Secretary Assistant

POSITION: Temporary Management Office Secretary

NOTE: ALL ORDINARY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

BASIC FUNCTION OF POSITION:

The incumbent is responsible for the following duties:

. Keeps track of the daily calendar.
. Arranges meetings and schedules conference rooms and appointments.
. Makes local transportation arrangements.
. Prepares, types and proofreads correspondence, telegrams, memos and reports in English and Swedish.
. Prepares documents from the Management Counselor and other members of the Administrative staff for distribution in the Embassy.
. Reviews and forwards incoming mail routed to supervisor, handles when appropriate, or reroutes to proper office.
. Makes in country and out of country travel arrangements and prepares travel orders for the Management Counselor.
. Maintains office manuals and files in accordance with State Department policies and procedures.
. Makes and receives telephone calls in Swedish and English; both local and long distance.
. Prepares Hotel Survey reports.
. The incumbent also supports the Management Section and acts as Embassy -Wide Support. Duties include a wide range of administrational tasks such as, directing phone calls, translation of documents, reviews and redrafts memos, plan and coordinate for visitors including hotel arrangements and country clearance requests and VIP visits. The incumbent also keeps record of diplomatic notes and handles other correspondence.
. Other duties as assigned by Management Consular.

Required Qualifications:

. Completion of secondary school and two years of college.
. Three years experience with office work.
. Good computer skills such as, Word and Outlook.
. Some business or technical school training, particularly in the areas of typing, word processing and general office practices.
. Language proficiency in English and Swedish level 4 (on a scale from 1-5).
. Knowledge of agency and local correspondent manuals, instructions and procedures. Knowledge of Embassy and Swedish Foreign Ministry administrative policies.
. Good Knowledge of general secretarial practices and office management procedures. Ability to draft letters and compile reports in English and Swedish.

BASIC REQUIREMENTS:

. This position is available to Swedish nationals or permanent legal residents as well as to American citizens with permanent residence permits in Sweden, under the terms of the Rockefeller amendment authorizing Embassies to hire Americans abroad for FSN positions, and Embassy American Family Members.

. Applicants must be at least 18 years of age.

. Applicants are selected for appointment on the basis of education, experience, and suitability for the position to be filled.

. The selected applicant is subject to medical clearance and limited security investigation and clearance.