Background

The U.S. Embassy to Kenya opened in 1964. Through sixteen Ambassadors since then, the Embassy has enriched the ties between the American and Kenyan people and served the needs of Americans in and around this East African hub. Chief among the U.S. Mission’s goals are fostering the development of a sound Kenyan economy, strengthening the institutions of Keny...

Responsibilities

The Supervisory Administrative Assistant provides a wide range of administrative assistance to the OBO Project Director (PD), the OBO Construction Manager and other OBO management staff (M/OBO) in support of the Nairobi CAA. Incumbent is responsible to the OBO PD for administrative management of OBO’s resources and activities, including but not limited to, finance and budget, procurement and supplies, information technology and systems, shipping and travel, human resources and personnel, and housing and furnishings needs.

Financial Administration and Correspondence 40%

• Assist with the preparation of site operations budget for the project’s life cycle. Provide guidance, suggestions, and advice to the OBO PD and OBO management staff on all office budget matters, including procurement, quotations, cost, and quality assurance. Review payment vouchers for validity and accuracy.
• Work as liaison between OBO and Financial Management Office (FMO) for budget, personnel, and procurement costs.
• Liaison with Embassy contracting officer for necessary procurement actions.
• Responsible to track all budgets, accounts, purchases, credit cards, procurement, and inventory. If authorized, the incumbent disburses, maintains, records, and reports petty-cash expenditures.
• Position serves as a petty cash holder.
• Responsible to draft official correspondence to the construction contractor, as well as the local government authorities, in support of the Nairobi CAA as well as coordinate and assist with the preparation of all field office reports made to the Embassy and M/OBO.

Managing Personnel and Office Systems Maintenance 35%

• Coordinate preparation and submission of accreditation requests for contractor personnel.
• Liaise with Embassy HR to obtain and maintain host government issued diplomatic identity cards and Embassy security badges for project personnel.
• Coordinate recruitment of local support staff, i.e., drivers with the Human Resources (HR) office.
• Supervise and evaluate administrative staff.
• Source and promote professional education programs for the office staff as training needs are identified.
• Administer Time and Attendance (T&A) reports to the Embassy.
• Organize office computer network, manages system access control, and maintains operational protocols.
• Incumbent establishes office file system and ensures system integrity is maintained.

Other Administrative Duties 25%

• Serve as a personal assistant to the OBO PD and handles their travel, general and congressional correspondence, and provides support information.
• Handle a broad scope of exceptionally diverse matters related to OBO construction management office support activities. Functions are sometimes considered complex, such as managing the office computer network, scheduling office equipment and furnishings maintenance, creating computer system backups, and managing the secretarial and driver work assignments.
• Responsible for monitoring and ordering expendable supplies for the OBO office to approximately $1,000 per month.
• Maintain logs and records of meetings with the host country and municipality for the OBO PD.
• Coordinate disposition of excess property at the end of project; prepare property disposition reports.

Qualifications and Evaluations

Requirements:

• All selected candidates must be able to obtain and hold a:
  • security certificate; or
  • Public Trust security 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.

Education Requirements:

• Completion of two years of post-secondary education is required.

• Assist with the preparation of site operations budget for the project’s life cycle. Provide guidance, suggestions, and advice to the OBO PD and OBO management staff on all office budget matters, including procurement, quotations, cost, and quality assurance. Review payment vouchers for validity and accuracy.
• Work as liaison between OBO and Financial Management Office (FMO) for budget, personnel, and procurement costs.
• Liaison with Embassy contracting officer for necessary procurement actions.
• Responsible to track all budgets, accounts, purchases, credit cards, procurement, and inventory. If authorized, the incumbent disburses, maintains, records, and reports petty-cash expenditures.
• Position serves as a petty cash holder.
• Responsible to draft official correspondence to the construction contractor, as well as the local government authorities, in support of the Nairobi CAA as well as coordinate and assist with the preparation of all field office reports made to the Embassy and M/OBO.
• Coordinate preparation and submission of accreditation requests for contractor personnel.
• Liaise with Embassy HR to obtain and maintain host government issued diplomatic identity cards and Embassy security badges for project personnel.
• Coordinate recruitment of local support staff, i.e., drivers with the Human Resources (HR) office.
• Supervise and evaluate administrative staff.
• Source and promote professional education programs for the office staff as training needs are identified.
• Administer Time and Attendance (T&A) reports to the Embassy.
• Organize office computer network, manages system access control, and maintains operational protocols.
• Incumbent establishes office file system and ensures system integrity is maintained.
• Serve as a personal assistant to the OBO PD and handles their travel, general and congressional correspondence, and provides support information.
• Handle a broad scope of exceptionally diverse matters related to OBO construction management office support activities. Functions are sometimes considered complex, such as managing the office computer network, scheduling office equipment and furnishings maintenance, creating computer system backups, and managing the secretarial and driver work assignments.
• Responsible for monitoring and ordering expendable supplies for the OBO office to approximately $1,000 per month.
• Maintain logs and records of meetings with the host country and municipality for the OBO PD.
• Coordinate disposition of excess property at the end of project; prepare property disposition reports.

• Financial Administration
• Budget Management
• Procurement
• Correspondence Drafting
• Personnel Management
• Office Systems Maintenance
• Computer Network Management
• System Access Control
• File System Management
• Travel Coordination
• Information Management
• Supervision
• Evaluation
• Professional Education Program Sourcing
• Time and Attendance Reporting
• Petty Cash Management
• Inventory Management
• Property Disposition Reporting

• Completion of two years of post-secondary education is required.
• Ability to obtain and hold a security certificate or Public Trust security clearance.
• Subject to a background investigation.
• May be subject to a pre-employment medical exam.
• Must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications.