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Records and Correspondence Management Technician


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Addis Ababa, Ethiopia 


Engineering, Information Technology, Technical-Vocational

Employment Type:

Full time

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Closing Date:




Please do not accept payment requests at any of the recruitment phases!

Job Description:

USAID/ETHIOPIA is accepting applications from interested individuals for the position Records and Correspondence Management Technician.

Location of Work: USAID/US Embassy Entoto Road
Final Closing Date: April 17, 2018
Salary Range: - FSN-07: $10,721 -$19,301 per annum depending on the candidate’s earning history, qualifications and experience.
Period of Performance: 5 Years
Vacancy Announcement No.: 72066318R10007
Number of Positions: One

The incumbent serves as the Records and Correspondence Management Technician for the IJSAID/Mission, with the responsibility of managing the Mission’s unclassified records and correspondence and supervising the communications functions of the Mission. Work with mission IT staff to develop and support electronic filling systems primarily using the agency approved Documentum platform - ASIST.

Physical and Electronic Record Management (40%)
  • Organizes the Mission filing system for unclassified correspondence and records for all offices. Works with the mission offices to ensure that the communications and records system in compliance with agency requirements, and meeting the Mission’s needs in this area.
  • Serve as primary person for converting manual filing system into electronic system and ensures that document imaging and electronic system (ASIST) is widely used in the mission.
  • Monitors new trends in records management and works with the Mission’s systems staff to develop computerized, paper-less document tracking and retrieval systems.
  • Responsible for identifying and retrieving documents requested under the Freedom of Information Act (FOIA) and for assisting Mission personnel in retrieving official documents and files in support of Mission activities.
  • Responsible for The organization and management of an efficient electronic communications and records management System.
Managing Mails, Correspondences, and Communication (40%)
  • Assign all incoming and outgoing correspondence to appropriate office, follow-up overdue actions with office secretaries and prepare delinquent action reports from the automated tracking system and sending reports to the front office.
  • Ensure that all outgoing cables meet the standard format set by the embassy IMO. Transmit electronic Country Clearance (eCC), outgoing cables and verify approval and successful transmission. Update mission TDYers information as per the approved eCC list,
  • Manages the Mission’s mail handling, document reproduction and communications system.
Updating Mission Intranet (20%)
  • Update mission infranet website. Make sure updated mission notices, mission order and telephone are posted on infranet site.
MINIMUM REQUIREMENTS: In order to qualify, the applicant must possess the following:
EDUCATION: Completion of secondary school is required.
EXPERIENCE: At least three years of progressively responsible experience related to office management and/or communications/records management.
LANGUAGE: Level IV English Language skill.
KNOWLEDGE, SKILLS AND ABILITIES: The incumbent for this position should have sound knowledge of the communications and records management, and experience with developing and implementing computerized, paper-less document storage and retrieval system.
Should be very fluent in the use of Microsoft Office products. Skill in web design or maintenance is a plus. Should have the ability to work independently and with limited supervision and must have the ability to organize workload. Good supervisory and team-work skills are required.

EVALUATION FACTORS: Those applicants who meet the minimum education and experience qualifications will be evaluated based on the content of their application as well as on the applicant’s writing, presentation, and communication skills. The Evaluation Factors listed will be the basis for evaluating and ranking applicants for the position.
Applicants will be scored based on the documentation submitted within the application and a subsequent interview. Only the highest- ranked applicants will be interviewed.
FACTOR #1: Describe your experience working in managing physical and electronic official files system — which include record creation, maintaining and disposing official records.
FACTOR #2: Describe your experience managing incoming and outgoing mails, correspondence and e-records which include trucking action overdue communication.
FACTOR #3: Experience in updating office intranet. BASIS OF RATING: Applicants who clearly meet the Education/Experience requirements and basic eligibility requirements will be further evaluated based on scoring of their Evaluation Factor responses. Those applicants determined to be competitively ranked will also be evaluated on their interview performance and satisfactory professional reference checks. The Applicant Rating System is as follows:
Evaluation Factors: 30 points
Factor #1: 10 points
Factor #2: 15 points
Factor #3: 5 points
Interview Performance: 70 points
Satisfactory Professional Reference Checks-Pass/Fail (no points assigned)
Total Points: 100 points

How To Apply:

APPLICATION & SELECTION PROCESS: All applicants must submit a completed form {Universal Application for Employment (DS-174)} along with the credential documents to USAID/Ethiopia, Human Resources Office via the email address addisusaidjobs@usaid.gov.  Each applicant must fully explain his/her job-related duties and qualifications on the application form in order to provide for an accurate evaluation of his/her education, training, and experience. All applicants will be considered without regard to race, color, religion, national origin, marital status, political affiliation, age, sex, sexual orientation, physical disabilities, or membership in an employee organization. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process please notify the Agency. Applicants who are not contacted within thirty days after the final filing date are to assume that their applications were not accepted.
Far your application to be considered, the following documents must be submitted:-
  • Letter of Application/Cover Letter;
  • Completed and Signed Application for Employment Official Form DS- 174 found here https://et.usembassy.gov/embassy/jobs/
  • Current Resume/CV;
  • Copies of credential documents (i.e., degree, training certificates, etc.);
  • Application must be submitted ONLY via addisusaidjobs@usaid.gov.  and the email subject must say— solicitation 72066318R10007 - Records and Correspondence Management Technician.
  • Please submit the application only once; and
  • Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (COB).
The official application, form DS-174, must be signed by the applicant, in ink, not typed, and dated prior to submission. This requires the applicant to print, sign, date, scan, and attach the DS-174 form to the email mentioned above. If an applicant does not sign, In ink, the applicant will not be considered by USAID/Ethiopia. Please take note of this requirement and please ensure you follow these Instructions

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USAID Ethiopia

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