Kenya: Administrative Management Assistant (DOC)

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Organization: US Agency for International Development
Country: Kenya
Closing date: 06 Jun 2018

I. GENERAL INFORMATION

  1. SOLICITATION NO.: 18-91

  2. ISSUANCE DATE: May 23, 2018

  3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: June 6, 2018 (4:30 PM East Africa Time)

  4. POSITION TITLE: Administrative Management Assistant (DOC)

  5. MARKET VALUE: Equivalent to FSN-PSC 08 (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 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 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 Administrative Management Assistant (DOC) functions under the general supervision of the Development Outreach and Communications (DOC) specialist or designate. S/he works independently, and serves as an important operational linkage person between professional and administrative staff in the Mission as well as other technical and support offices and groups within USAID and partners and stakeholders outside of USAID.

The incumbent must have a thorough understanding of program management, planning, and scheduling of workloads demonstrating well-refined organizational skills, and be able to make independent decisions and take action as required with minimum supervision. The incumbent must have a thorough knowledge of relevant USG policies and practices in general.

DOC activities are exceptionally broad in scope and complexity, requiring a sophisticated knowledge of information management, communication strategies, media relations and journalism as well as a solid understanding of development issues in the Kenya and East Africa region.

III. MAJOR DUTIES AND RESPONSIBILITIES

Management 40%

● Uses USAID’s GLAAS procurement system in support of DOC acquisition and assistance needs.
● Works with Executive Office (EXO) procurement office to identify potential vendors for printing and production activities.
● Ensure approved artwork for print/production sent to vendors, review proofs from before final mass printing/production
● Works with vendors to ensure timely delivery of print/production goods and services
● Develops and maintains register for checking in/out of DOC equipment, maintains inventory of equipment and print assets
● Tracks distribution of print materials and branded materials for the DOC office, generates quarterly reports on distribution of materials
● Develops and maintains archive of print and electronic materials including photos
● Manages contact lists of implementing partner communicators and other key DOC contacts

Support 40%

● Support with the planning and carry-out of events, such as meetings, receptions, site visits, and so forth including preparation of agendas, assistance with preparation of presentations and other training or communication material as requested, management of other logistics
● Support in coordinating and managing requests for the exhibition of USAID outreach materials and other assets at conferences or meetings
● Support with uploading communication materials and content to the USAID Kenya and USAID East Africa websites and social media portals as necessary
● Support with the development of DOC team management reports and presentations of reports as requested

Administrative Tasks: 20%

● During internal events, develop guest lists and manage RSVPs
● Registers and escorts visitors to the Mission
● Manage official document filing, work with Communications & Records (C&R) in maintenance and storage of official records
● Supports staff travel by processing electronic country clearance requests, making travel arrangements using the agency’s travel system (E2), troubleshooting E2 issues, and facilitating office travel approval processes and end of travel processes.

IV. POSITION ELEMENTS:
A. Supervision Received: The Administrative Management Assistant (DOC) works collaboratively with DOC specialists and under the supervision of senior DOC specialist or delegate. Assignments are made orally and in writing, with a discussion of any elements of the assignment that may be new or to determine priority. Once the office work-flow is established, most assignments will occur in the normal course of the work, but the incumbent must be aware of situations that must be coordinated with superiors. The Supervisor provides a review of the assignment, the goals and objectives to be achieved, and the results expected. The incumbent must seek advice and assistance as required. Work is reviewed in terms of results achieved.

B. Available Guidelines: Available guidelines include USAID and DOC requirements; USAID Mission Orders, Mission strategy, and other relevant reports; the Automated Directives System (ADS); and, USAID Mandatory and Standard Provisions, the FAR and AID AR, and other published and unpublished guidelines. Many guidelines are general in nature and not specific to the situation at hand; in situations where considerable interpretation is required the incumbent will coordinate with appropriate superiors.

C. Exercise of Judgment: Good judgment is required to analyze, interpret, and adapt prior experience, particularly as guidelines are updated and new activities developed. Within a range determined by the incumbent and superiors, the incumbent exercises independent judgment in planning and follow-up of program actions and other assignments. The work involves many different, complex, and interrelated processes. The very nature of DOC programming requires sensitivity and discretion in developing interventions and working with diverse partner organizations. Exercises significant judgment in resolving operational problems encountered, as well as in determining the need for consultation with superiors when required.

D. Authority to Make Commitments: Incumbent has no authority to make commitments

E. Supervision Exercised: Continuing supervision of other Mission staff is not contemplated.

F. Time Required to Perform Full Range of Duties after Entry into the Position: One year

V. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

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: Minimum Diploma (2 years post-secondary) in business administration or a related field from an accredited and or recognized institution is required.

B. Prior Work Experience: At least 3 -5 years of progressively responsible experience in related fields is required. This level of experience is necessary because of the urgent and time-sensitive nature of the programmatic work to be performed; DOC Assistants must be able to perform at a high level upon entering the job.

C. Post Entry Training: Familiarization training in USAID-specific procedures, regulations, and methods. Orientation to working from a donor agency perspective will be provided. On-the-job training regarding USAID and DOC policies, procedures, and regulations, including the Automated Directives Systems (ADS), Mission Orders, and all planning and reporting databases will be provided including the GLAAS system. Formal appropriate training will be provided as courses become available, subject to availability of funds.

D. Language Proficiency: Level IV (fluent) English language proficiency, speaking and writing, is required.

E. Job Knowledge: A practical knowledge of business correspondence, database management, and budget preparation is required; familiarity with USG programs, policies, and regulations is required.

F. Skills and Abilities: Must be able to develop and maintain a range of working-level and management-level contacts on DOC related topics, in government, non-governmental, and private-sector circles. Must be able to work effectively in a team environment and coordinate well with others. Excellent office management skills and experience are required in order to support the assigned section in developing and implementing effective DOC projects. The work requires skills in the following areas: office management, administration, planning; computers, including Word, Excel, database software, and PowerPoint software; and the ability to clearly present written and oral information. Exceptional verbal and writing skills, tact, and diplomacy are also required, in order to establish and maintain effective working relationships within USAID and with the public and private sectors.

VI. EVALUATION AND SELECTION FACTORS

Applicants must submit a cover letter of no more than one letter-size page, 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 (30 points)
  • Skills and abilities (40 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:

VII. How to Apply

Step 1: Register in Myhotkenyanjobs at www.myhotkenyanjobs.com

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

Step 3: Internal Applicants/Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, 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 Myhotkenyanjobs.

OR

External Applicants/Not Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to Myhotkenyanjobs .

Note to Applicants:

  1. Applications must be received by the closing date and time specified above and submitted through myhotkenyanjobs.com.

  2. To ensure consideration of applications for the intended position, applicants must prominently reference the Solicitation number in their cover letter submission.

  3. Submissions will only be accepted through www.myhotkenyanjobs.com/usaid. Late and Incomplete applications (those that do not contain a cover letter, the applicant’s most current and up to date detailed CV, relevant education certificates and three (3) to five (5) references with contact information) will not be considered for the position. The closing date for receipt of applications is indicated above.

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