Property Management Assistant (Internal Candidates Only) at U.S. Embassy

Overview

Hiring Path:

• Open to the public

Who May Apply/Clarification From the Agency:

Current Employees of the MissionFor USEFM – FP grade is 8.  Actual FP salary authorized by Washington D.C.

Security Clearance Required:

Public Trust – Background Investigation

Appointment Type

Permanent

Marketing Statement:

Statement: We encourage you to review the Eight (8) Qualities of Overseas Employees before you apply.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 Tanzania is seeking eligible and qualified applicants for the Property Management Assistant in the Centers for Disease Control and Prevention (CDC) office.

Supervisory Position:

No

Relocation Expenses Reimbursed:

No

Travel Required:

Occasional Travel

Duties

The Property Management Assistant supports the effective and compliant management of CDC Tanzania’s property and materials. The incumbent maintains accountability for all government property and ensures compliance with CDC and U.S. Government (USG) property management regulations. The position involves managing property databases, inventories, disposals, and related documentation to ensure that all assets are properly accounted for, tracked, and reported. The incumbent also assists with audits, risk management, and compliance monitoring and serves as the alternate property custodian for CDC Tanzania. Position is under the Management and Operations Branch and directly reports to the Administrative Manager.

1. 1. Databases & Records Management (30%)
      The incumbent maintains and updates the CDC Property Management Information System (PMIS) for accountable and barcoded property and the Overseas Business Management System (OBMS) for non-barcoded property and supplies, ensuring that all CDC/USG property and materials are accurately recorded and accounted for at all times. Keeps user assignments current, updates locations as needed, and processes transfers from one account to another with the approval of the CDC Tanzania Property Custodial Officer.
      -Ensures that all accountable property has barcodes securely affixed. Liaises with the CDC Atlanta Property Office to obtain barcodes and labels for new items and processes replacements for faded or lost labels.
      -Serves as the official alternate property custodian for CDC Tanzania.
      -Participates in receiving and verifying new property items delivered to stores or offices, ensuring conformity with airway bills, packing lists, or delivery notes and confirming items are new and in good working condition. Reports discrepancies immediately to the supervisor and/or custodial officer.
      -Prepares custody forms and releases approved property items to staff, ensuring all custody/issuance forms are completed accurately with details such as barcodes, serial numbers, IMEI numbers, and make/model. Ensures signatures are obtained from both the recipient and the property custodial officer.
      -Tracks property movements across CDC offices, residences, and partner sites to ensure accurate location and custody data in PMIS and OBMS. Ensures all property transfers are authorized and documented.
      -Coordinates with the Procurement Section to obtain purchase order numbers and costs of new assets for upload into PMIS and other databases.

1. 1. Performing Inventory (30%)
      The incumbent conducts annual inventories for all CDC Tanzania property and materials in accordance with guidelines and timelines provided by the CDC Atlanta Property Management Office.
      -Performs physical counts and barcode scans for all accountable property, including items in personal custody, visiting offices and partner sites to verify condition and status.
      -Reconciles discrepancies and prepares final inventory reports for submission to CDC Tanzania management and the CDC Property Management Office in Atlanta.
      -Conducts annual inventories for non-barcoded property and materials to verify their location, quantities, and condition.
      -Plans and schedules inventory activities in consultation with the supervisor and Property Custodial Officer and prepares final reports upon completion.

1. 1. Managing Property Disposal (20%)
      The incumbent works with the property manager, office manager, and IT team to dispose of any CDC Tanzania property and materials in accordance with guidelines and timelines provided by the CDC Atlanta Property Management Office and the U.S. Embassy.
      -Identifies property that require disposal according and cross-reference with CDC databases and tracking systems.
      -Works with Embassy GSO and Facilities to prepare the paperwork and facilitate the approval process for excessing equipment.
      -Coordinate with CDC and Embassy teams for the auctioning and/or disposal of supplies and equipment that are no longer needed.

1. 1. Risk Management and Compliance (20%)
      The incumbent reviews all property and materials management documentation to ensure completeness and compliance with CDC and USG standards.
      -Maintains accurate and accessible electronic and hard copy files for all CDC Tanzania property and materials actions.
      -Ensures all records conform to records management and filing standards, submitting required documentation to the CDC home office as necessary.
      -Leads the review and updating of property management Standard Operating Procedures (SOPs), ensuring that revisions are reviewed and approved by CDC Tanzania management prior to dissemination.
      -Prepares and submits periodic property management and compliance reports to supervisors and CDC Tanzania management to support informed decision-making.
      -Helps to submit reports for lost, damaged, or missing property to the CDC Property Office.

Job holder will perform other duties as assigned.

Qualifications and Evaluations

Requirements:

All selected candidates must be able to obtain and hold a:

• • Security certificate; and

• • Medical certificate

All selected candidates will be subject to a background investigation and a pre-employment medical exam.
Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and clearances/certifications or their candidacy may end.

Education Requirements:

Two (2) years of College/University 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:At least three (3) years of progressively responsible experience in managing logistics, property, and/or equipment stores is required.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Language: 

Level III (good working knowledge) in English and Level IV (fluency) in Kiswahili is required. (This may be tested)

Please address this language requirement in your ERA application. 

Job Knowledge:

Must have demonstrated general knowledge of logistics and property management procedures and tools, including best practices for processes related to receipt & verification of items, coding, issuance and custody, inventory taking, tracking and disposal. Experience working with property management databases or recordkeeping systems is required. Must be able to work effectively and professionally with staff, contractors, and partners from diverse cultural backgrounds, demonstrating patience, flexibility, and adaptability to accomplish assigned duties in a multicultural work environment.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Skills And Abilities:

• • Job holder must possess logistics management and numerical skills in database maintenance, inventory management, disposal processes and other general logistics/property custody.

• • The incumbent must possess good computer skills and must be highly familiar with Microsoft Suite including Excel, Word and PowerPoint.

• • The ability to create and manipulate Excel worksheets and templates for tracking and analyzing large data with ease is required. S/he must be comfortable with and adept at using new and emerging technologies, applications and computer systems.

• • The incumbent must possess exceptional analytical and organizational skills as well as the ability to independently produce reports on property and materials utilization and establish their re-order and replenishment quantities.

• • Interpersonal and customer care skills are also critical to the performance of this position. Must have the ability to deal with all levels of staff and manage their property and supply needs in a systematic and smooth manner. Must relate and work well with people of different cultures, gender and backgrounds. S/he must be patient while explaining different types of property issues and policies.

Please address this factor in your ERA application under Major Duties and Responsibilities.

How to Apply

How to Apply:

Click the “Apply to This Vacancy” button at the top of the page to begin your application.  For an instructional video on how to apply click here.Please address all relevant experience, education, language skills (including English), and job related skills or requirements in your application.

You may edit your application any time before the vacancy closing date. If you fail to submit a complete application by the vacancy closing date of this vacancy, then your application may be disqualified for this position.

For a copy of the complete position description, please contact the HR Office

To request a reasonable accommodation, please contact the HR Office: DAR-Recruitment@state.gov

Required Documents:

Please upload ALL applicable documents to your application. If you fail to submit a complete application, then your application will be disqualified for this position.All Applicants:

• • Work Permit (if applicable)

• • University Degree

• • University Transcript

• • Proof of Citizenship

• • Resume/CV

In addition, Eligible Family Member (EFM) Applicants must submit:

• • Copy of Sponsor’s Travel Orders/Assignment Notification (or equivalent)

• • Passport copy

• • DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

• • SF-50 (if applicable)

Next Steps:

Applicants who are shortlisted and invited to take a language or skills test, or who are selected for an interview will be contacted via email.For more information on applying for jobs or employment with us, please visit the U.S. Mission website https://tz.usembassy.gov/embassy/jobs/ and follow us on social media at

Facebook: https://www.facebook.com/usembassytz/

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Thank you for your application and your interest in working with us.