The Supervisory Administrative Assistant provides a wide range of administrative assistance to the OBO Project Director (PD), the OBO Construction Manager and other OBO management staff (M/OBO) in support of the Nairobi CAA. Incumbent is responsible to the OBO PD for administrative management of OBO’s resources and activities, including but not limited to, finance and budget, procurement and supplies, information technology and systems, shipping and travel, human resources and personnel, and housing and furnishings needs.
Financial
Administration and Correspondence 40%
- Assist with the preparation of site operations
budget for the project’s life cycle. Provide guidance, suggestions, and
advice to the OBO PD and OBO management staff on all office budget
matters, including procurement, quotations, cost, and quality assurance.
Review payment vouchers for validity and accuracy.
- Work as liaison between OBO and Financial
Management Office (FMO) for budget, personnel, and procurement costs.
- Liaison with Embassy contracting officer for
necessary procurement actions.
- Responsible to track all budgets, accounts,
purchases, credit cards, procurement, and inventory. If authorized, the
incumbent disburses, maintains, records, and reports petty-cash
expenditures.
- Position serves as a petty cash holder.
- Responsible to draft official correspondence to
the construction contractor, as well as the local government authorities,
in support of the Nairobi CAA as well as coordinate and assist with the
preparation of all field office reports made to the Embassy and M/OBO.
Managing
Personnel and Office Systems Maintenance 35%
- Coordinate preparation and submission of
accreditation requests for contractor personnel.
- Liaise with Embassy HR to obtain and maintain
host government issued diplomatic identity cards and Embassy security
badges for project personnel.
- Coordinate recruitment of local support staff,
i.e., drivers with the Human Resources (HR) office.
- Supervise and evaluate administrative staff.
- Source and promote professional education
programs for the office staff as training needs are identified.
- Administer Time and Attendance (T&A) reports
to the Embassy.
- Organize office computer network, manages system
access control, and maintains operational protocols.
- Incumbent establishes office file system and
ensures system integrity is maintained.
Other
Administrative Duties 25%
- Serve as a personal assistant to the OBO PD and
handles their travel, general and congressional correspondence, and
provides support information.
- Handle a broad scope of exceptionally diverse
matters related to OBO construction management office support activities.
Functions are sometimes considered complex, such as managing the office
computer network, scheduling office equipment and furnishings maintenance,
creating computer system backups, and managing the secretarial and driver
work assignments.
- Responsible for monitoring and ordering
expendable supplies for the OBO office to approximately $1,000 per month.
- Maintain logs and records of meetings with the
host country and municipality for the OBO PD.
- Coordinate disposition of excess property at the
end of project; prepare property disposition reports.
Qualifications
and Evaluations
Requirements:
- All selected candidates must be able to obtain
and hold a:
- security certificate; or
- Public Trust security clearance.
- All selected candidates will be subject to a
background investigation and may be subject to a pre-employment
medical exam.
- Selected candidate must be able to begin working
within a reasonable period of time upon receipt of agency authorization
and/or clearances/certifications or their candidacy may end.
Education Requirements:
- Completion of two years of post-secondary
education is required.
How to
Apply
 Job in Kenya - U.S. Embassy){kind=link}