Advert View :: Administrative Clerk - LOC | Nairobi | Administrative / Clerical

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Job Title

Administrative Clerk - LOC

Reference

VA-42-18


 

Advert Details

Recruiter: U.S. Embassy Updated on: 2018-11-15 02:10:02
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: FP-9 FSN-5

 

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 is seeking eligible and qualified applicants for the position of Administrative Clerk in the Library of Congress (LOC). The position will be available immediately. Closing date for this position is November 14, 2018.


 

Minimum Requirements

Qualifications Required:

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

Other Criteria


 

Job Specification

BASIC FUNCTION OF POSITION

Reports to the Shipping Technician.  Incumbent receives all incoming shipments of library materials sent from 30 Sub-Saharan African countries via courier by the Bibliographic Representatives and vendors, collects incoming shipments from the Embassy Mailroom, reconciles publications sent against courier waybill, and distributes publications to the respective Library Technicians for processing.  Scans and processes Digital Tables of Content (DTOC) from titles selected by the Head of Acquisitions.  As needed, serves as a second office chauffeur when both vehicles are in use

MAJOR DUTIES AND RESPONSIBILITIES                                                

Shipments         

Collects all incoming shipments from the Embassy Mailroom and DPO and reconciles contents against the courier waybill. In case of any disparity against total weight, number of boxes, and the condition of the materials received, the incumbent is required to communicate via email with the Shipping Technician for follow-up with the courier company. Records all incoming shipments in a register, including the waybill number, number of boxes and the destination from which the shipment came (either bibliographic representative or vendor). Incumbent then distributes the bibliographic materials (books, periodicals, newspapers and other formats) to the respective Library Technicians for processing.

Incumbent exercises primary responsibility for processing bibliographic materials for outgoing shipment to LOC and approximately 30 AfriCAP participants. Utilizing a locally developed computer application, generates packing lists for the materials to be shipped and reviews the packing lists against the physical materials being shipped; verifies packing lists as well as the condition of materials ready for shipping to ensure there is no damage. The incumbent is responsible for the delivery of the outgoing library materials to the Embassy Truck Facility, and CAC 1 and 2 while meeting Embassy security regulations.  (40% of time)

Digital Tables of Contents Project 

Scans Tables of Contents (TOCs) from monographs selected for the Digital Tables of Contents (DTOC) Project, creating machine readable PDFs. Cleans and redesigns page layouts of TOC scans using the PaperPort software according to DTOC Project Guidelines. Conducts online searching in the ILS to confirm all the titles included in the DTOC Project are cataloged, and with guidance from the Head of Acquisitions, forwards any without bibliographic records to the Head of Monographic Cataloging. The incumbent is required to save the scanned DTOC files to a shared drive for review by the Head of Acquisitions, who uploads then uploads them to a file server at LOC-Washington. (25% of time)

Records Management

Tracks and records in inbound shipping log approximately 280 courier tracking number records for incoming shipments per year; as incumbent distributes incoming publications to Library Technicians for processing, records assignments in the Workflow Information Management Tool (an in-house excel spreadsheet). Creates metadata records for about 600 Digital Tables of Contents (DTOC) records per year. (20% of time)

Chauffeur

As needed serves as the second office chauffeur when both vehicles are in use. (15% of time)

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.


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 the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.    

 Additional Selection Criteria: 

à        Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. 
à        Current employees serving a probationary period are not eligible to apply.
à        Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to
       apply.

à        Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for advertised positions within the first 90 calendar days of their
       employment.

à       Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment unless
      currently hired into a position with a When Actually Employed (WAE) work schedule. 

    Applicants must be available for an interview and for proficiency testing as required by the selecting official.  

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

1.  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.

 2.  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

3.  Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment: 
·         Is a U.S. citizen; and
·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee
       who is unmarried and at least 18 years old; and
·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and
     Dependency Report, of a sponsoring employee, i.e., a direct-hire 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 (AIT), and who is under chief of mission authority; and
·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the
      American Institute in Taiwan.
·         Does not receive a Foreign Service or Civil Service annuity  

4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan.  An MOH is: 

 A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S. Citizen.  

5. Not Ordinarily Resident (NOR)An individual who: 

 NOR employees are compensated under a GS or FS salary schedule, not under the LCP. 

6. Ordinarily  Resident (OR) – A Foreign National or U.S. citizen who: 

 EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).     

 

 

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