Current Openings at U.S. Embassy to Kenya

• 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.

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Under the supervision of the Overseas Buildings Operations (OBO) Site Security Manager (SSM), serves as the Foreign Service National Investigator (FSNI)/Security Investigator for all security related activities associated with the construction of the Nairobi CAA. Works independently and provides security and secretarial services in support of the project including background investigations, screening calls, file maintenance, etc. Maintains liaison with local police, OBO contractors, Local Guard Force (LGF), security organizations and other security authorities.

Investigations 40%

• Conducts background investigations on contractors involved with the OBO construction project, and other Locally Employed Staff (LES) hired by OBO. Verifies educational qualifications, previous employment, references, allegations involving character, suspected fraud, misconduct, and suitability of applicants for employment with the Embassy. Initiates form letters for record checks and sends them to police investigative agencies in the country and abroad and Political and Consular Sections of the embassy. Conducts security interviews on each applicant and prepares investigative reports on the background, conduct and suitability for their employment to the RSO. Gives regular security briefings/presentations for construction project contractors and its subcontractors.

Security 20%​​​​​​​

• Acts as a Police liaison for SSM on all construction-related security matters. Assists SSM with loss prevention and criminal investigations as needed and directed by the SSM or RSO, including police reports to local authorities and interviews. Investigates employee or contractor misconduct as necessary. Coordinates with U.S. Embassy RSO and FSNI for investigations off-site, by preparing initial reports. Monitors and reports security-related news and events, identifies acts that may present a security risk.

Local Guard Coordinator/Liaison 20%​​​​​​​

• Supervises day-to-day LGF operations. Ensure LGF is trained and performing their duties correctly. Inspect OBO-provided equipment for serviceability. Ensure SSM operational forms (i.e., deliveries, visitors) are received and distributed appropriately. Liaison with local police, host country law enforcement, and security officials. Responds to incidents and/or accidents as necessary for initial action.

Administrative Duties 20%​​​​​​​

• Establishes effective working relations with other USG agencies, local agencies, and civil authorities. Maintains all office files per the requirements of the SSM Handbook. Screens telephone calls. Maintains and upkeeps investigation files, database, access logs and other security records in relation to the construction project. Maintains supply records and coordinates resupply of administrative materials for SSM. Receives and processes all incoming documents, additional access and site delivery requests, sorts and distributes mail, maintains incoming and outgoing letter logs, and ensures that all items are responded to within the prescribed timeframe. Translates documents requested by SSM or RSO. Operates government-owned vehicles (GOVs) to carry out official duties, as needed.
• Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the agency.

Qualifications and Evaluations

Requirements:

• All selected candidates must be able to obtain and hold a: [HR DELETE THE OPTION THAT DOES NOT APPLY]
• 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:

• Two years of post-secondary education is required.
• Please address this factor in your ERA application under Education.
• Evaluations:
• You will be evaluated against the qualifications and requirements in this vacancy announcement. 
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed.  If you fail to submit a complete application, then your application may be disqualified for this position. 

Qualifications:

Experience:

• Minimum three years of security related experience of progressively responsible experience in investigative work with police or private security organization.