Overview

The U.S. Mission in Nairobi is seeking eligible and qualified applicants for the Administrative Clerk in the OBO office. This is a Fixed term position for three (3) years. It may be extended as determined by the Project Director, or the needs of the USG.

Duties

Under the direction of the Site Security Manager (SSM), the Overseas Buildings Operations (OBO) Administrative Clerk is responsible for the overall office management of security operations. When not conducting duties as an Administrative Clerk, the incumbent will fill in, when necessary, to assist the Foreign Service National Investigators (FSNIs) with background investigation and vetting paperwork

Administrative Support 60%

Provides administrative support services to the SSM office operations through direction from the SSM and/or Deputy SSM (DSSM).Prepare and draft various reports, emails, and correspondences.

Maintain electronic/non-electronic office files (personnel documents, etc.) and reports in easily accessible locations such as electronically or in approved filing cabinets.

Develop tools to streamline SSM operations.

Monitor necessary security re-certification deadlines for security and construction management staff.

Organize daily access requests.

Collate and submits Time and Attendance.

Make travel arrangements and submits travel vouchers.

Purchase expendable office supplies, parking, transportation, and office services using petty cash up to $1,000.

Financial Administration 20%

Manage financial expenditures and accounting procedures for the Site Security staff.

Provide advice on security office budget.

Review payment vouchers for validity and accuracy.

Record and report petty cash expenditures.

Initiate procurement requests including coordination with the Embassy General Services Office (GSO), as needed.

Other Administrative Duties 20%

Perform administration of personnel actions as requested including:

Assist FSNIs with background and vetting packages and paperwork.

Coordinate receipt of goods and services; ensure receiving reports are signed.

Maintain records of host government issued diplomatic/consular identity cards.

Ensure identity cards are returned upon departure of personnel.

Liaise with Embassy Information Technology staff to establish the office computer network, manage system access control, and maintains operational protocols.

*Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the agency.

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 secondary school is 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.

Qualifications:

Experience:

• Minimum two (2) years of administration or management or customer service experience in an office environment is required.
• The position has no supervisory experience requirements.

Language:

• English: Level 3 - Good working knowledge; speaking, reading & writing
• Kiswahili: Level 3 - Good working knowledge; speaking, reading & writing

Job Knowledge:

Demonstrate knowledge of office administrative standards and procedures. Knowledge of host-nation customs and working practices in general to understand the local protocol for interpersonal interaction, communication, and norms.

Skills And Abilities:

Must be able to deal effectively with customers and organize own work to meet established deadlines. Good customer service orientation and interpersonal skills are required. Must be able to use a computer for data entry, spreadsheets, word processing, and email.

Benefits and Other Info

Benefits:

Agency Benefits:

The U.S. Mission offers a competitive compensation and benefits package for local employees.

Eligible Family Member (EFM) applicants should discuss with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:

A hiring preference is extended to eligible and qualified applicants in the order listed below. It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference.

HIRING PREFERENCE ORDER

• Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference-eligible U.S. Veteran*
• AEFM / USEFM
• Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights **

• Provides administrative support services to the SSM office operations through direction from the SSM and/or Deputy SSM (DSSM).
• Prepare and draft various reports, emails, and correspondences.
• Maintain electronic/non-electronic office files (personnel documents, etc.) and reports in easily accessible locations such as electronically or in approved filing cabinets.
• Develop tools to streamline SSM operations.
• Monitor necessary security re-certification deadlines for security and construction management staff.
• Organize daily access requests.
• Collate and submits Time and Attendance.
• Make travel arrangements and submits travel vouchers.
• Purchase expendable office supplies, parking, transportation, and office services using petty cash up to $1,000.
• Manage financial expenditures and accounting procedures for the Site Security staff.
• Provide advice on security office budget.
• Review payment vouchers for validity and accuracy.
• Record and report petty cash expenditures.
• Initiate procurement requests including coordination with the Embassy General Services Office (GSO), as needed.
• Perform administration of personnel actions as requested including:
• Assist FSNIs with background and vetting packages and paperwork.
• Coordinate receipt of goods and services; ensure receiving reports are signed.
• Maintain records of host government issued diplomatic/consular identity cards.
• Ensure identity cards are returned upon departure of personnel.
• Liaise with Embassy Information Technology staff to establish the office computer network, manage system access control, and maintains operational protocols.

• Must be able to deal effectively with customers and organize own work to meet established deadlines.
• Good customer service orientation and interpersonal skills are required.
• Must be able to use a computer for data entry, spreadsheets, word processing, and email.

• Minimum two (2) years of administration or management or customer service experience in an office environment is required.
• English: Level 3 - Good working knowledge; speaking, reading & writing
• Kiswahili: Level 3 - Good working knowledge; speaking, reading & writing
• Demonstrate knowledge of office administrative standards and procedures.
• Knowledge of host-nation customs and working practices in general to understand the local protocol for interpersonal interaction, communication, and norms.