Supervisory Executive Management Specialist
This position is located in USAID/Kenya’s Executive Office. The USAID/Kenya Executive Office provides the full range of administrative management services in support of USAID activities in Kenya. The incumbent serves as the Deputy to the USDH Supervisory Executive Officer (EXO) with principal responsibility for the day-to-day management of the EXO functions. The incumbent is responsible for the direct supervision of the Communication &Records (C&R) Supervisor, Geospatial Information System (GIS) Manager, Travel Assistant, and Procurement Specialist. The Deputy EXO liaises with Embassy International Cooperative Administrative Support Services (ICASS) staff to ensure timely delivery of appropriate ICASS services to all USAID employees. The Deputy EXO will participate in the recruitment of personnel as required for the sections supervised, and will be responsible for developing appropriate work plans and training plans for personnel under his/her supervision, coordinates and responsible for space planning utilization within the Mission, including policies development and implementation. In the absence of both USDH Executive Officers, the incumbent may serve as Acting EXO, representing the EXO at the Senior Staff level and other administrative actions.
MAJOR DUTIES AND RESPONSIBILITIES
Leadership and Supervision: 45%
The incumbent provides direct supervision for the following EXO functional areas: Communication and Records Management, Geospatial Information Systems (GIS), Facilities Maintenance, Travel and Procurement; and overall coordination of ICASS-provided services. Functions include:
Review and approval of short-and-medium term work plans for these sections, ensuring that service and quality standards are maintained, and provides policy guidance for these sections and their customers.
Plans, assigns, and reviews work, negotiates work objectives, provides feedback on performance evaluation, discuss performance measures, identifies training and development needs of employees, makes nominations for awards, and effects disciplinary consultations with the Supervisory Executive Officer. The incumbent is pivotal in the recruitment and selection of staff members, approves leave, and timesheets.
Works with the EXO in establishing direction, aligning the staff, motivating and inspiring them, and is responsible for ensuring that work assigned to subordinate staff is carried out by coordinating and supporting the efforts of the employees.
Prepares in coordination with Procurement, receipt and documentation for all USAID USG owned and non-expendable property.
Administrative Management: 30%
The D/EXO assists in the development of operating expense support budgets and monitors obligations of Operating Expense funds, in coordination with RFMS; participates in ICASS negotiations with the US Embassy; and establishes working relationships and maintains open communication with Embassy Management sections to ensure receipt of services procured under ICASS, and to resolve any outstanding issues. The D/EXO is responsible for assisting the Mission in evaluating ICASS services.
Ensures that the USAID Compound is efficiently and appropriately maintained in a cost effective manner. Coordinates with USAID/Washington to ensure USG-owned property records are accurate and appropriate approvals are received for maintenance and repairs. Develops and maintains a property replacement schedule in liaison with the procurement section and the EXO. Supervises USAID-personnel and maintenance contractors as needed.
In coordination with the Embassy GSO and Facilities Maintenance, the incumbent may serve as a non-voting member on the post inter-agency housing board, and participates in the weekly Facilities Maintenance housing make-ready meetings. Ensures that post assignments are conveyed appropriately to all relevant departments. Coordinates sponsor assignments. Collaborates with the US Embassy to ensure final inspections are complete. Ensures all ICASS administrative arrangements are completed for new arrivals and that their living quarters are in move-in condition upon arrival. With residential maintenance problems, the DEXO discusses the specific problems and/or concerns, and coordinates with ICASS GSO or Facilities Management on repair and preventative maintenance. Tracks repairs and ensures accuracy of ICASS billing.
ICASS Service Monitor: Liaises with ICASS service provider to ensure effective and timely provision of administrative support services, including, motor pool, residential maintenance and leasing, office supplies support, shipping & customs; and other ICASS-support services. Assists the EXO in developing, interpreting and insuring implementation of internal administrative management policies, regulations and procedures for delivery of management services in the Mission. Works with the RFMS Office to maintain and revise ICASS workload counts for the services received by USAID, and review ICASS invoices for accuracy.
Provides ICASS customer service support, analyzing consolidated support services and ensuring policy development is updated, records are being maintained properly and in accordance with mandatory record-keeping requirements. Collaborates with the U.S. Embassy to ensure leased property records are current and up to date and SF-1034’s are properly submitted for payment.
Communication and Records: Directly supervises USAID communications and records function and ensures they are carried out in support of the USAID program. Through the C&R Clerk, the incumbent ensures that all vital records are appropriately identified and protected and the Mission V-drive is constantly updated as necessary. Incumbent ensures official files are maintained in accordance with Agency regulations and disposed of, as scheduled.
Monitoring the overall performance and customer service for the Executive Office functions, and liaising with other Mission offices to ensure that their administrative management needs are satisfactorily met.
Approves a variety of vouchers for administrative procurements/ payments.
Miscellaneous Technical & Special Assignments: 25%
Provides expert direction on issues related to all Executive Office functions through the effective management and supervision of each of the core sections (Information Technology, Human Resources, Facilities Maintenance, and Communication & Records). The day-to-day activities of these sections are overseen by the D/EXO with guidance from the EXO.
Initiates or drafts Mission policies related to the functions of an Executive Office with the core sections in consultation/direction of the EXO.
Is assigned to oversee special projects e.g. construction, disposition of NXP, security upgrades, FMFIA, and completion of the consolidation process as directed by the EXO.
Liaises with RSO with regards to performance of local guard force and other security related matters.
REQUIRED QUALIFICATIONS
Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.
Education (15%): A Bachelor’s degree in business, public administration or related administrative management field is required.
Prior Work Experience (25%): At least 7 years of progressively responsible administrative management experience with at least two years of supervisory responsibilities required. Areas of general administration with proven skills in management, leadership and supervision are also required.
Language Proficiency (10%): (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Level IV fluency in English and Swahili; both oral and written.
Job Knowledge (20%): Expert knowledge or the ability to acquire the knowledge of local Labor Law, local customs and practices is required. Expert knowledge of facilities maintenance, property management, travel, procurement, and USAID/US Government regulations/procedures as appropriate for carrying out the duties and responsibilities of the position.
Skills and Abilities (20%): Must be able to work with minimal supervision. Excellent demonstrated interpersonal, communications (both oral and written), leadership, supervisory and negotiation skills are essential. The ability to lead and motivate a diverse team will be critical to the incumbent’s success. Theoretical and practical knowledge of the principles of customer service are essential.
POSITION ELEMENTS
Supervision Received: Directly supervised by the Supervisory Executive Officer and/or Executive Officer when delegated.
Supervision Exercised: 4 FSNPSC positions in the Procurement, GIS, Travel and C&R offices.
Available Guidelines: Automated Directive System (ADS); Federal Acquisition Regulations (FAR); A.I.D. Acquisition Regulations (AIDAR); U.S. Department of State Standardized Regulations; Federal Travel Regulations; Foreign Service National Local Compensation Plan, ICASS Handbook, Comptroller General Decisions, and other USAID regulations. Guidelines may not specifically apply to many situations and will have to be interpreted, requiring considerable judgment.
Exercise of Judgment: The incumbent is expected to be a self-starter, motivated, and results driven individual with a proven ability to establish and meet deadlines. Must exercise a high level of independent judgment based on knowledge and experience within available guidelines in planning and managing, in exercising delegated authority to weigh the needs of the office or requestor and make appropriate decisions. Must be capable of guiding, assisting and advising EXO staff as well as Office Directors, Activity Managers in regards to Agency Policy, regulations and Mission Operations Procedures. The incumbent must be innovative and resourceful to get the job done and achieve results while at the same time assuring compliance with USG regulations and procedures (FAM, AIDAR, ICASS). Within overall guidelines, represents the EXO in FMFIA review committee, approves procurement requests for administrative goods and services within the approved procurement plan or in accordance with office needs
Authority to Make Commitments: Incumbent may not authorize or make commitments on behalf of the USG. Only the USDH EXO may do so. However, the Deputy EXO may provide clearance on administrative actions as delegated by the EXO.
Nature, Level, and Purpose of Contacts: All levels of Mission Management at all levels on a frequent basis; regular contact with the Embassy and other agency personnel at management level; relevant USAID/Washington personnel in OMD, SEC, etc. Other regional mission EXO staff.
Time Expected to Reach Full Performance Level: One year.
NOTE
Current USG employees must meet the "time-in-grade" requirement of 52 weeks in the previous lower grade to qualify for the position at the level in this vacancy announcement or be at the same grade for which the position is being recruited.
Post Entry Training (5%): Training will be provided as required to enable the incumbent to perform his/her duties in accordance with the U.S. Government and USAID policies, procedures, regulations and laws. In addition, training will be provided to enable the incumbent completes USAID Supervision and Leadership courses.
HOW TO APPLY:
Step 2: Complete the job application questionnaire at
www.myjobsinkenya.com/usaid. The applicant must answer all the questions in the questionnaire.
Step 3: Internal Applicants & Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages), copies of your most recent Performance Evaluation Report(s), and copies of relevant education certificates. Scan and attach all the documents as one attachment.
OR
External Applicants/Not Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages), and copies of all relevant certificates. Scan and attach all the documents as one attachment.
Note: All applications MUST be submitted online with a cover letter specifying the job title and vacancy announcement number. Incomplete and late application packages will not be considered. The closing date for receipt of applications is Tuesday January 24, 2017 at 4:30pm East Africa Time.
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