The U.S. Mission in Nairobi is seeking eligible and qualified applicants for the position of Supervisory Administrative Assistant in the Office of Overseas Buildings Operations (OBO). This is a fixed-term position for three years with the possibility of extension, based on the needs of the project and approval from the Project Director. The selected candidate will work in a dynamic, fast-paced environment, supporting the OBO Project Director, Construction Manager, and other OBO management staff.
Overview of the Position
The Supervisory Administrative Assistant will play a vital role in ensuring the smooth operation of the OBO office. Reporting directly to the OBO Project Director, the incumbent will be responsible for managing a variety of administrative functions such as finance, procurement, human resources, information technology systems, and overall office management. This role requires a highly organized individual who is capable of handling sensitive information and managing multiple priorities.
This position will be based in Nairobi, with a full-time work schedule from Monday to Friday, 40 hours per week, with occasional evening and weekend work required. The role offers a competitive salary range of KES 2,106,660 to KES 3,581,315 annually, commensurate with experience. The Promotion Potential for this position is LE-7.
Key Responsibilities
The Supervisory Administrative Assistant will be responsible for a broad range of duties that include, but are not limited to, the following:
1. Financial Administration and Correspondence (40%)
- Budget Management: Assist with the preparation of the office operations budget for the duration of the project’s life cycle. Offer advice and guidance to the OBO Project Director and management staff on budget matters such as procurement, cost control, and quality assurance.
- Payment Validation: Review payment vouchers to ensure their validity and accuracy, ensuring proper financial documentation is maintained.
- Liaison with Financial Management Office: Act as the liaison between OBO and the Financial Management Office (FMO) for all budgetary, personnel, and procurement concerns.
- Procurement Coordination: Collaborate with the Embassy contracting officer to facilitate necessary procurement actions.
- Petty Cash Management: Disburse and manage petty cash expenditures, maintaining detailed records of all transactions.
- Official Correspondence: Draft official correspondence to contractors and local government authorities, ensuring clear communication and timely reporting.
2. Managing Personnel and Office Systems Maintenance (35%)
- Accreditation Requests: Coordinate the preparation and submission of accreditation requests for contractor personnel to ensure compliance with Embassy protocols.
- HR Liaison: Work with the Embassy Human Resources (HR) office to ensure that contractor personnel obtain the necessary diplomatic identity cards and security badges.
- Recruitment Coordination: Assist with the recruitment of local support staff, such as drivers, in collaboration with the HR office.
- Staff Supervision: Supervise and evaluate the performance of administrative staff, offering feedback and guidance as needed.
- Training and Development: Identify and source professional education programs for staff to address training needs, enhancing skills and performance.
- Time and Attendance Management: Administer Time and Attendance (T&A) reports, ensuring compliance with Embassy policies and procedures.
- Office Systems Management: Organize and maintain the office computer network, managing system access and maintaining operational protocols to ensure data security.
3. Other Administrative Duties (25%)
- Executive Support: Serve as a personal assistant to the OBO Project Director, handling travel arrangements, correspondence, and providing general support.
- Office Coordination: Oversee the broad scope of administrative functions related to OBO construction management, including office equipment maintenance, system backups, and secretarial and driver assignments.
- Supply Management: Monitor and order expendable office supplies, managing an office supply budget of approximately $1,000 per month.
- Meeting Logs and Coordination: Maintain logs and records of meetings with local authorities and municipalities, ensuring that all interactions are documented and reported appropriately.
- Property Disposition: Coordinate the disposition of excess property at the end of the project, preparing property disposition reports to ensure compliance with all regulations.
Qualifications and Evaluations
Minimum Education Requirement:
- Completion of two years of post-secondary education is required.
Experience:
- At least three years of office administration and management experience is required, including at least one year in a construction or engineering industry environment (either on a jobsite or in an office setting).
- A minimum of six months’ supervisory experience is required, ensuring that the candidate can manage personnel effectively.
Language Proficiency:
- English: Level 4 (Fluent, speaking/reading/writing). The ability to translate is also desirable.
- Kiswahili: Level 4 (Fluent, speaking/reading/writing). The ability to translate is also required.
Job Knowledge:
- Comprehensive knowledge of office management functions and procedures is required.
- Understanding of customs and shipping procedures, including inbound and outbound shipments, is important. Knowledge of permitting activities is a plus.
- Basic understanding of accounting principles is required to assist in managing the office budget.
Skills and Abilities:
- Proficiency in using Microsoft Office Suite (Outlook, Excel, Word, etc.) to support administrative and cost control functions.
- Excellent interpersonal and organizational skills, enabling the candidate to manage office functions and liaise with a variety of stakeholders effectively.
- Ability to manage an office budget and handle procurement and financial activities efficiently.
Benefits and Other Information
The U.S. Mission offers a competitive compensation and benefits package for local employees. Specific benefits include healthcare, paid leave, and other allowances in accordance with local labor laws and U.S. Government standards.
How to Apply
Interested candidates should submit their applications via the U.S. Mission recruitment portal. To apply, click the “Apply to This Vacancy” button at the top of the page and follow the application instructions. Make sure to provide a complete application, including your resume/CV, educational and professional certifications, and any other relevant documents.
Incomplete applications may result in disqualification.
Applications will be accepted until March 6, 2026.
For any inquiries or assistance with your application, please contact the HR Section via email at [email protected] or call 020363000.
Additional Information
- The position is open to the public and all interested applicants are encouraged to apply.
- U.S. Citizen Eligible Family Members (USEFMs) and former employees of the Mission who left employment due to a reduction in force within one year from the position opening date are also encouraged to apply.
- Relocation expenses are not reimbursed for this position.
Equal Employment Opportunity (EEO):
The U.S. Mission is an equal opportunity employer, providing fair and equitable treatment to all people regardless of race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.
