (Language proficiency will be tested.) On occasion job holder may need to act as an interpreter. Ability to speak at least one of multiple Ghanaian languages (Twi, Ga, Ewe, Fante and Hausa).
•   SKILLS AND ABILITIES: Must have excellent communication skills and be able to multitask and work under pressure. Must be conversant in the use of Microsoft Office applications such as Word, Excel, PowerPoint and Outlook. Must be able to type at least 25wpm (Computer skills will be tested.)
•   JOB KNOWLEDGE: Must have a sound good working knowledge of switchboard procedures and telephone switchboard operations. Position requires familiarity and knowledge of the agencies, offices and their subsections, and their roles within the Embassy community.

SELECTION PROCESS:

When qualified, applicants who are U.S. Citizen Eligible Family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specifically address the required qualifications above in their application.

HIRING PREFERENCE ORDER:

(1) USEFM who is ALSO a preference-eligible U.S. Veteran
(2) USEFM OR a preference-eligible U.S. Veteran
(3) FS on LWOP

ADDITIONAL SELECTION CRITERIA:

1. Management may consider 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 a security clearance.
5. Candidates who are EFMs, USEFMs, AEFMs, or MOHs must have at least one year remaining on their sponsor’s tour of duty to be considered eligible to apply for this position.

Salary: GHS ¢19,768 (Starting salary)

Location: Accra

How To Apply For The Job

Applicants must submit the following documents to be considered:

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. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, certificates, degrees, etc.)

WHERE TO APPLY:

Human Resources Office U.S. Embassy Mailing Address:

Human Resources Office
Through the Mailroom Chancery
American Embassy, Accra
P. O. Box 194, Accra

FAX Number: 0302-741389
Telephone: 0302-741000
E-mail Address: [email protected]

Closing Date: 26 January, 2016

NOTE: ALL U.S. AND NON-GHANAIAN CITIZENS, WHO ARE NOT FAMILY MEMBERS OF USG EMPLOYEES OFFICIALLY ASSIGNED TO POST AND UNDER CHIEF OF MISSION AUTHORITY, MUST ATTACH COPIES OF THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO THEIR APPLICATIONS TO BE ELIGIBLE FOR CONSIDERATION. NO RELOCATION EXPENSES ARE PROVIDED TO THE JOB LOCATION: ACCRA, GHANA. IF TRANSPORTATION TO ACCRA IS REQUIRED, IT WILL BE THE EMPLOYEE’S RESPONSIBILITY.

IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).

EQUAL EMPLOYMENT OPPORTUNITY:

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 based 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.



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