GENERAL INFORMATION

1. SOLICITATION NO.:21-103

2. ISSUANCE DATE: 8/27/2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 9/10/2021 (4:30 PM East Africa Time).

4. POSITION TITLE: Administrative Assistant (OFM) – Internal Applicants ONLY

5. MARKET VALUE: Equivalent to FSN-PSC 6 (Step 1: 1,339,884.00 KSH to Step 13: 2,277,804.00 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 one year contract with additional four (4) option years contingent on fully successful or better performance rating, funds availability and the continued need to retain the position.

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 Internal Applicants only. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.

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

BACKGROUND

The Administrative Assistant is located in the USAID/Kenya and East Africa (USAID/KEA), Office of Financial Management (OFM), and serves as the administrative support person for the Division Chief, operating independently to ensure Division administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Division staff may be more effective.

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

 

MAJOR DUTIES AND RESPONSIBILITIES 

1.  ADMINISTRATIVE AND SECRETARIAL SUPPORT                  60%

• The Administrative Assistant receives phone calls, sends and receives emails and faxes, and arranges meetings and appointments at the request of the supervisor and other Division staff with Office, Mission, Host-Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested. The Administrative Assistant maintains the supervisor’s appointments based on a good knowledge of the supervisor’s commitments, and maintains the Division calendar, reminding the supervisor and others of meetings and appointments.  The Administrative Assistant 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 other Mission Secretaries and administrative staff.  The Administrative Assistant meets with other Mission support staff as directed.                                                                    
• Assists in GLAAS actions initiation, requisition and modification for an offsite conference meeting venue and follows the GLAAS action through to the submission of purchase order then inform the internal staff, stakeholders and implementing partners the meeting venue and supports logistics before, during and after the meeting. Additionally, follows up with action memo, procurement team, RSO clearance, motor pool coordination and submission of signed registration forms to the finance team after meetings for payment.       
• Supports TDYers travel logistics before they leave their home office and upon arrival at post. Requests front office approval and shares electronic Country Clearance (eCC) POC, Regional Security Office link/form, coordinates accommodation, airport transfers and compound access. Additionally, coordinates the staff travel logistics both in county and outside for E2 inhiation, visa, motor pool, eCC clearance and RSO travel notification.                                                
• Works as the timekeeper to the team assigned keeping track of staff time and attendance, annual leave, sick offs, compensatory/ travel time and overtime. Inputs data to WinTA system and submits time and attendance hard copies to OFM team per pay period. Tracks leave calendars and office coverage and inform senior staff.           
• The Administrative Assistant may be called upon to backstop the Executive Assistant in the Mission Director's Office on a need’s basis.

 2. MAIL, CORRESPONDENCE, AND REPORT PROCESSING        20%

• The Administrative Assistant maintains correspondence control for the Division, including CORs/AORs files, establishing and maintaining computerized tracking systems to track Division commitments and actions, providing reports to the supervisor, receiving and screening mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, distributing incoming official mail to Division personnel and attaching pertinent background material, and searching files and records to assemble background information as requested. The Administrative Assistant reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.  The Administrative Assistant distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures.

 3.  DOCUMENT MANAGEMENT                                                   20%

• The Administrative Assistant 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 Administrative Assistant locates documents routed for clearance and obtains and tracks clearances and signatures. The Administrative Assistant is responsible for document management including scanning and uploading in ASIST.                                       
• The Administrative Assistant establishes and maintains files according to standards set by the Mission C&R Technician/ Supervisor in EXO; and, marks correspondence and other documents for filing, and files accordingly. The Administrative Assistant reviews all correspondence prepared for the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence meets requirements posed by incoming correspondence to which it pertains.  The Administrative Assistant maintains and updates Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc.

POSITION ELEMENTS

A. SUPERVISION RECEIVED: The Administrative Assistant receives supervision from the Division Chief, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed, and Division priorities.  Most work occurs as a result of normal operations, but special activities may be assigned at any time.  The Administrative Assistant 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 Division objectives.

B. SUPERVISION EXERCISED: Full supervision of other USAID staff is not contemplated.    

C. AVAILABLE GUIDELINES: In addition to oral and written instructions from the supervisor, 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: The Administrative Assistant must use sound judgment in addressing tasks and responsibilities, and in setting work-related priorities.  This is particularly important in dealing with working-level contacts within the Embassy, and with contractors, IPs, other donors, and host-government officials.

E.  AUTHORITY TO MAKE COMMITMENTS: Within the scope of the assignment, the Administrative Assistant is regularly called upon to maintain calendars and/or otherwise schedule meetings; to advise staff, callers, and visitors when work items or particular individuals will be available; and, to otherwise provide appropriate information. The Administrative Assistant is not authorized to 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 by written or electronic communication with Office and Mission staff, and with relevant senior Host-Government officials, private-sector representatives, and staffs of other foreign donor institutions. The nature of these contacts will be principally administrative.

G. TIME EXPECTED TO REACH FULL PERFORMANCE LEVEL: One year.    

PRIOR WORK EXPERIENCE: A minimum of two years of progressively responsible work experience, some of which should be in related work with NGOs, other donor organizations, or host-government organizations.

JOB KNOWLEDGE: The Administrative Assistant should be familiar, or able to quickly become familiar, with Division responsibilities and activities, and possess a general knowledge of standard office procedures and practices. The Administrative Assistant should have the ability to develop an understanding of USG file management, mail handling, and correspondence formatting.

SKILLS AND ABILITIES: The Administrative Assistant 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 Administrative Assistant must be proficient in using the internet and email.

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 (30 points)
• Job Knowledge (40 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.

How to Apply

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

Step 2: 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 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 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. Only short-listed candidates will be contacted. Any form of canvassing will lead to automatic disqualification.

4. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.

5. 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.