Advert View :: Supervisory ACS Assistant | Nairobi | Administrative / Clerical

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Job Title

Supervisory ACS Assistant

Reference

Nairobi-2018-16


 

Advert Details

Recruiter: U.S. Embassy Updated on: 2018-07-20 10:29:31
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: FP-5 FSN-9

 

Introduction

NOTE: ALL ORDINARILY RESIDENT APPLICANTS WHO ARE NOT KENYAN CITIZENS MUST HAVE THE REQUIRED WORK AND/OR PERMANENT RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION

The U.S. Mission in Nairobi has an opening for the position of Supervisory ACS Assistant. The position will be available immediately. Closing date for this position is May 31, 2018.



Those applicants who had already applied for this position need NOT apply as their applications will be considered.



 


 

Minimum Requirements

Qualifications and Evaluations

Education: Bachelor's Degree in any of the following disciplines: Education, Law, Business, Business Administration, Information Technology (IT), Communications, History, Public Administration, Sociology, Psychology, Anthropology, Economics, Public Policy, Political Science, International Relations, Criminal Justice, Library Science, or Social Work is required.

EXPERIENCE: Minimum four years' experience in an office environment, supervising staff, managing workload, handling administrative duties and providing customer service is required.

Evaluations:

LANGUAGE:  Level IV (Fluent, Reading/speaking /writing) English is required. (This may be tested.)

Level III (Good working knowledge, Reading/Speaking/Writing) Kiswahili or Somali is required.

SKILLS AND ABILITIES:

Qualifications: All applicants under consideration will be required to pass medical and security certifications.


 

Job Specification

BASIC FUNCTION OF POSITION

Advises officers, including supervisors on handling of the most complex and sensitive cases involving U.S. citizens. Supervises, trains and provides technical guidance to the LE Staff assigned to the American Citizen Services (ACS) unit, and provides daily work guidance to entry-level Foreign Service Officers performing ACS work. Supervisory work includes communication oversight, accountability of consular equipment and documents, as well as managing the daily workflow of routine and emergency services to U.S. citizens living in Kenya and Somalia. Incumbent will be supervised by the American Citizen Services Chief.

MAJOR DUTIES AND RESPONSIBILITIES                                                                                                                     

Managing ACS workload and Supervision of Staff (35% of time):

Manages ACS workload and supervises four local hire employees. Assigns tasks, monitors and evaluates their performance. Reviews LE Staff time management, monitors and evaluates LE Staff customer service, and helps LE Staff to resolve difficult individual cases. Keeps abreast of and trains staff on ACS regulations and procedures. Ensures staff compliance and discusses any deviation from FAM or other guidance with Unit Chief. Keeps Unit Chief apprised of unusual cases, fraud trends, and new developments in Kenya and Somalia that might affect American citizens.  Maintains consular management controls.

Passport and Citizenship Services (30% of time):

Ensure the unit processes applications for new and renewal passports, emergency passports, diplomatic passports, Consular Report of Birth Abroad (CRBA) and Consular Report of Death Abroad (CRODA) cases and notarial documents for consular officer adjudication in a timely manner and in accordance with all regulations and guidelines.  May personally process cases to balance staffing levels and demand.  Ensures staff handles all inquiries related to birth and citizenship, Kenyan immigration requirements, marriage under Kenyan law, and federal benefits correctly and in a timely manner. Maintains appropriate records and files. Conducts and records welfare and whereabouts visits and visits to Americans detained, arrested, or imprisoned.

Information and Report Drafting (20% of time):

Prepares first drafts of annual updates of F-77, Country Specific Information, and Travel Warnings in a timely manner. Keeps Doctors' and Lawyers' lists, Disposition of Remains reports, and other required reporting up-to-date. Compiles reports on passport issuance and Consular Report of Birth Abroad issuance at Post, keeps current with all reporting requirements to the Department per regulations. Maintains and annual ACS planning calendar with all quarterly, annual, and semi-annual deadlines listed. Prepares annual consular Package statistics related to ACS.

Building Contacts (15% of time):

Builds and maintains contacts with organizations that involve Americans or who may be useful in citizen service cases such as mortuaries, Kenyan Immigration, and the American Chamber of Commerce and internal USG contacts including public affairs, USCIS and federal benefits unit in London, etc. Physically visits these sites on ACS business (such as hospital patient visits) in order to maintain relationships. Supports town hall meetings and outreach events.

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 supervisor.  Other duties as assigned, including but not limited to, responding to emergencies and crises, such as evacuations, natural disasters, and political unrest.


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** 

 

* 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”), 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.

Additional Selection Criteria:

 

To Apply:


1.  Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

2. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above. The U.S. Mission in Nairobi 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. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied Equal opportunity based upon marital status or political affiliation.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

DEFINITIONS

Appointment eligible family member (AEFM):

An individual who meets all of the following criteria is considered to be an AEFM for employment purposes:

(1) Is a U.S. citizen;

(2) Is the spouse or domestic partner (as defined in 3 FAM 1610) of a sponsoring employee (as defined in this section);

(3) Is listed on one of the following:

(a) Travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan (AIT), or

(b) An approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the AIT, and is residing at the sponsoring employee’s post of assignment abroad;

(4) Does not receive a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.

(5) Is not a Foreign Service Generalist or Specialist in Leave Without Pay (LWOP) status;

(6) Is not a Civil Service employee with re-employment rights to their agency or bureau.

Eligible family member (EFM):

 An individual who meets all of the following criteria is considered to be an EFM for employment purposes (country of citizenship is not a factor):

(1) Is the spouse or domestic partner (as defined in 3 FAM 1610) of a sponsoring employee (as defined in this section); or child of a sponsoring employee under 21 and unmarried, or (regardless of age) unmarried and incapable of self-support; or a parent (including step-parent or legally adoptive parent) or sibling who has been declared as 51% or more dependent on the sponsoring employee;

(2) Is listed on one of the following:

(a) The travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan; or

(b) An approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the

American Institute in Taiwan, and is residing at the sponsoring employee’s post of assignment.

U.S. citizen eligible family member (USEFM):

 An individual who meets all of the following criteria is considered to be a USEFM for employment purposes:

(1) U.S. citizen;

(2) The spouse or domestic partner (as defined in 3 FAM 1610) of the sponsoring employee (i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member); or a child of the sponsoring employee who is under 21 and unmarried, or (regardless of age) unmarried and incapable of self-support;

(3) Is listed on one of the following:

(a) Travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan; or

(b) Approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan, and is residing at the sponsoring employee's post of assignment abroad.

(4) The following categories of employees are also considered to be USEFMs for employment purposes if they meet the definition above:

(a) Foreign Service Generalists or Specialists on approved LWOP ;

(b) Civil Service employees with re-employment rights to their agency/bureau; or

(c) Foreign Service or Civil Service annuitants.

MEMBERS OF HOUSEHOLD (MOHS)

Definition of Member of Household (MOH): An individual who accompanies or joins a sponsoring employee, i.e., a direct hire employee under Chief of Mission authority, either Foreign Service, Civil Service, or uniformed service member, who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan. A MOH is an individual who meets the following criteria:

(1) Not an EFM and therefore not on the travel orders or approved through form OF-126 Foreign Service Residence and Dependency Report of the sponsoring employee; and

(2) Officially declared by the sponsoring U.S. Government employee to the Chief of Mission (COM) as part of his or her household and approved by the COM; and

(3) Is a parent, grandparent, grandchild, unmarried partner, adult child, foreign born child in the process of being adopted, father, mother, brother, sister, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother, or half-sister; who falls outside the Department’s current definition of Eligible Family Member 14 FAM 511.3. A MOH may or may not be a U.S. citizen. MOHs are by definition cohabitants. Therefore, if the MOH is not a U.S. citizen, employees who declare MOHs to the COM must ensure compliance with the provisions of 12 FAM 275 Reporting Cohabitation with and/or Intent to Marry a Foreign National.

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