Job Title: Administrative Assistant (RCER) CDC
Reference: VA-70-13
Recruiter: U.S. Embassy
Contract Permanent
Location: Nairobi
Available: Immediately
Category: Administrative / Clerical
Offer: FP7;FSN-7
Introduction
The Centers for Disease Control and Prevention (CDC)in Nairobi, has an opening for the position of Administrative Assistant. The position will be available immediately.
The closing date of this position is July 12, 2013.
Note: You will be notified when the decision is made.
Minimum Requirements
◊ Completion of high school is required and a Diploma in Business Administration is also required.
Basic knowledge of accounting and/or book keeping also required.
◊ Minimum of 5 years progressively responsible secretarial, clinical or administrative experience is required.
◊ Level IV (Fluent) English ability and Level III Kiswahili ability are required.
Other Criteria
◊ Must have team-building ability, including skills in organizing, guiding, motivating and leading a large and diverse administrative staff.
◊ Must be proficient in using Microsoft Office, including Word, Excel and PowerPoint.
Job Specification
BASIC FUNCTION OF POSITION
Under the supervision of the Emergency Response Director, serves as the Administrative Assistant for the Risk Communication and Emergency Response (RCER) Program. The incumbent serves as a prime contact for the program within CDC Kenya and coordinates activities between the program and various stakeholders. Coordinates administrative tasks with other CDC Kenya sections, CDC Atlanta, and CDC Partners to include the Ministry of Health and ensures smooth functioning of the program.
MAJOR DUTIES AND RESPONSIBILITIES 95% OF TIME
Performs a range of diverse administrative activities for the Risk Communication and Emergency Response Program
Serves as a central point of liaison with other departments and external, constituencies in the resolution of a variety of day-to-day administrative matters concerning the program.
Provides administrative support for the program such as answering and making phone calls, screening email messages, faxing, photocopying, typing official correspondence, assisting visitors and resolving and/or referring a range of administrative problems and inquiries, controlling incoming and outgoing correspondence and follow-up on operational commitments. Provides administrative support to program staff.
Tracks program activities in consultation with the Director and Coordinator.
Ensures training/seminar/workshop activities for the program run efficiently by organizing for any training requirements. Handles all training/workshop/meeting logistics (venue arrangement, developing faculty and participant lists, ensures invitations have been sent out and confirmations received, sends final training/workshop/meeting schedule, compiles course evaluation forms).
Establishes, maintains and updates files, data bases, records and/or other documents for the program. Establishes updates and maintains the program’s log in system on all correspondence from the various components of the program.
Develops and writes reports including annual and quarterly reports. Assists with producing reports and creating PowerPoint or other system/graphics development.
Schedules and coordinates appointments and maintains calendars, schedules, coordinates and facilitates meetings, facilitates events and/or travel arrangements, appointments and/or similar activities for program leads and supervisors.
Keeps track of and coordinates visits between CDC Kenya and CDC Atlanta and other partners during emergency operations.
Prepares travel requests and travel orders for local and international travel as deemed necessary from time to time. Liaises with Express Travel Office to ensure that all the travel requests and travel orders are delivered to them to enable them release tickets on time. Liaises with Express Travel Office to ensure airport pick-ups and transfers are done for the program staff. Follows up on travel advances and reimbursement vouchers for each travel to ensure that they have been processed and paid.
Monitors and assists with fiscal administration for the Program’s budget with relevant offices. Maintains and updates budgeting records and other documents for the program for all correspondences for both the office and field.
Initiates purchase orders and follows up on program purchases in liaison with Procurement Agent. Requisitions and follows up on supplies, stationery, printing, maintenance and other services for all the RCER offices. Manages the inventory of the program’s equipments by maintaining a database for all equipment and facilitates sufficient information regarding the equipments, do a follow-up for supplies ordered and also responsible for handling office supplies.
Other duties as assigned by the supervisor. 5%
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.
DEFINITIONS
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) .
How to Apply:
http://www.myjobsinkenya.com/job/100003,1697242,136/Administrative%20Assistant%20%28RCER%29%20CDC
Deadline: 12/07/2013
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