Administrative Assistant (RSO)

Job Overview

Serves as an Administrative Assistant for the Regional Security Office Nairobi Kenya. Provides technical, administrative, and logistical support for the following personnel: Seven Security Investigators, One Defensive Security Coordinator, One Local Guard Force Coordinator, One Residential Security Coordinator, One Surveillance Detection Coordinator, One Bodyguards coordinator, One SD Data Analyst, 24 Surveillance Detection team members, Two Residential Alarm Technicians; and a back-up to the RSO Office Management Specialist. Serves as the RSO Sub-Cashier, trained and enrolled into the RFMS by the Mission Financial Management Officer (FMO). Will also perform duties as assigned by the seven Regional Security Officers.

Major Duties and Responsibilities 

Administrative And Secretarial Duties (50% of time)

• Manage a wide variety of administrative duties, including but not limited to providing information in response to enquiries concerning routine investigative and security matters handled in the FSNI office. Will receive incoming calls and visitors and provide information in response to enquiries; creates and distributes a variety of correspondence, administrative notices, forms, and spreadsheets; Serves as a timekeeper for the LES employees in the RSO Office.
• Serves as the primary requester and manager of administrative supplies, equipment, furniture, and consumables. Keeps track of the use, order and initiates requests. Prepares and submits all documentation, including purchase order requests to the Procurement section through ARIBA and E-Services.
• Manages various databases relating to Foreign Service Nationals, including but not limited to: Diplomatic Security Incident Reporting (MyDSIR), Contact database, Firearms Permits information, Overseas Security Advisory Council (OSAC) information and equipment for Foreign Service National Investigators, Executive Drivers, and Contracted host-nation bodyguards.
• Prepares budgets, computes, and verifies payments and invoices for armed host-nation police officers deployed to Embassy service.
• Serves as the official back-up to the Timekeeper for the RSO Office.
• Arranges official travels for the seven RSO FSNIs, the Defensive Security Coordinator, the Local Guard Force Coordinator, the Bodyguards Coordinator, the Surveillance Detection Coordinator, the SD Data Analyst and the RSO Office Driver.
• Coordinates special events, receptions, visits and RSO gratuities for distribution to official contacts.
• Works together with the FSNIs to provide relevant, current, and accurate security related media updates to the RSO.
• Performs any other duties as assigned.

Sub- Cashier Duties (20 % of time)

• Serves as the RSO Office Sub-Cashier managing a float of U.S. $ 2,000.00 at any given moment, which include but not limited to: Cash disbursements, cash re-imbursements, and managing random cash counts

Support To Fsni Investigation Duties (30 % of time)

• Manages the investigations calendar for all FSNIs.
• Manages the Regional Security Office Local Vetting (RESOLVE) database.
• Processes badges for local contractors and cleared domestic employees.
• Supports fingerprinting – both latent and biometric through the Diplomatic Security Identity Assurance System – DSIAS
• Facilitates mailing and receipt of official communication for host-nation criminal records checks.
• Keeps FSNIs informed of significant investigative items requiring review or action such as recertification dates and records updates.

Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. The incumbent will be required to perform other duties as assigned by the agency.

Requirements:

• All selected candidates must be able to obtain and hold a: 
• Police Clearance Certificate
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.  
• Selected candidate must be able to begin working within a reasonable period of time 4 weeks upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

• Completion of high school and 2 years of college studies is required.
• Please address this factor in your ERA application under Education.

Evaluations:

• You will be evaluted against the qualifications and requirements in this vacancy announcement. 
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed.  If you fail to submit a complete application, then your application may be disqualified for this position. 

Qualifications:a

Experience:

• A minimum of four (4) years of prior work experience managing a busy office environment (Management / Administrative / Secretarial work) with basic knowledge in Financial Accounting; to include basic management of operating funds is required.