U.S. Embassy Administrative Assistant (DOJ)

IN-HOUSE ONLY The Department of Justice (DOJ)has an opening for the position of Administrative Assistant (DOJ). The position will be available immediately. The closing date of this position is October 3, 2012. Note: You will be notified when the decision is made.

Minimum Requirements

◊     Completion of high school and a diploma in business administration or secretarial is required.  ◊     Three years experience handling administrative work is required. ◊     Level IV (fluent) English ability and Level II Kiswahili ability are required. Other Criteria à        Must have a working knowledge of the criminal justice process, and familiarity with Kenyan courts.  Must have experience with planning       conferences and workshops. à        Must have basic accounting knowledge. à        Must be proficient in computer software skills, including Word Processing, Power Point and Graphics.

Job Specification

BASIC FUNCTION OF POSITION The Administrative Assistant (AA) will serve as an administrative aide to the DOJ OPDAT Program, providing administrative support to the DOJ Resident Legal Advisor (RLA); Legal Assistant to the RLA; and to DOJ Criminal Division programs at Post.  As such, the AA will help plan and coordinate training programs, visits, and conferences. The AA will also handle daily office scheduling, planning, and other logistics.  The AA should able to establish and maintain contacts with host government officials, and review and generate memorandums on key issues.  Additional responsibilities include word processing, filing, photocopying, and preparing program materials.  MAJOR DUTIES AND RESPONSIBILITIES                                                                                                          ADMINISTRATIVE DUTIES (40%):   Organizes and schedules meetings for the RLA, Legal Assistant, and others with Kenyan officials, key development Partners, relevant NGOs, and others. Maintain financial and substantive program records.  Assists with administrative needs of RLA program by filing; drafting simple letters free from typographical and grammatical errors; organizing volumes of information into files and binders; and develops and uses indices and check lists.  Arranges travel through internal or outside agents; arranges travel cash in advance; prepares itinerary, trip file and supplies; Prepares expense report and completes expense reports after trip. TRAINING AND DEVELOPMENT ASSISTANCE PROGRAMS (40%):   Assists in coordination of DOJ/OPDAT judicial, prosecutorial, and law enforcement technical assistance programs. This includes assisting the RLA in planning the logistical organization of such programs. The AA will plan the timing, location, budget, and travel arrangements for training programs and conferences. The AA will handle all paperwork and training materials associated with these programs. The AA will brief program participants in advance of program attendance, and maintain adequate lists and records of program participants. The AA will assist visiting US and foreign program faculty; meets with visiting delegations, and handles arrangements for suitable social receptions. The AA will further track program expenses and prepare appropriate vouchers and handle invoices with embassy staff.    ANALYSIS AND REPORTING (10%):  Keeps the Resident Legal Advisor (RLA) and the Embassy fully informed of relevant legal events and trends in Kenya.  Monitor, analyze, and report on a broad range of  issues, focusing on criminal law and procedure reforms, the implementation of the rule of law, and enforcement efforts directed at corruption, organized crime, counter narcotics, money laundering, and terrorism. The AA also gathers information on current legal issues from media.       LIAISON (10%):  Serves as liaison for the RLA with Kenyan officials in the executive, legislative, and judicial branches of government, including national and local officials responsible for the administration of criminal justice in Kenya. Also serves as a liaison with relevant key development partners and NGOs.  Duties include organizing meetings, handling travel, and preparing/copying materials.   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) .

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