The U.S. Embassy in Accra, Ghana is seeking an individual for the position of HR TRAINING ASSISTANT in the Human Resources Office Section of the Embassy.

BASIC FUNCTION OF POSITION

The incumbent plans and implements training projects and conferences which the Accra Training Center sponsors or hosts. Under the supervision of the HR Specialist, s/he coordinates the entire training process for assigned courses/conferences from drafting of initial offering cable to analysis of course evaluation questionnaire. The incumbent is also the point of contact for all
administrative aspects of the Mission’s semi-annual awards program.

Conference and Training Management

Under the supervision of the HR Specialist, incumbent is assigned the responsibility for training and conference projects and is responsible for the full range of activities related to each project, keeping appropriate officials informed of client requests and training developments. This extends far beyond mere logistical support requirement as s/he conducts searches on the Internet and Opennet for up-to-date information on training, classes scheduled and educational activities available. S/he keeps appropriate officials informed of client requests and training developments and prepares solicitation cables outlining course objectives and content and requesting application for participation. S/he explains to supervisors and managers at post the purpose and content of
training offerings, and answers enquiries about training policies, program and procedures. Incumbent shall be responsible for the smooth liaison between the project manager and the trainers and other mission support elements. S/he is responsible for continually updating all relevant training databases, such as uploading telegrams and updating instructor/hotel/course/participants/support databases. Incumbent coordinates with the webmaster to modify information and retrieve data summaries, and suggest improvement to the training database, detecting flaws, and providing new input and concepts to make the database more effective and efficient. S/he ensures participants and instructors complete and submit evaluation sheets to evaluate course effectiveness and prepares training reports accordingly.

Conference and Training Support

Incumbent is responsible for control and setup of appropriate conference and training facilities, assisting trainers (contractors, Department of State (DoS), or other agency trainers) with a variety of support operations in order to effectively facilitate training and development more efficiently. This includes, but is not limited to, hotel reservation for participants and instructors, ordering,
receiving and/or tracking books and other course materials and supplies, arranging equipment and classroom setup, coordinating with IT and RSO staff. S/he prepares training information materials and handouts for use by participants before and after training. Incumbent briefs participants on the administrative arrangements for their training, the availability of Accra Training Center
(ATC) facilities, and resource for their use, and all other information related to their projects. In addition, s/he handles instances of participant problems before, during and after training, including illness or accident.

Mission Awards Support

The incumbent supports and assists the HR Officer and American HR Assistant in all aspects of
the awards program from the initial call to awards to follow-up after the ceremony. Incumbent is
responsible for ordering all supplies, tracking nominations, creating Joint Count Award
Committee (JCAC) binders and answering clients’ questions and organizing the logistics for the
ceremony.

HR Newsletter

The incumbent works closely with the HR Officer to produce quarterly newsletter for the entire Mission.

Qualification Required & Experience

NOTE: All applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.

•   Two years post secondary study in human resources, education or training fields is required.
•   A minimum of three (3) years of progressively responsible experience as on Office Manager, Training Assistant, Human Resources Assistant or Administrative Assistant in a busy but diverse business/academic environment is required.
•   Level IV English (fluency) is required. High degree of proficiency in both the written and spoken language. Language proficiency will be tested.
•   Must have knowledge of the Mission, values, goals, priorities, procedures and organizational structure of the DoS and Mission
Accra are required for effective performance, as is knowledge of principles of adult learning.
•   Must have strong organization and clerical skills as well as detail oriented. The incumbent must have the ability to draft clear, precise, and correct memos and instructions in English on training topics; to take a role in improving the unit’s operations
and customer service; to be innovative; to plan, organize and make course management decisions; and to exercise tact and good judgment as a high level of interpersonal skills is required.

SELECTION PROCESS

When equally qualified, US Citizen Eligible Family Members (AEFMs) and U.S. Veterans will be given preference. Therefore, it is essential that the candidate address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

•   Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
•   Current employees serving a probationary period are not eligible to apply.
•   Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to apply.
•   Currently employed US Citizen EFMs who hold FMA appointment are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
•   Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment, unless currently hired into a position with a When Actually Employed (WAE) work schedule.

Starting Salary: GH¢23,369 p.a.

Location: Accra

How To Apply For The Job

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment (UAE) as a locally Employed Staff or Family Member (DS-174): or
2. A combination of both: i.e. Section 1-24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or
3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information): plus
4. Candidates who claim U.S. Veterans preference must provide a copy of their Form
DD-214 with their application. Candidates who claim conditional US Veteran preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
6. A telephone number, post office box and/or e-mail address where we can contact you to schedule an interview.
3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.

A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References

NOTE:

1. All applications must have the Position Number and Position Title identified.
2. All “Hard Copy”/printed applications must be submitted to the Mail Room at the
Chancery. Hard Copy Applications submitted through any other office will not be accepted. You may apply on-line using the email address.:-

AccraHRO@state.gov

This is the preferred means of applying for a position with the American Embassy.

3. ALL APPLICATIONS MUST BE FOR AN OPEN/ADVERTIZED POSITION. APPLICATIONS PREVIOUSLY CONSIDERED FOR A JOB WILL NOT BE HELD/CONSIDERED FOR FUTURE JOBS. IF YOU ARE INTERESTED, YOU MUST RE-APPLY.  

SUBMIT APPLICATION TO:

Human Resources Office
Through the Mailroom, Chancery
American Embassy, Accra
P.O. Box GP194, Accra

POINT OF CONTACT:

Telephone: 0302-741000
Fax: 0302-741389
E-mail: AccraHRO@state.gov

Closing Date: 20 August, 2014

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 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.