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Records And Correspondence (c&r) Management Clerk

USAID Kenya Nairobi --

Summary

GENERAL INFORMATION

1.  SOLICITATION NO.: 20-47

2.  ISSUANCE DATE: March 13, 2020 

3.  CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 26, 2020 (4:30 PM East Africa Time)

4.  POSITION TITLE: Records and Correspondence (C&R) Management Clerk.

5.  MARKET VALUE: Equivalent to FSN-PSC 05 (Step 1 1,173,694.00 KSH to Step 13 1,995,286.00 KSH per annum)In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

6.  PERIOD OF PERFORMANCE: Initial 1 year probationary period with 4 additional option years contingent on performance, position need, and funds availability. 

7.  PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

8.  SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

  • Undergo a comprehensive background investigation and;
  • Obtain and Retain an embassy issued Security Certification.

 9.  STATEMENT OF DUTIES: (See Below).

 10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens including current employees of the U.S. Mission.  Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to        race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.

11. PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

BACKGROUND

The position is located in the Communications and Records Office (C&R) under the Executive Office (EXO).  The incumbent serves as a Records and Correspondence (C&R) Management Clerk in reproduction services responsible for production printing services.  Additionally, the incumbent provides support for maintenance of multifunctional equipment, faxes, shredders, large format printers and digital presses for the Mission.  H/she will provide document capture and digitization services and deliver user training on use of multifunctional machines to Mission Staff.  The incumbent assists in records management activities and photography services for Mission Staff and Eligible Family members (EFMs) who require passport photos and other forms of digital photography for official use.

Description

MAJOR DUTIES AND RESPONSIBILITIES

PRODUCTION PRINTING                                             (60%)

  • Responsible for production printing for the Mission that includes photocopying, printing, laminating, binding and other reproduction related services.                                                                                     
  • Operates a variety of high-speed multifunctional printers and digital presses as well as other related equipment such as folding machines, booklet makers, paper cutters/trimmers, laminating machines, thermal and spiral binders.                                                                         
  •  In collaboration with the customer and branding guidelines, designs document layouts so as to publish and print professional finished products that include books and booklets, brochures, presentation handouts, training materials.                                      
  • Designs posters and mounts them on selected media for various applications including internal events such as meetings, training, team building activities, office hangings and external events such as partner meetings and product launches.                                              
  • Receives work order requests, assists in selecting materials and methods based on work specifications, and reviews printed material for accuracy, completeness and quality and makes adjustments to produce highest quality results. 
  • Assists in production printing during workshops.

MACHINE MAINTENANCE, ACCOUNTABILITY AND CONTROL OF RESOURCES                                                                      (20%)

  • Carries out basic maintenance and cleaning of multifunctional machines, faxes, shredders and large format printers and reports any breakdown to contractor technicians for repair and services.           
  • Replaces toners, removes paper jams, and places service calls and escorts contractor-technicians within the building. 
  • Assesses the machines and keeps a log on performance issues in order to determine how to resolve errors and faults with the machine. 
  • Responsible for installation of new machines, relocation, allocation and replacement of multifunctional machines, faxes, shredders and large format printers for the entire Mission. 
  • Liaises with contractors and the warehouse storage staff for parts and consumables and initiates ordering and stocking up while ensuring that there are sufficient supplies at hand for all USAID Kenya and East Africa machines to function efficiently. 
  • Manages preventative maintenance schedules for all the multifunctional machines, faxes, shredders and large format printers in the building to ensure optimal performance of machines.                                                                                    
  • Manages service calls with contractor technicians to service the machines on a monthly basis and when needed. 
  • Liaises with vendor and internal offices on rental of multifunctional machines and faxes for meetings or workshops. 
  • Prepares a summary of services provided by contractors on a monthly basis for invoice payment. 
  • Plans for production jobs by monitoring inventory of the print shop supplies needed and provide the Supervisor with a list of items required for each fiscal year. H/she is also required to maintain a job log for all assigned projects or work completed for accountability.  

 OTHER RESPONSIBILITIES                                                 (20%)

  • Assist in records management activities that include storage, retrieval and disposal functions.                                                         
  • Provides document capture and digitization services by scanning documents for the Mission and providing training to staff on how to scan using the equipment provided and troubleshooting scanning problems.                                                                                      
  • Provides photography services for mission staff and American EFMs for official purposes such as passports, visas, diplomatic permits, driver’s licenses and biography portraits.  
  • Processes, prints and provides the digital photos in compliance with the size and other requirements as communicated by the customer and/or by researching various resources to support the customer. 
  • Carries out multifunctional machine user training and trains staff on scanning documents and backing up of vital records.  
  • Assists in sending out and receiving faxes, sending out courier packages and mail and other duties as assigned by unit supervisor. 
  • Collects newspapers daily from Truck Transfer for distribution to Mission staff. 
  • Will be required to be a requestor in GLAAS (Global Acquisition and Assistance System).                                                                             
  • Performs other related duties commensurate with the requirements of the Communications and Records Section and related printing production services.                                                                   

POSITION ELEMENTS         

a)  Supervision Received: The Records and Correspondence (C&R) Management Clerk receives supervision from the Communications and Records Supervisor, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed, and office priorities.  Most work occurs as a result of normal operations, but special activities may be assigned at any time.  The Records and Correspondence (C&R) Management Clerk plans and carries out assignments, and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved and in meeting office objectives.                                                                                                              b) Supervision Exercised: None

c) Available Guidelines: In addition to oral and written instructions from the supervisor, guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other guidance and directives from the Automated Directives System (ADS), USAID Fact Sheets, E-mails, and other sources.

d) Exercise of Judgment: The Correspondence and Records (C&R) Management Clerk must use sound judgment in addressing tasks and responsibilities, and in setting work-related priorities. This is particularly important in dealing with working-level contacts within the Embassy and with contractors.  The Correspondence & Records Assistant has no authority to commit the USG to the expenditure of funds.

e)  Authority to Make Commitments: The Correspondence & Records  (C&R) Management Clerk is not authorized to independently commit the USG to the expenditure of funds.

f) Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or by written or electronic communication with Office and Mission staff, and with contractors. The nature of these contacts will be principally administrative.

g)  Time Expected to Reach Full Performance Level: One year.

Education
Completion Of Secondary School

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.

 REQUIRED QUALIFICATIONS

a) Education: Completion of secondary school is required.

b) Language Proficiency: Level III English ability and Level III Kiswahili ability are required.

c) Job Knowledge: The work requires general understanding of use of production printing equipment, large format printing and basic design skills for posters and booklet making. The incumbent should be familiar, or able to quickly become familiar, with office responsibilities and activities, and possess a general knowledge of standard office procedures.  In addition the incumbent must have, or be able to quickly gain, a good knowledge of USAID policies, administrative procedures and operations.

 

More Details on Experience

Prior Work Experience: A minimum of two years progressively responsible work experience in production printing, basic multifunctional printer maintenance and general administrative areas of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations. 

More Details on Skills

  • Skills and Abilities: Must have familiarity with high volume reproduction equipment, facsimile machines and digital imaging. Must have basic skills in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The incumbent must be proficient in using the Internet and E-mail.

 

Terms And Conditions

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 (40 points)
  • Job Knowledge (30 points)
  • Skills and abilities (30 points)

        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  The applicant must answer all the questions in the Questionnaire.

Step 3:  Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Upload all the documents to MyJobsInKenya.

 OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsInKenya

Note to Applicants:

1.  Applications must be received by the closing date and time specified and submitted through myjobsinkenya.com as stated above.

2.  Submissions will only be accepted through myjobsinkenya.com Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.