U.S. Embassy Oslo seeks Office Coordinator - American Presence Post Tromsø

The Office Coordinator will work with Embassy Oslo to ensure full functionality of the management platform, all General Services, Financial Management, and Information Management functions possible without assistance.  You will support visiting U.S. delegations and support the Principal Officer’s work, including efforts to bolster U.S. collaboration in science and research.  You will ensure security at the APP. You will be  back-up to cover political, economic, and public diplomacy tasks.   

The position is in a small office with limited USDH supervision. The Office Coordinator will work largely on their own initiative and independently manage much of Post's internal operations, with guidance from the Principal Officer. They must be flexible and willing to work on a variety of assignments.

Administrative Management (40%)

The Office Coordinator is responsible for all internal management functions for the Post, in conjunction with relevant sections at Embassy Oslo.  The Coordinator will be in daily contact with a range of Embassy partners providing procurement, general services, facilities, mail and IT, and security support.  This position will organize calendars and appointments, including with members of Norwegian science and research organizations. and arrange visitor access as needed.  You will prepare documents for all official travel for Post staff in accordance with established procedures and post operation manuals. This includes preparing travel authorizations, travel logistics, airport transfers, hotel reservations, preparing and sending country clearance cables, and submitting fiscal data for the payment of all related travel claims.   

Financial Management (20%) 

The Office Coordinator will provide administrative support for the operations budget 
(operating and travel) of Post, such as monitoring expenditures, verifying availability of funds, monitoring obligations, tracking spending in each budget category, and updating budget worksheets.  You will provide guidance, suggestions, and advice to the Principal Officer on office budget matters, including procurement, quotations, cost, and quality assurance and review payment vouchers for validity and accuracy, in conjunction with the relevant sections at Embassy Oslo. 

Meetings, Events, and Visitors (25%)

The position will assist the Principal Officer in setting up meetings, arranging events, and facilitating meetings, lunches, or coffees with northern Norwegian officials, think tankers, academics, researchers, and other contacts.  You will be expected to maintain contacts with various local service providers -- including hotels, restaurants, and event spaces -- to facilitate event and meeting planning.  The Coordinator will also assist official visitors requesting Embassy assistance and prepare outreach trips for the Principal Officer.

Translation and Other Duties (15%) 

The Coordinator shares responsibility with the Political, Economic, and Public Diplomacy Specialist for translating documents, press articles, public statements, and any other text from Norwegian to English.  Translations should be done quickly and should be presented in grammatically correct English.  You may be asked to perform other public facing duties, such as attending conferences and reporting on public remarks, as well as backing up the Political, Economic, and Public Diplomacy Specialist to provide relevant reporting to Embassy Oslo and Washington, under the supervision and with the assistance of the Principal Officer.

Work Experience:

Two years of prior experience in office administration is required.

Education:

Completion of high school/secondary education is required. Must have received Diploma.

Language: 

ENGLISH:  Fluent; speaking/reading/writing, may include the ability to translate

NORWEGIAN B2: Fluent; speaking/reading/writing, may include the ability to translate

**ENGLISH FLUENCY REQUIREMENTS - English can be documented with scores with a diploma from secondary school or university with instruction in English or with a valid testing score.

**NORWEGIAN B2 REQUIREMENTS - Norwegian can be documented with scores with a diploma from Norwegian upper secondary school (a full 3 years) or from a Norwegian University with instruction in Norwegian or Norwegian exam from university. All other applicants must submit a Norsk Prøvebevis from Kompetanse Norge with your Norwegian language level test scores.

Residency: All applicants without a Norwegian passport must submit a permanent residence card for the right to live and work in Norway. EU/EØS citizens must submit proof of registration with UDI or Politi.

Job Knowledge:

Good working knowledge of secretarial and general administrative procedures.  An understanding of relevant correspondence formats, reporting procedures, records file management, and correspondence handling.  Familiarity with internal and external operations in a professional office environment.  Proficiency with the full Microsoft Office suite of products.

Skills And Abilities:

Good organizational, communication, and interpersonal skills.  The ability to interact with internal and external partners at all levels is critical.  Must exercise good judgment in relations with internal and external partners.

Please upload all applicable documents to your application. If you fail to submit a complete application, then your application may be disqualified for this position.

All Applicants:

• Residency Permit 

• Work Permit

• Norwegian Language Scores (B2)

• English Language Scores (Fluency)

• Cover Letter in English (Upload in OTHER DOCUMENT)

• High School Diploma

• Resume/CV in English

• Passport

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

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

• Passport copy (Only if selected for interview)

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

• SF-50 (if applicable)

All selected candidates must be able to obtain and hold a security certificate/clearance.

All selected candidates will be subject to a background investigation and may be subject to 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/or clearances/certifications or their candidacy may end.

All candidates must be eligible and qualified based on the position requirements for their application to be considered.

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.

For further information about the position, and to apply, click on "SØK HER" then click on the Electronic Recruitment Application (ERA) link. Open the announcement by clicking on the position title. To apply for the vacant position, you must first create a user account (unless you have one already) by clicking on “Login” and “Create an Account” on the electronic recruitment page (ERA). This will enable you to view and apply for vacant positions and track the status of your applications. 

Applications must be submitted through ERA. Applications through other means, including email, will not be accepted.

To be eligible for employment with the U.S. Mission, applicants must have the right to live and work in Norway. The Mission does not sponsor work permits. Please note that the Mission will not be able to meet travel or subsistence costs incurred when participating in interviews, nor the costs connected with relocation if offered a position. 

The Department of State 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.

Thank you for your interest in working with the U.S. Mission in Norway.

Office Coordinator for The American Presence Post in Tromsø, Norway