Background information about the job or company (e.g., role context, company overview)

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 or duties

Serves as Ethiopic language librarian (acquisitions) in the Acquisitions Section of LOC-Nairobi. Processes books and other library materials in Amharic and related Ethiopic languages from Ethiopia and Eritrea. Creates initial bibliographic records for such materials and works with staff in Monograph and Serials cataloging section providing language expertise to complete the cataloging of these materials. Documents invoices and receipts against materials and signs as receiving officer to authorize fiscal processing and approval for payments. May be assigned to perform similar tasks for books acquired from other countries and in other languages as may be required as priority for processing.

Major Duties and Responsibilities

45% Acquisitions, Receiving and Invoice Verification

The incumbent receives incoming packages of publications in all formats, purchased or otherwise acquired from Ethiopia and Eritrea, prioritizing those in Amharic and other Ethiopic languages. Verifies contents of packages against cover letters, invoices and receipts, and packing or shipping lists from different suppliers. Determines the source and method of acquisitions (purchase, gift or exchange). Maintains records of incoming shipments for each Bibliographic Representative and country. Determines the categories of incoming information resources, i.e., serials, monographs, and non-book materials. Using specialized search knowledge and skills, searches ILS, OFORS (LOC-Nairobi’s finance and acquisitions system) as well as other Online Public Access Catalogs (OPACs) to verify LOC and AfriCAP participant holdings for all received materials. Attaches various forms or selection slips to the serial or monograph for appropriate processing by other Sections and passes them to the Library Acquisitions Specialists for selection and subject/profile assignment. If at time of receiving, an item has already been cataloged, incumbent prints the ILS catalog record for such item for onward transmission to the relevant Library Acquisitions Specialist. Certifies and authenticates documentation of received materials with formal receiving stamp, which the Finance Section uses as the receiving report authorizing payment to the source. Incumbent’s certification indicates that the materials received match the voucher, invoice or receipt and are the materials ordered in the correct amounts.

25% Initial Descriptive Cataloging/IBC record creation

Incumbent creates initial descriptive cataloging for all new publications approved for retention from Ethiopia and Eritrea, (as well as the other 28 Sub-Saharan countries covered by LOC-Nairobi Office, as needed) using the MARC format for new monographs in ILS and for new serials in OFORS. This requires knowledge of Resource Description & Access (RDA) and Anglo-American Cataloguing Rules, 2nd ed(AACR2), LOC cataloging standards, MARC tags and record formats, and a good knowledge of ILS procedures and policies.

15% Serials Check-in and Claims

Incumbent checks Ethiopic-language serials issues into ILS using specialized software knowledge and skills to locate ILS bibliographic record, holdings, and item record, and to determine whether the item in hand matches the item in ILS before updating the holdings/item record. Notes any changes/variations in the title, volume and numbering system of each serial system. Using specialized software and knowledge, incumbent updates and/or creates holdings records summary statements in the ILS database for reference by LC Washington and other users as material awaits to be shipped to LOC Washington, thereby eliminating the possibility of acquiring duplicates. Updates location data, enumeration, chronology and status in item records and re-sequences item records. Identifies errors and uses special validation techniques to reduce errors.

15% Ethiopic Gift and Exchange Liaison

Incumbent is a liaison responsible for the office’s Gift and Exchange program for books and other materials received from Ethiopia and Eritrea, sending formal requests for such materials on behalf of the office and acknowledging receipt when those materials arrive. Follows processing procedures for these materials as above. Tracks sources and records any balance of exchange between such exchange partners.

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.

Qualifications or requirements (e.g., education, skills)

Requirements:

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

Education Requirements:

College or university studies required.

Evaluations:

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.

Experience needed

Three years’ experience in appropriate professional environment that will include, financial sector or translation is required

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Never pay for any notarisation, certificate or assessment as part of any recruitment process. When in doubt, contact us

• Receives incoming packages of publications in all formats, purchased or otherwise acquired from Ethiopia and Eritrea, prioritizing those in Amharic and other Ethiopic languages.
• Verifies contents of packages against cover letters, invoices and receipts, and packing or shipping lists from different suppliers.
• Determines the source and method of acquisitions (purchase, gift or exchange).
• Maintains records of incoming shipments for each Bibliographic Representative and country.
• Determines the categories of incoming information resources, i.e., serials, monographs, and non-book materials.
• Searches ILS, OFORS (LOC-Nairobi’s finance and acquisitions system) as well as other Online Public Access Catalogs (OPACs) to verify LOC and AfriCAP participant holdings for all received materials.
• Attaches various forms or selection slips to the serial or monograph for appropriate processing by other Sections and passes them to the Library Acquisitions Specialists for selection and subject/profile assignment.
• Prints the ILS catalog record for items already cataloged for onward transmission to the relevant Library Acquisitions Specialist.
• Certifies and authenticates documentation of received materials with formal receiving stamp, which the Finance Section uses as the receiving report authorizing payment to the source.
• Creates initial descriptive cataloging for all new publications approved for retention from Ethiopia and Eritrea, (as well as the other 28 Sub-Saharan countries covered by LOC-Nairobi Office, as needed) using the MARC format for new monographs in ILS and for new serials in OFORS.
• Checks Ethiopic-language serials issues into ILS using specialized software knowledge and skills to locate ILS bibliographic record, holdings, and item record, and to determine whether the item in hand matches the item in ILS before updating the holdings/item record.
• Notes any changes/variations in the title, volume and numbering system of each serial system.
• Updates and/or creates holdings records summary statements in the ILS database for reference by LC Washington and other users as material awaits to be shipped to LOC Washington.
• Updates location data, enumeration, chronology and status in item records and re-sequences item records.
• Identifies errors and uses special validation techniques to reduce errors.
• Serves as a liaison responsible for the office’s Gift and Exchange program for books and other materials received from Ethiopia and Eritrea.
• Sends formal requests for such materials on behalf of the office and acknowledging receipt when those materials arrive.
• Follows processing procedures for these materials.
• Tracks sources and records any balance of exchange between such exchange partners.
• Performs other duties as assigned by the agency.

• Specialized search knowledge and skills
• Knowledge of Resource Description & Access (RDA)
• Knowledge of Anglo-American Cataloguing Rules, 2nd ed (AACR2)
• Knowledge of LOC cataloging standards
• Knowledge of MARC tags and record formats
• Good knowledge of ILS procedures and policies
• Specialized software knowledge and skills
• Special validation techniques

• College or university studies required.
• Three years’ experience in appropriate professional environment that will include, financial sector or translation is required.
• Ability to obtain and hold a security certificate or Public Trust security clearance.