Organization: US Agency for International Development
Closing date: 18 Aug 2017
Incumbent serves as Human Resources Information, Immigration Services and Mission Statistics Assistant in the Human Resources Office located in USAID/Kenya and East Africa Mission providing a wide range of personnel services to the USAID/Kenya and East Africa Mission to including Somalia Office and Office of Foreign Disaster Assistance (OFDA. The incumbent is responsible for providing all Mission statistics, and must provide regular updates to senior management, i.e., Deputy Mission Directors, the Controller and Embassy counterparts, and the Embassy Management Office. In addition to this the incumbent liaises with the Ministry of Foreign Affairs and International Trade (MFA & IT), National Treasury, and the Department of Immigration in obtaining required documentation for all USAID/Kenya and East Africa non-Kenyan employees, including US Direct Hires (USDH), US Personal Services Contractors (USPSC), Third-Country Nationals (TCN), employees under a Participating Agency Service Agreement (PASA), Technical Advisors in AIDS and Child Survival (TAACS), Fellows, Foreign Service Nationals, and Contractors; and also the Consular Section of the American Embassy regarding American passports, both diplomatic and ordinary.
MAJOR DUTIES AND RESPONSIBILITIES
Expatriate Assistance: 45%
The incumbent liaises with the Ministry of Foreign Affairs and International Trade (MFA&IT), National Treasury, and the Department of Immigration in obtaining Kenyan Re-Entry Permits and Dependent Passes and extension of Visitors’ Passes, Kenya Government identity cards for USDHs and USPSCs. The incumbent follows up and expedites the issuance of these documents to enable timely travel of USAID/Kenya and East Africa employees. He/she obtains visas for all USDHs and USPSCs who are on temporary duty (TDY) in Kenya, and are traveling to other African countries. He/she also assists in obtaining Kenyan visas for FSNs from other countries worldwide who travel to USAID/Kenya and East Africa for training or on TDY.
The incumbent prepares diplomatic notes to the MFA & IT. He/she processes the diplomatic notes for signature, makes copies, and delivers them to the MFA & IT’s Protocol Registry Division for endorsement and forwarding to the Department of Immigration for entry passes. He/she is responsible for monitoring the process of these documents to ensure they are not delayed in either office. The incumbent must maintain excellent relations with officials at the MFA & IT, the National Treasury and the Department of Immigration. On urgent cases, he/she is required to follow up and take additional copies to MFA & IT officials for fast-track action. He/she receives and ensures that all passports are logged in and ensures that this information is filed. The incumbent also logs in all requested actions and maintains a tracking system, checking off the items that have been processed. The incumbent is responsible for maintaining all expatriate documentation in a secure electronic filing database.
The incumbent is responsible for hand-carrying all diplomatic, official, and ordinary/tourist passports for American and non-American employees of the Mission to the MFA and IT and the Department of Immigration for Residence and/or Visa processing and endorsement.
The incumbent liaises with HCTM/FSC/FSS in obtaining diplomatic titles for all new USAID/Kenya and East Africa FSO Staff.
The incumbent is responsible for announcing all newly-arrived American diplomats and their dependents, administrative and technical staff and their dependents, and TCNs to the MFA & IT for recognition of their presence in the host country, and for obtaining all legally required documents including residence identity cards. He/she also prepares documentation announcing departure of employees at the end of their tour or contract, and is responsible for returning Government of Kenya (GoK) identification cards to the MFA & IT.
The incumbent assists all non-Kenyan employees of USAID-funded projects to obtain visas, personal identity cards, and work permits. Currently, there are over one hundred USAID-funded projects in Kenya.
The incumbent liaises with the Consular Section and the Department of Civil Registration on issuance of birth certificates for children of USDHs, USPSCs, and TCNs born in Kenya, and also for diplomatic and ordinary passport renewals, extensions, and amendments for the USDH, USPSC, and TCN employees assigned to Kenya.
The incumbent is responsible for applying for work permits for domestic staff (non-Kenyans) for American employees at Post. He/she is also responsible for assisting members of household (MOH) who are not covered by the primary employee’s travel orders. This task requires formidable negotiation and communication skills when answering questions from GoK authorities.
The position has a high volume records management component that must be compliant with ADS 502. The incumbent is responsible for the continuous filing of all correspondence related to the accreditation process from start to finish. This includes photocopying diplomatic notes, identity cards, data pages of diplomatic, official, business and tourist passports, and diplomatic notes.
Advice and Counseling: The incumbent uses his/her specialized knowledge of host country immigration and employment laws and is the principal advisor on all issues pertinent to the accreditation process to Senior Management as well as other staff categories. The incumbent obtains and conveys information as needed and to keep management informed of area activities and any significant issues.
Mission Statistics and Reporting: 40%
Incumbent maintains and updates HR statistical databases (WEBPASS, in both STATE and USAID), and prepares periodic reporting documents, including the following:
Mission Staffing Pattern is prepared quarterly, WEBPASS reports, Overseas Building Office (OBO) spacing reports, evacuation list, dependents list, and various ad hoc reports as requested by management. Position requirements for this portfolio involves verifying staffing with Office Chiefs and supervisors in order to provide accurate staff numbers, vacant positions, new positions and updating grades, steps, and position titles accurately.
The incumbent is the point of contact for all statistical reports required from USAID/Washington (U.S. employee and dependent lists, etc.); and, incumbent is the main point of contact for USAID/Washington requests for information from various databases (WEBPASS, OBO). Produces US Employee and Dependents list. This involves maintaining and collecting current personnel information and keying it in to continually update the data in the system. The incumbent updates information provided from NSDD38 requests, i.e., increase or decrease in the number positions. The incumbent also manages, updates, and maintains the USAID/Kenya and East Africa American staff Potential Evacuees list.
EXO/Human Resources Section Administrative Support: 15%
The incumbent drives a Mission vehicle when processing documents to the Ministry of Foreign Affairs, Ministry of Finance, and Department of Immigration, and when delivering and picking up mail and other correspondences from the Pension Fund Administrator.
The incumbent will maintain all assignment tracking and employee information by entering and updating employment and status change data.
Incumbent provides reports pertaining to a variety of personnel issues within the USAID/Kenya and East Africa, serves as a management and workforce planning tool.
The incumbent maintains employee confidence and protects operations by keeping human resource information strictly confidential.
Local Staff Expatriate Support: The incumbent assists FSN employees traveling on TDY to obtain birth certificates from the Registrars Department, or passports from the Department of Immigration. The incumbent will support local staff by providing employment verification and validation as requested.
Performs other duties as specific to the HR Office as assigned including HR General Support.
The incumbent is responsible for computing statistics on HR actions including:
WGIs, promotions, separation, etc.; updating and editing of employee details, e.g., dependents information, emergency contacts, etc.; and, liaising with HR-State and Management office- State for generation and management of Mission Statistical data.
Manage Personnel data certification through the Executive Agency Personnel System (EAPS).
Manage, update, and maintain Mission Staffing Patterns for USAID (Kenya and East Africa), liaising with Office Chiefs in the update and maintenance of Mission Staffing Pattern.
Manage, update, and maintain organization charts for the Mission and Mission Offices liaising with Office Chiefs in updates and maintenance of the Mission Org Charts.
Manage, update, and maintain the USAID American staff Arrival and Departure list.
Provide information on Mission employees’ statistics using WEBPASS, org charts, staffing pattern, etc., as may be requested.
a. Supervision Received: Receives general supervision from the FSN Human Resources Specialist and the American Supervisor, but carries out majority of duties independently and on their own initiative.
b. Supervision Exercised: Continuing supervision of others is not contemplated.
c. Available Guidelines: USAID Handbooks, ADS, Mission Orders, Standardized Regulations.
d. Exercise of Judgment: Due to heavy workload, incumbent must be able to exercise good judgment in knowing what questions can be handled personally and questions or issues which should be elevated to a higher level.
e. Authority to Make Commitments: The incumbent has no independent authority to commit the USG to the expenditure of funds. The incumbent may make commitments to complete work requirements within a certain time period, to meet with GoK and other representatives at a date and time certain, and other such non-financial commitments.
f. Nature, Level, and Purpose of Contacts: Contacts are with all USAID staff, including senior management, the US Embassy, Foreign Embassy Consular Sections, USAID/Washington, GoK counterparts, and others.
g. Time Expected to Reach Full Performance Level: One year.
I. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
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.
a. Education: Two years of collegiate study in Social Sciences, Human Resources or Business Management is required.
b. Prior Work Experience: A minimum of three years progressively responsible experience in Human Resources or related customer service work with a US Government Agency, the GoK, or an international NGO or donor organization is required.
c. Post Entry Training: Local training in USG/USAID human resources and workforce planning procedures and processes and WEBPASS training will be provided on the job. Other training will be provided as needed for successful performance of the work.
d. Language Proficiency (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Fluency in English (Level IV) is required; a good working knowledge of Swahili (Level III) is also required.
e. Job Knowledge: A thorough knowledge, or the ability to quickly gain a thorough knowledge, of USAID/Personnel Handbooks, the ADS, USAID/Kenya and East Africa Personnel Mission Orders, the Foreign Affairs Manuals and Handbook, US Standardized Regulations, and GoK employment policies is required.
f. Skills and Abilities: A thorough knowledge of the Microsoft Office Suite is required. The incumbent must be able and willing to work additional hours beyond the established 40‑hour workweek and outside the established Monday‑Friday work week as may be required or necessary; be willing and able to travel extensively throughout the region as/when necessary or requested in direct support of the USAID/Kenya and East Africa EXO/HR and overall Mission Strategic Goals and Objective(s); the incumbent must be a self‑starter.
II. EVALUATION AND SELECTION FACTORS
Applicants must submit a cover letter of no more than one letter-size page, which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above. As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided. The selection committee may conduct reference checks at any time during the selection process.
Applications that do not meet the required minimum qualifications will not be scored.
Prior work experience (30points)
Job Knowledge (25 points)
Skills and abilities (45points)
Total possible points: 100
Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks. References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria. USAID reserves the right to conduct interviews with the top ranked short-listed applicants. The interview will be one of the determining factors in the final selection.
How to apply:
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com
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), a copy of your most recent Performance Evaluation Report and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsInKenya.
External Applicants/Not Current USG Employees: Attach a 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 and upload to MyJobsInKenya .
Submissions will only be accepted through www.myjobsinkenya.com/usaid. Late and Incomplete applications (those that do not contain a cover letter, the applicant’s most current and up to date detailed CV and three (3) to five (5) references with contact information) will not be considered for the position. The closing date for receipt of applications is indicated above.
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