Announcement Number: Nairobi-2026-044
Open Period: 01/27/2026 – 03/06/2026
Work Schedule: Full-time (40 hours per week, Monday to Friday, with occasional evenings and weekends)
Salary Range: KES 2,106,660 – KES 3,581,315 per year
Appointment Type: Fixed Term, Not to Exceed Three (3) Years
Security Clearance: Public Trust – Background Investigation Required
Introduction
The U.S. Mission in Nairobi invites applications from qualified and eligible candidates for the position of Supervisory Administrative Assistant within the Office of Overseas Buildings Operations (OBO). This role is a critical administrative and operational function supporting major U.S. Government construction and infrastructure projects in Kenya. The position reports directly to the OBO Project Director and provides comprehensive administrative oversight across financial management, personnel coordination, procurement processes, office systems administration, and project support services.
This vacancy is open to all interested applicants, including current employees of the Mission, U.S. Citizen Eligible Family Members (USEFMs), and former employees who meet the outlined criteria. The successful candidate will play a central role in ensuring efficient administrative management of the OBO Nairobi Construction and Administration Activities (CAA), maintaining compliance with U.S. Government standards, and supporting project continuity throughout its lifecycle.
The position carries supervisory responsibilities and requires a high level of professional judgment, discretion, and organizational leadership within a complex construction and diplomatic environment.
Position Overview
The Supervisory Administrative Assistant provides high-level administrative management for the OBO office in Nairobi. The incumbent supports the OBO Project Director, Construction Manager, and other management personnel in overseeing project resources and ensuring seamless administrative coordination.
The role spans financial administration, personnel management, office systems oversight, procurement coordination, inventory control, official correspondence drafting, and logistical support functions. The incumbent is accountable for maintaining operational efficiency, compliance with financial controls, and integrity of office systems throughout the duration of the construction project.
The appointment is a fixed-term position, originally not to exceed three years, with the possibility of extension based on project needs and U.S. Government determination.
Detailed Job Description
I. Financial Administration and Official Correspondence – 40%
This area represents a significant portion of the role and requires structured financial oversight and coordination.
The Supervisory Administrative Assistant:
- Assists in the preparation of the site operations budget across the entire lifecycle of the construction project.
- Provides guidance and advisory support to the OBO Project Director and management staff on budget matters including procurement decisions, quotations, cost control measures, and quality assurance processes.
- Reviews payment vouchers to ensure validity, compliance, and financial accuracy prior to processing.
- Serves as liaison between OBO and the Financial Management Office (FMO) for matters relating to budget allocations, personnel expenditures, and procurement costs.
- Coordinates with the Embassy contracting officer to initiate and monitor procurement actions as required.
- Tracks budgets, accounts, purchases, credit card expenditures, procurement transactions, and inventory records.
- Serves as petty cash holder and, when authorized, disburses, maintains, records, and reports petty cash expenditures.
- Drafts official correspondence directed to construction contractors and local government authorities in support of project implementation.
- Coordinates and assists with preparation of field office reports submitted to the Embassy and to OBO headquarters.
This component of the role requires disciplined financial monitoring, familiarity with procurement cycles, and accuracy in documentation management within a government-controlled environment.
II. Managing Personnel and Office Systems Maintenance – 35%
This responsibility area focuses on supervision, human resources coordination, and internal systems integrity.
The incumbent:
- Coordinates preparation and submission of accreditation requests for contractor personnel.
- Liaises with Embassy Human Resources to secure and maintain diplomatic identity cards and security badges for project personnel.
- Coordinates recruitment of local support staff, including drivers, in collaboration with the HR office.
- Supervises and evaluates administrative staff under the OBO office structure.
- Identifies training needs and promotes professional education programs for office personnel.
- Administers Time and Attendance (T&A) reports for submission to the Embassy.
- Organizes and maintains the office computer network infrastructure.
- Manages system access control and ensures operational protocols are adhered to.
- Establishes and maintains an effective office filing system ensuring system integrity and document traceability.
The supervisory component requires structured oversight, staff performance monitoring, and systems governance. The incumbent ensures operational continuity by maintaining organized administrative processes and secure digital systems.
III. Other Administrative Duties – 25%
The remaining responsibilities encompass executive assistance, logistical coordination, and operational support functions.
The Supervisory Administrative Assistant:
- Serves as personal assistant to the OBO Project Director.
- Manages travel arrangements, including official travel documentation and logistical coordination.
- Handles general and congressional correspondence as required.
- Supports exceptionally diverse and complex construction management office matters.
- Manages the office computer network and schedules maintenance of equipment and furnishings.
- Oversees system backups and ensures continuity of digital operations.
- Coordinates secretarial and driver work assignments.
- Monitors and orders expendable office supplies up to approximately $1,000 per month.
- Maintains logs and records of meetings with host country officials and municipal authorities.
- Coordinates disposition of excess property at the conclusion of the project and prepares required property disposition reports.
These duties require discretion, attention to detail, and the ability to manage confidential documentation and time-sensitive communications.
Qualifications and Requirements
All selected candidates must be able to obtain and maintain a Public Trust security clearance and successfully complete a background investigation. A pre-employment medical examination may be required.
Education Requirement
Completion of two years of post-secondary education is required.
Experience Requirement
- Minimum of three years of office administration and management experience.
- At least one year of experience within a construction or engineering industry environment, either on a jobsite or in an office setting.
- A minimum of six months of supervisory experience may be required.
Language Requirement
- English: Level 4 – Fluent (speaking, reading, writing, may include translation ability).
- Kiswahili: Level 4 – Fluent (speaking, reading, writing, may include translation ability).
Job Knowledge
- Thorough knowledge of office management procedures and service protocols.
- Knowledge of customs and shipping procedures for inbound and outbound shipments.
- Working knowledge of permitting activities.
- Knowledge of basic accounting principles.
Skills and Abilities
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, and related applications).
- Strong interpersonal and organizational skills.
- Ability to manage and monitor an office budget effectively.
- Capacity to coordinate multiple administrative streams within a structured environment.
Employment Conditions and Additional Information
The position is classified under LE – 0105 7. Promotion potential is LE-7. Telework is not eligible for this position. Relocation expenses are not reimbursed, and travel is not required.
The U.S. Mission offers a competitive compensation and benefits package for locally employed staff. Eligible Family Members should consult the HR Office for specific benefit details.
The hiring process follows established U.S. Government preference order guidelines for eligible family members and veterans. Applicants must accurately describe their status to receive applicable hiring preference consideration.
Application Process
Applicants must complete the online application by the vacancy closing date of March 6, 2026 (GMT+3). All relevant experience, education, language skills, and job-related competencies must be clearly addressed in the application form.
Required documents may include:
- Residency Permit (if applicable)
- Work Permit (if applicable)
- Language Scores (if applicable)
- Driver’s License (if applicable)
- Certificates or Professional Licenses (if applicable)
- Resume/CV
Eligible Family Member applicants must submit additional documentation as outlined in the vacancy announcement.
Incomplete applications may result in disqualification.
For a complete position description or reasonable accommodation requests, applicants may contact the HR Section at 020363000 or [email protected].
This opportunity offers experienced administrative professionals the chance to support a high-profile construction and diplomatic infrastructure project under U.S. Government standards in Nairobi.
Qualified applicants who meet the stated criteria are encouraged to submit their applications before the closing deadline.
