Advert View :: USAID Secretary (Mission Director- Somalia) | Nairobi | Administrative / Clerical

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Job Title

USAID Secretary (Mission Director- Somalia)

Reference

19-57


 

Advert Details

Recruiter: USAID Kenya Updated on: 2019-04-12 02:10:04
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: Equivalent to FSN-PSC 8 Step 1 (1,941,063 KSH) to Step 13 (3,299,811 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.

 

Introduction

The Secretary is located in the USAID/Somalia Office of the Mission Director. The Secretary serves as the personal assistant to the Mission Director, operating independently of any other position in the performance of the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the Mission Front Office.
 

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.

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. Prior Work Experience:  The Secretary must have at least five years of progressively responsible clerical and secretarial experience, including experience gained in related work with USAID, other donor organizations, host-government organizations, or private-sector institutions.


C. Post Entry Training: On-the-job training in USAID-specific procedures; attendance at appropriate formal USAID courses will be based on need, course offerings, and the availability of funds
Language Proficiency:  Level 4 English (written/spoken/reading), this will be tested. Somali language skills are an added advantage.


D. Job Knowledge: The Secretary should have a general knowledge, or the ability to quickly gain such general knowledge, of USAID regulations and procedures, and of good office management practices; and, be knowledgeable, or able to quickly become knowledgeable, of overall USAID Front Office responsibilities and activities, as well as possess a very good knowledge of standard office procedures and practices.  The Secretary to the Mission Director must have an excellent understanding of USG file management, mail handling, and correspondence formatting procedures.

E. Skills and Abilities: The Secretary must be proficient in keyboarding, including at least Level II typing ability (40 words per minute), and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as needed.  The Secretary must be proficient in using the Internet and E-mail.


 

Job Specification

I. GENERAL INFORMATION

1. SOLICITATION NO.: 19-57

2. ISSUANCE DATE: April 12, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: April 29, 2019 (4:30 PM East Africa Time)

4. POSITION TITLE: USAID Secretary (Mission Director- Somalia) 

5. MARKET VALUE:  Equivalent to FSN-PSC 8 Step 1 (1,941,063 KSH) to Step 13 (3,299,811 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 expected 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 the USAID/Somalia Office of the Mission Director.  The Secretary serves as the personal assistant to the Mission Director, operating independently of any other position in the performance of the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the Mission Front Office. 

The Secretary is the primary contact person responsible for the Somalia Mission Front Office, provides 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 USAID/Somalia Mission, and making sure that information gets to customers on a timely basis and in a professional manner.

The Mission Front Office is expected to be physically split between Nairobi and Mogadishu for significant periods of time, with the Mission Director and/or Deputy Mission Director spending significant time in Mogadishu.  While the Secretary will be physically located in Nairobi (s) he will be expected to provide support to the Front Office irrespective of the physical location of the Mission Director and Deputy Mission Director.

 

III. MAJOR DUTIES AND RESPONSIBILITIES  

A. Serves as a Secretary and personal assistant for the Somalia Mission Director and provides secretarial support to the Deputy Mission Director.  The following are representative administrative support services: Front Office calendar management, events management; organizes meetings as directed, ensuring that other Offices scheduling meetings for the Director provide sufficient background and other information for meetings, sends out meeting notices, etc.; researches and assembles information for various reports, briefings, and conferences; prepares routine reports, briefings, presentations, and analyses; follows up with staff members to ensure that various commitments are met; edits written products prepared by or provided to the Front Office; and, on occasion, participates in field trips and out-of-office meetings where spoken English may be misunderstood. The Secretary supports Front Office meetings, scheduling, and protocol and liaison functions and supports the Somalia Office secretaries as needed. 70%

B. Performs a variety of clerical and procedural duties, including: providing telephone, receptionist, and protocol services for the Front Office; orders expendable supplies for the Office; files material and maintains the Front Office filing system; receives and controls incoming correspondence and communications; prepares requests for repair of office equipment and systems; and, schedules the use of conference rooms in coordination with other Mission secretarial and administrative staff. 20%

C. Manages arrangements for official USAID Receptions (tracking official representation funds).  Reports and accounts for all expenses; develops invitation designs and ensures that invitations are distributed; maintains a record of acceptances on a master guest list; and, supervises service providers, as required. Prepares, or assures preparation of, country clearance (eCC) for Mission staff, and TDY guests of the Director, making or following up on hotel reservations and other arrangements, as required. 10%

 

IV. POSITION ELEMENTS:

A. Supervision Received: The Secretary receives supervision from the Mission Director, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed and the Director’s priorities.  Most work occurs as a result of normal office operations, but special activities may be assigned at any time.  The Secretary independently plans and carries out assignments, and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved, and in meeting Office objectives.

B. Supervision Exercised: Guidance may be provided to the Director’s Chauffeur, and to other Secretarial staff.  However, continuing full supervision of other Mission staff is not contemplated.

C. Available Guidelines: In addition to oral and written instructions from the Mission Director, guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other guidance and directives from the Automated Directives System (ADS), USAID Fact Sheets, E-mails, and other sources.

D. Exercise of Judgment: A high degree of judgment is required to identify requirements, anticipate problems, plan and execute effective actions, and coordinate and work with others.  Judgment and discretion are particularly important in dealing with working-level contacts within IPs, and with high-level Embassy and host-government officials, such as the Office of the Ambassador, various Government of Somalia institutions, key donors, and private-sector officials:

E. Authority to Make Commitments: The Secretary has general authority to make appointments on behalf of the Director, and to relay instructions to members of the Mission staff on his/her behalf.  The Secretary may make reservations on behalf of travelers, but may not independently commit the USG to the expenditure of funds.

F. Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or in writing with Mission and Embassy staff, USAID/Washington, and relevant senior Host-Government officials, private-sector representatives, and other foreign donor institutions as necessary to receive information, provide information, submit required reports, receive external support, etc.

G. Time Required to Reach Full Performance Level: 1 year

 

V. 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 (40 points)

- Skills and abilities (20 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.

 

VI. 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.

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