Advert Details

Administrative Assistant (General Services)
REF: VA-13-12
Recruiter: U.S. Embassy Updated on: 2012-01-18 13:11:11
AA/EE: Not Applicable Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: FP-7; FSN-7

Introduction

The Centers for Disease Control and Prevention (CDC) in Kisumu has an opening for the position of Administrative Assistant (General Services). The position will be available immediately.

Closing date for this position is December 16, 2011.

Minimum Requirements

    Completion of high school is required.
    Two (2) years experience in related field which may include office management, clerical work, management of facilities,
      maintenance of facilities is required. 
    Level III English ability and Level IV Kiswahili ability are required.
    Must have basic knowledge of operational aspect of facilities, terminology and real estate.

à        Must have basic computer skills in word processing, spreadsheets and email.

Job Specification

BASIC FUNCTION OF POSITION

 

The General Services Assistant provides maintenance management of Interagency Housing Board assigned residences in Kisumu occupied by MRU and CDC employees.  Carries out responsibilities by working with CDC Deputy Director, GSO service providers and with contractors.  Acts as a liaison between GSO Real Estate and landlords when acquiring housing.  Serves as housing coordinator for MRU and CDC residences.

 

MAJOR DUTIES AND RESPONSIBILITIES

 Maintenance of Residences        65% 

Receives work orders from residents.  Determines the exact nature and extent of the maintenance, alteration and repairs needed.  Determines whether the work should be completed by the landlord as stipulated in the lease agreement or by a maintenance contract.

 

If by contract:  Acts as the CDC/MRU representative to administer residential maintenance contracts for electrical, plumbing, structural and other services.  This includes: assists CDC/MRU and GSO in assessing proposals/quotations for the services; receives work orders from customers; determines type of work required; prepares a delivery order against the appropriate contract; ensures funding is available and correct fiscal accounting data is placed on the order; gives the order to the contractor; liaises with the resident regarding time/date/methodology for contractor to complete the work requested; inspects work in progress; approves work beyond the scope of the original request and makes appropriate changes to the delivery order/funding; inspects the work to ensure the work and materials utilized have complied with the standards and specifications of the contract.  Tracks delivery orders by contract/BPA.

 

If by landlord:  Forwards the details of required work to GSO Real Estate Office for preparation of letter to the landlord.  Ensures landlord received the letter and performs the work within the required timeframe.  May discuss various options with the landlord.  Inspects work in progress to ensure quality and timeliness.  If the landlord has not taken action in the required timeframe, in coordination with GSO Real Estate, may initiate a procurement document for the required work to be completed by a contractor.  (This may require a new contract with three bids or may utilize contracts already in place.)  Ensures landlord is appropriately charged for work completed.  Maintains complete documentation regarding such cases.  (The landlord may designate in writing a property manager with whom the incumbent and GSO Real Estate is to work.)

 

Initiates emergency repairs immediately.  Emergency repairs include those that would affect eh safety and security of USG personnel and property if repairs were not carried out immediately.

 

Initiates requests for installation of or repair of fire and life safety equipment.   Conducts inspections.

 

Maintains spreadsheets of work orders, status and completion information.  Keeps residents informed of work status.

 

Manages residential utilities program: hook up, meter reading, processing bills, reporting problems.

 

Maintains copy of lease agreement for each residence for reference.  Maintains file on each property and all maintenance carried out at that residence.

 

Maintain set of keys for each residence.


 
Location of Housing and Preparation f Houses for Newcomers/Departure of Residents  25% 

Assists GSO Real Estate in locating and viewing residences when new housing is required for new positions or for other reasons.  Incumbent must be familiar with housing standards and with GSO Real Estate policies and procedures, 6 FAM housing.  May make recommendations to GSO as to suitability; acts as liaison between GSO Real Estate and the landlord as required; may not negotiate lease terms nor commit to lease on behalf of the USG.

 

Maintains arrival and departure list and planning documents for preparation of houses.  Manages the preparation of houses for incoming personnel for two agencies.  Serves as the liaison with CDC and MRU sponsors, maintenance contractors, and telephone company; and with Nairobi-based RSO residential security coordinator, GSO warehouse; to ensure completion of housing preparation.  Initiates requests for contracts for services beyond the scope of standard maintenance contracts.   This could include painting, cleaning, drapery/carpet/upholstery cleaning, drapery making.  Coordinates delivery of furniture and appliances from the warehouse or elsewhere and installation of the appliances.  Coordinates needed inspection of residence by the Residential Security Coordinator and acts as liaison with contracted vendors for needed security upgrades.  Arranges for and participates in the final inspection by RSO and GSO staff of new residences or as required; makes final inspection of painting, cleaning, furniture placement, and maintenance and initiates corrective action as needed.  Briefs residents upon arrival on their responsibilities, procedures for work orders, location of and operation f residence electrical, water and other systems.

 

Must be familiar with stock of furniture and appliances on hand for MRU and CDC.  May recommend purchase of new furniture to the Admin Officers of supported organizations on a cyclical or as needed basis.  May initiate required purchases.

 

Inspects residences of departing personnel utilizing standard checklist.

 

May recommend to GSO Real Estate that a lease be terminated.  Works with GSO to comply with lease terms regarding termination, repair and return to original condition of the unit. 

 

Reviews GSO Real Estate data base information for Kisumu residences and provides updates as required.

 

Follows up on registration and insurance for GOVs as necessary.

 

Follows up on purchase requests as necessary.


 
Other GSO Liaison           10% 

Arranges inventory of residential furnishings with Warehouse inventory staff, upon arrival and departure of residents.

 

Arranges shipments of goods from Nairobi through liaison with Customs and Shipping staff.

 Conducts customer satisfaction survey to assess contracted services.



Selection Process:

WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE.  THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.


Additional Selection Criteria
:
 

à
       
Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.  à         Current employees serving a probationary period are not eligible to apply.
à         Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their
       most recent Employee Performance Report are not eligible to apply.
à         Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
       advertised positions within the first 90 calendar days of their employment.
à         Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
       positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
       Employed (WAE) work schedule.
à        Applicants must be available for an interview and for proficiency testing as required by the selecting official. 

The U.S. Mission in Nairobi 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.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied Equal opportunity based upon marital status or political affiliation.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief. 


 1.  Eligible Family Member (EFM):  An individual related to a U.S. Government employee in one of the following ways: 
  • Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
  • Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support.  The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
  • Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
  • Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.
   2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria: 
  • U.S. Citizen; and,
  • EFM (see above) at least 18 years old; and,
  • Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:
 
  •  
    1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
    2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
  3.  Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment:  ·         Is a U.S. citizen; and

·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and

·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan.

·         Does not receive a Foreign Service or Civil Service annuity


 
4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan.  An MOH is: 
  • Not an EFM; and,
  • Not on the travel orders of the sponsoring employee; and,
  • Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.
 A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S. Citizen.  

5.
Not Ordinarily Resident (NOR)An individual who: 
  • Is not a citizen of the host country; and,
  • Does not ordinarily reside (OR, see below) in the host country; and,
  • Is not subject to host country employment and tax laws; and,
  • Has a U.S. Social Security Number (SSN). 
 NOR employees are compensated under a GS or FS salary schedule, not under the LCP. 

6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who:
 
  • Is locally resident; and,
  • Has legal, permanent resident status within the host country; and,
  • Is subject to host country employment and tax laws. 
 EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).     
         

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