US Embassy Nairobi Administrative Assistant Jobs in Kenya

US Embassy Nairobi Administrative Assistant Jobs in Kenya


Duties

  • Administrative Assistant to the Management Counselor and the Deputy Management Officer at the largest mission in the African Bureau.
  • Perform administrative responsibilities for the section. Deputy Management Counselor will supervise the position.

    Major Duties and Responsibilities

  • Draft routine cables, letter, and memos for signature.
  • Prepare drafts of reports. Finalize management notices and distribute.
  • Screen mail, cable traffic and telephone calls, assigning action of incoming correspondence and calls as necessary.
  • Maintain calendar for the Management Counselor and the Deputy Management Officer, scheduling meetings and appointments as requested.
  • Set-up meetings and workshops for Management Counselor and Management Sections and prepare minutes of Management meetings as requested.
  • Prepare and maintain time and attendance records for various American personnel.
  • Act as post administrator for Nairobi's post profiles and e-Country Clearance.
  • Prepare travel and representation vouchers for Management Counselor.
  • Provide assistance for high-ranking U.S. Government officials visiting the country. This includes arranging business meetings, preparing itineraries, assisting with transportation requests, and drafting confirmation and welcome cables.
  • Provide clerical assistance to Management's sub-sections as necessary.
  • Maintain subject and historical files for the Management Section.
  • Safeguard and maintain information to ensure proper storage and handling. Maintain office supplies and ensure equipment is in good working order.

    Qualifications and Evaluations
    Requirements


    Experience

  • Three years of clerical/administrative experience in a busy office is required.

    Knowledge

  • Must have knowledge of PCs, PC-based software (MS-office suite - access, excel, word, power-point) and e-mail.
  • Must have knowledge of administrative concepts and practices.

    Education Requirements

    Completion of Secondary School or Local Mandatory Schooling and received high school diploma is required.


    Evaluations

    Language

  • Level IV (Good, Reading/speaking /writing) English is required. (This may be tested.)

    Skills and Abilities

  • Must be able to gather information and draft complex correspondence independently.
  • Must be able to Type with speed and accuracy.


  • Post may choose to add the phrase “This may be tested” after a language, skill, and/or ability.
  • Review the VA template for specific information.


    Equal Employment Opportunity (EEO)
  • The U.S. Mission 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.

    Qualifications

  • All applicants under consideration will be required to pass medical and security certifications.

    Benefits and Other Info
    Benefits


    Agency Benefits

  • Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Nairobi, Kenya may receive a compensation package that may include health, separation, and other benefits.

  • For EFMs, benefits should be discussed with the Human Resources Office.

  • The pay plan is assigned at the time of the conditional offer letter by the HR Office.

    Other Information

    Hiring Preference Selection Process
  • 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.


    Hiring Preference Order


  • AEFM / USEFM who is a preference-eligible U.S. Veteran*

  • AEFM / USEFM

  • FS on LWOP and CS with reemployment rights **


    * IMPORTANT:
  • Applicants who
    claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.
  • A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant.
  • The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.
  • Acceptable documentation must be submitted in order for the preference to be given.


  • This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.


  • For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.


    The Following Apply to EFMs, USEFMs, and AEFMs Only

  • Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible to apply.
  • Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing.
  • The following may also be considered when determining successful candidacy: nepotism, conflicts of interest, budget, etc.
  • If selected, EFMs are expected to serve in the position for at least one year from the date of hire, and their sponsor’s tour of duty must allow sufficient time for this.


    How to Apply


  • All candidates must be able to obtain and hold a local security clearance.


  • To apply for this position click the “Submit Application” button.
  • For more information on how to apply visit the Mission internet site.

    Required Documents

  • Please provide the required documentation listed below with your application:

  • Copy of Orders/Assignment Notification (or equivalent) (if available)

  • DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

  • SF-50 (if applicable)

  • Letter(s) of recommendation

  • Curriculum Vitae (CV) (mandatory)

  • High School Certificate

    Next Steps

  • Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

  • For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

  • Thank you for your application and your interest in working at the U.S. Mission in Nairobi, Kenya.

    How to Apply

    For more information and application details, see; US Embassy Nairobi Administrative Assistant Jobs in Kenya

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