Duties
Basic function of the position
The incumbent provides basic administrative and clerical support for a variety of office-related activities to the Office of Agricultural Affairs (OAA) in Kenya. Provides transportation and office mail delivery by operating government-owned vehicles (GOVs), within the city and the surrounding areas.
Major Duties and Responsibilities
Administrative/Clerical Responsibilities (60% of time)
• Greet and assist visitors in the FAS office. Answer telephone and take messages as needed. Provide helpful response to customers’ queries, either by giving them guidance or referring them to other staff within the FAS Office.
• Make copies of published/printed material.
• Make appointments for the OAA.
• Preview newspapers and prepare file clippings.
• Maintain inventory of expendable supplies – up to $1,000.
• Coordinate and upload GAIN reports into the system, troubleshoot uploading errors as well as tracking report numbers and checking reports after publication for formatting errors.
• Provide logistics support to seminars, VIP visits, or other FAS events. Assist in coordinating vendors or contractors during these events.
• Assist in escorting visitors to the OAA.
• Assist in maintaining FAS database for the OAA.
• Serve as a back-up to Agricultural Assistant on trade data gathering.
• Serve as a backup to Administrative Assistant on Time & Attendance (T&A) for the OAA.
Messenger/Driving Responsibilities (40% of time)
• Participate in planning of VIP schedules and advising the OAA on logistics and protocol.
• Pickup and deliver various correspondence/materials (telegraphic cables, cooperator correspondence, trade publications, letters) to and from specific locations.
• Safely operates a motor vehicle to transport the FAS staff and visitors in support of U.S. Government’s activities, within the city and the surrounding areas.
• Maintain travel log, gas and service log, and submit to supervisor for inspection.
• Maintain vehicle in a clean and serviceable condition, to include cleaning the interior and exterior of the vehicle. Perform basic vehicle inspection in accordance with established schedules and policies.
• Prepare trip reports, vehicle use and fuel logs. Estimate fuel consumption for trips.
• Safeguard U.S. Government property and use U.S. Government resources efficiently, including the fuel-efficient operation of vehicles.
Drive armored vehicles, as needed.
Position is the Point of Contact (POC) with dealership to arrange servicing for the vehicles. Value of vehicles: up to $100K.
*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 and Evaluations
Requirements:
EXPERIENCE:
Minimum two years of administrative or clerical work experience that includes at least one year of professional driving experience is required.
JOB KNOWLEDGE:
Must have general knowledge of the Mission organization, USDA procedures and regulations, and routine office functions. Oral and written instructions from supervisor, as well as FAM/FAH vehicle operation related guidelines. Safety regulations and vehicle manuals. Must be familiar with local traffic rules and regulations of the host country; knowledge of the city and its environment, including driving routes and traffic patterns.Education Requirements:
Completion of high school education is required.Evaluations:
LANGUAGE:
English level III (Good working knowledge) Reading/Writing/Speaking is required.
Kiswahili level III (Good working knowledge) Reading/Writing/Speaking is required.
SKILLS AND ABILITIES:
Must have the ability to read maps and plan driving routes. Must have good communication skills, and an ability to handle all employees with professionalism and discretion. Must be able to perform basic vehicle inspection and must possess intermediate level automotive maintenance skills. Must have basic computer skills to complete data entry, maintain reports and for communication purposes. Must have basic numerical skills to estimate the fuel consumption and/or need for trips. Must hold a valid, current license for cars. Must have had a valid driver’s license for a minimum of five (5) years. Operates level C or D armored vehicle with defensive driving skills.
EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission 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.Qualifications:
All applicants under consideration will be required to pass medical and security certifications.
Benefits and Other Info
Benefits:Agency Benefits:
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Nairobi, Kenya may receive a compensation package that may include health, separation, and other benefits.
For EFMs, benefits should be discussed with the Human Resources Office.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.Other Information:
HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
HIRING PREFERENCE ORDER:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP and CS with reemployment rights **
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability dated within the past six months, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.
For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.
How to Apply
How to Apply:
All candidates must be able to obtain and hold a Police Clearance Certificate.
To apply for this position, click the “Submit Application” button. For more information on how to apply visit the Mission internet site.Required Documents:
To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.
All Applicants:
• Residency and/or Work Permit
• High School Certificate
• Driver’s License (5 years)
• Certificate or License
Eligible Family Member Applicants:
• Copy of Sponsor’s Orders/Assignment Notification (or equivalent)
• Passport copy
• DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)Next Steps:
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.
For further information – the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.
Thank you for your application and your interest in working at the U.S. Mission in Nairobi, Kenya.
