Work Control Clerk

Introduction

The U.S. Consulate General in Johannesburg is seeking eligible and qualified applicants for the position of Work Control Clerk in the Facilities office.

Duties & Responsibilities

Basic Function of Position

The incumbent   reports directly to the Facility Supervisor and receives occasional work guidance from the Facilities Manager, working under their direction to determine work priorities.     The incumbent is a primary point of contact for all routine, emergency and preventive maintenance work orders and requests for services, and assures distribution to the appropriate shop for action.     The incumbent is the customer service representative for the Facility Management section, communicating with personnel from all levels within the Embassy.

Major Duties and Responsibilities

Track Maintenance and Repair

• Receives maintenance and repair requests from personnel at all levels of the Embassy via the computerized maintenance management system CMMS program for all Government owned (GO) and long/short-termed leased (LTL/STL) properties and distributes them to the appropriate shop for action.  Coordinates with the Engineers and the Senior Facility Manager to prioritize requests.

• Processes the auto generated preventive maintenance requests and delivers them to the Engineers for action.

• Contacts STL property landlords when repair/service requests require the landlord to take action. Coordinates between the tenant and the landlord for access to the property.

• Tracks the status of all scheduled, unscheduled and preventive maintenance work orders from date of issuance to work close out.  Will generate weekly/monthly reports, including printouts that include statistics on approved, outstanding, and completed work orders, labor hours and materials used for the Senior Facility Manager and Engineers review so section performance can be evaluated.

Administrative Responsibilities

• Assists the Senior Facility Manager and the Engineers with creating and developing the yearly 7901.C and 7901.3 budgets.

• Is sub-cashier for the Facility Management Office. Is responsible and accountable for upwards of US $5000 every month. Maintains accurate records and reports; coordinates cash replenishments with the Financial Management office.

• Process small project contractor and Building Maintenance Expense (BME) vendor invoices and prepares the same for the Senior Facility Manager’s signature prior to delivering the same to the Financial Management office for payment.

• Performs administrative duties as assigned by the Senior Facility Manager such as drafting memos, typing correspondence and maintaining all files, records and reports in the absence of the Administrative Assistant.  Tasks may include acting as a basic translator at meetings with contractor/vendors, or written translation of local technical information into English for the Senior Facility Manager.

• Escorts section visitors from the compound access control (CAC) point to the Facility Management office for meetings with section personnel.

• Is alternate time keeper for the Facility Management Section.

**Note:  This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.

Required Experience and Qualification

Education

• Completion of secondary school is required.

Work Experience

• A minimum of two (2) years of office administrative/ clerical experience in a customer-service office is required.

Language Proficiency

• English - Good working knowledge; Written/Speaking/Reading is required. (This may be tested)

Job Knowledge .

• Must have a good working knowledge of an active office environment; be thoroughly familiar with reporting structures and the standard office hierarchy; must know how to support multiple persons simultaneously including maintaining an adequate stock of office supplies; must know basic math, capable of handling currency and working a balance sheet; must know how to set up and maintain a filing system.

• Must be customer service oriented, able to handle difficult customers with tact.

Skills and Abilities

• Must be a visionary, forward thinker, and quick understudy with an aptitude to learn so he/she can anticipate the needs of the office and those individuals he/she supports.

• Must have excellent interpersonal skills and be able to handle a large workload and multiple tasks simultaneously.

• Must be organized, methodical, decisive, and have professional telephone skills.

• Must have strong computer skills, able to use the Microsoft Office Software Suite (Word, Excel, Power Point, etc.).

• Must have good typing skills to write memos, populate spread sheets, and perform data entry.

• Ability to translate documents from host country language into English or English to host country language.

• Must have excellent filing skills to keep track of current and historical information, including documents that must be kept in the maintenance library.

• Must have a keen aptitude to work independently, have impeccable integrity, strong initiative, good judgment and must maintain confidentiality.

Package & Remuneration

Basic Salary:    R  293 375 .00 to R 410 734.00   per annum

Non-cash benefits also include medical, pension and others where applicable

Other benefits include the following

• The US Embassy contributes 70% of your Medical Aid (Discovery Medical Aid)

• Annual leave is 17 days which increases with years of service

• Employees qualify for SA and USA public holidays.

• Provident Fund - Employer contribution -10.9%

Disclaimer

How to Apply

All candidates must be able to obtain and hold a Local Security Certification or Public Trust clearance.

For more information on how to apply visit the Mission internet site.  http://za.usembassy.gov/jobs/

If you have not heard back from us within two weeks after the submission date has closed, please consider your application unsuccessful for this vacancy.