Advert View :: Supply Clerk | Nairobi | Procurement And Logistics

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Job Title

Supply Clerk




Advert Details

Recruiter: U.S. Embassy Updated on: 2017-06-28 02:10:01
Contract Permanent
Location: Nairobi Available: Immediately
Category: Procurement and Logistics Offer: FP-AA;FSN-4




The General Services Office (GSO) has an opening for the position of Supply Clerk.

The position will close on June 27, 2017.  The position will be availble immediately.


Minimum Requirements

Qualifications Required: 

NOTE:  All applicants are instructed to address each selection criterion detailed below with specific and comprehensive information:

◊    Completion of Secondary School is required.

◊    At least one to one and a half years of experience in a supply management position utilizing inventory

      database software is required.

◊    Level III (good) English ability and Level III (good) Kiswahili ability is required.

Other Criteria:

◊    Must be proficient in the general use of inventory database software.

◊    Must have good working knowledge of MS Word and basic knowledge of MS Excel.

◊    Must be able to operate material handling equipment (MHE).



Job Specification


This one of the 14 supply clerk positions that performs supply clerical tasks. Such as receiving and issuing administrative supplies to subscribers under the ICASS expendable supply cost center and to maintenance personnel for building and appliances repairs. Receives, stocks, issues and delivers expendable and non expendable supplies to mission offices and work places. Direct supervision by FSN-805-7 Supplies supervisor.

MAJOR DUTIES AND RESPONSIBILITIES                                                  % OF TIME           



Upon delivery of incoming shipments of all personal property – expendable and non expendable supplies i.e. furniture, appliances, vehicles, equipment and other materials the receiving clerk will counter check container seals for integrity and inspect all containers, crated boxes and packaging for external damage. The clerk will witness the opening of all transport containers and match the contents against the bill of lading and packing slip to verify receipt of the correct number of pieces noting all discrepancies and damage that require resolution with the shipping company or freight handler.

The clerk will check all items received against the original DS 2076 Purchase Order form or other procurement documentation All items will be inspected for damage and tested to ensure the items have been received in working condition. Will contact maintenance, information management or other staff to inspect equipment if deemed necessary. Applies a barcode number and identification sticker on all appliances, furniture and equipment controlled under the Non-Expendable Property Management (ILMS) system. Ensures all items in receiving area are kept segregated and secure until delivery to end-users. Maintains receiving area in a clean and safe condition and identifies all physical defects and hazards to the warehouse supervisor.

Prepares the DS 127 Receiving and Inspection report using the format prescribed in 6 FAM 220 and 6 FAH 220 Property Management Handbook. All damages and discrepancies noted must be recorded on the receiving report. Annotates prices in US dollars based on the DS 206 or other procurement document using the applicable exchange rate. Lists serial numbers and NEPA numbers that have been assigned to non-expendable property.

Forwards the DS-127 Receiving and Inspection report to the Receiving Officer for review and signature and forwards copy to the Accountable Property Officer to sign for accountable materials. Forwards copies of the RIR to the Financial Management Office to effect payment and to the GSO Procurement section to match with original procurement document. Forwards copy to customer for delivery instructions and prepares a work order for warehouse crew to deliver material as instructed. Provides copies to GSO warehouse expendable, non expendable or property storekeeper

to update records. Files copies in receiving section's chronological and individual record files.

Liaises with procurement and shipping sections to rectify problems and discrepancies between procurement, shipping and receiving documentation. May be required to perform receiving functions at other locations within the Mission. Serializes and logs completed warehouse work orders.


Receives” Request for Supplies/Services” requisition forms listing customer-requested materials issued by the warehouse expendable inventory control clerks based on inventory records quantities. The supply clerk screens the form to ensure that the accountable property officer or designated substitute has approved the requisition document in accordance with 6 FAM 220 Personal Property Management regulations in order to maintain accountability over controlled materials. Identifies the National or local stock number that the inventory clerk has issued from the stock database files and post’s Expendable Supplies catalog to ensure that the correct material is issued to the customer. Checks the stock number against the database file, and oversees the locating of stock materials and preparation of deliveries to fill the customer request. Marks the requisition form issue block with the correct stock number, unit of issue and quantity issued to ensure inventory clerk knows the exact material issued to the customers. If all material is not in stock, attempts to locate substitute items(s) so the request may still be filled and contacts customers to see if a substitute is acceptable. If items are not available, contacts storekeeper and provides a list of items that need to be ordered to fill the customer request, which is provided to the inventory clerk so that a requisition may be submitted.


Oversees the assembly of all material being issued for each requisition and segregates them by individual customers. Oversees loading of material into the delivery vehicle(s) for transport to Mission offices and secures at all times to ensure that control is maintained over the materials. Provides customers with copies of the requisition requests so that the quantities delivered can be cross-checked with those listed on the requisition. Ensures that customers have signed for the delivery of provided items in the receipt block on the requisition form so that financial charges may be levied to the customer.


Oversees the use of material handling equipment (MHE) to pick up materials from the warehouse receiving area and manages the arrangement of those materials in the stockroom so that they can be stored in the proper locations. Follows the stocking system so that older materials are issued first to prevent shelf-life deterioration and resultant material disposal. Ensures that expired or damaged materials are removed from issue-able stocks for survey and subsequent disposal. Ensures that flammable materials, climate-controlled items and easily pilfered items are stored in their proper areas and under proper conditions for those items. Matches all incoming materials to the OF-127 Receiving and inspection reports to verify stock numbers, units of issue and quantities so that missing items may be accounted for immediately. Checks materials against the database files to determine their correct and assigned new locations to newly carried items as necessary. Provides a copy of the OF-127 to the inventory control clerk so that received items may be entered into the database files. Assigns a local stock number to all material received from local vendors so that a stock record can be created for those materials.                                                                                                   


Oversees the physical count of all items for an annual wall-to-wall physical inventory of the all supply storerooms to determine actual items in stock. Completes the inventory sheet properly identifying each item with the stock number, quantity on hand and locations so that the inventory control records can be matched with the actual quantities on hand and differences investigated and reconciled. Conducts a spot inventory on a regular basis to check whether the physical inventory is aligned properly with the inventory records so problems can be identified and corrective procedures can be implemented. Also oversees that the expendable supply storerooms are clear of all damaged materials, empty boxes, used strapping, packing supplies and any other obstructions that can cause fires and accidents and/or reduce overall storage space. Ensures that the floors are cleaned of all grease, oil and dirt that may cause accidents or harm the condition of stored items. Oversees the cleaning of shelving and stocks to prolog shelf life and ensure that materials are in ready for issue condition. Informs the Supply Supervisor f all hazards or facility deficiencies so that corrective action may be implemented.

Completes other special duties or tasks as assigned by the Warehouse supervisor or GSO/ Warehouse as required.                               


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.  

(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:

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. 


1.  Eligible Family Member (EFM): 
    An individual related to a U.S. Government employee in one of the following ways:

The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal    guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;

 2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified
    position, an
EFM who meets the following criteria: 

  1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
  2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
  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.
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).


Please note this advert has expired and you can not apply for it any longer.


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