Advert View :: Secretary | Nairobi | Administrative / Clerical

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Job Title

Secretary

Reference

19-19


 

Advert Details

Recruiter: USAID Kenya Updated on: 2019-02-21 02:10:01
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: Equivalent to FSN-PSC 07 (Step 1,555,073 to Step 13 2,643,629)

 

Introduction

The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers.
 

Minimum Requirements

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

I. REQUIRED QUALIFICATIONS:

a. Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma is required.

b. Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with the USG, NGOs, other donor organizations, or host-government organizations.  Experience in an English-language work environment is required.

c. Post Entry Training: A candidate new to USAID will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management).  Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds.  Participation in the FSN Fellowship Program for professional development is permitted. 

d. Language Proficiency: Level IV (fluent) oral and writing ability in English and Kiswahili oral and writing ability is required.

e. Knowledge: The Secretary should be familiar, or able to quickly become familiar, with the responsibilities and activities of EDY, as well as possess a general knowledge of standard office procedures and practices.  The Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

f. Skills and Abilities: The Secretary must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated.  The Secretary must be proficient in using the Internet and E-mail.

 

II. EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above.  As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided.  The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored.  

- Prior work experience (   40 points) 

- Job Knowledge (   30 points)

- Skills and abilities (  30 points)

Total possible points:  100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks.   References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria.   USAID reserves the right to conduct interviews with the top ranked short-listed applicants.  The interview will be one of the determining factors in the final selection.


 

Job Specification

I. GENERAL INFORMATION

1. SOLICITATION NO.: 19-19

2. ISSUANCE DATE: February 6, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: February 20 , 2019 (4:30 PM East Africa Time)

4. POSITION TITLE: Secretary

5. MARKET VALUE:  Equivalent to FSN-PSC 07 Step 1 (1,555,073) KSH to Step 13 (2,642,629) KSH per annum.  In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE:  Initial 1 year probationary period with renewable contract(s) contingent on performance, position need, and funds availability.

7. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

8. SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

• Undergo a comprehensive background investigation 

• Undergo a health check to obtain medical clearance and;

• Obtain and Retain an embassy issued Security Certification.

9. STATEMENT OF DUTIES: (See Below)

10. AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and current employees of the U.S. Mission.  Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, age, religion, sex, sexual orientation, national origin, political affiliation, disability status, veteran status, marital status or any other characteristic for equality of opportunity in all aspects of employment.

11. PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

II. BACKGROUND

The Secretary is located in USAID/Kenya and East Africa, Office of Education and Youth (EDY), and serves as the principal administrative support person for the Office Chief, Deputy Office Chief, Youth Team, Basic Education Team, and YALI Team, operating independently of any other position to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members may be more effective.

The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers.  In this capacity, the Secretary is responsible for coordinating information about the Office, and making sure that information gets to customers on a timely basis and in a professional manner.

Major Duties and Responsibilties

Administrative and Secretarial Support – 60%

The Secretary receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff within the Mission, the Government of Kenya (GoK), donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested.  The Secretary schedules appointments based on a good knowledge of the supervisor’s commitments, and maintains the Office calendar, reminding the supervisor and others of meetings and appointments.  The Secretary collaborates with appropriate offices, such as the Regional Security office, to ensure building access for staff and visitors and prepares requests for work orders, IT support, and procurement. The Secretary takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with the Secretary to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group.  The Secretary meets with other Mission support staff on a regular and recurring basis.  The Secretary will be responsible for leave tracking and planning, maintaining the training calendar, time and attendance (Win TA).  The Secretary will be requires to provide comprehensive travel support to the Office Chief, Deputy, YALI Coordinator, and the Basic Education and Youth Teams in the form of initiating and following up on: flight/hotel reservations, transport vouchers, E2 travel, voucher reimbursements, motorpool requests, eCCs, and completing in-country travel documentation, as per Mission policy. 60%

Mail, Correspondence, and Report Processing – 40%

The Secretary maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and Kiswahili, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions.  The Secretary reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.  The Secretary keeps abreast of relevant USAID regulations and procedures, including relevant Mission Orders, Mission Notices, and other relevant Notices to ensure administrative functions and procedures of the Office are consistent with USAID standards.  The Secretary distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures. 20%

The Secretary uses PC-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, develops charts, and prepares other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements prior to submitting for signature.  As required, the Secretary locates documents routed for clearance, and obtains and tracks clearances and signatures. 

The Secretary establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly.  Reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains.  The Secretary maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc. 

Position Elements:

a. Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma is required.

b. Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with the USG, NGOs, other donor organizations, or host-government organizations.  Experience in an English-language work environment is required.

c. Post Entry Training: A candidate new to USAID will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management).  Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds.  Participation in the FSN Fellowship Program for professional development is permitted. 

d. Language Proficiency: Level IV (fluent) oral and writing ability in English and Kiswahili oral and writing ability is required.

e. Knowledge: The Secretary should be familiar, or able to quickly become familiar, with the responsibilities and activities of EDY, as well as possess a general knowledge of standard office procedures and practices.  The Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

f. Skills and Abilities: The Secretary must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated.  The Secretary must be proficient in using the Internet and E-mail.

How to Apply

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application questionnaire at www.myjobsinkenya.com/usaid. The applicant must answer all the questions in the Questionnaire. 

Step 3: Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsInKenya.

OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsInKenya . 

Note to Applicants:

1. Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2. Submissions will only be accepted through www.myjobsinkenya.com/usaid. Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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

 

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