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Job Title

Travel Assistant

Reference

19-121


 

Advert Details

Recruiter: USAID Kenya Updated on: 2019-08-14 02:10:02
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative Offer: FSN-PSC 8 (Step 1: 1,941,063.00 Kshs to Step 13: 3,299,811.00 Kshs per annum)

 

Introduction

The Travel Assistants serve in the Executive Office (EXO) located in USAID/Kenya (which includes Somalia Mission staff) providing the full range of travel services to all categories of Mission employees (i.e., U.S. Direct Hires (USDH), U.S. Personal Services Contractor (USPSC), Foreign Service Nationals (FSN) and support services to official visitors.
 

Minimum Requirements

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 two years of College/University studies is required.

b).   Prior Work Experience:  A minimum of three years of progressively responsible experience in travel management with         a U.S. Government agency, international non-governmental or donor organization is required.      

c).   Post Entry Training:  Completion of USAID/Washington Travel courses as appropriate, and training in American                   Allowances and USAID travel regulations as well as E2 Training.      

d).   Language Proficiency:  Level IV (fluent) in both written and oral English and Swahili is required.

e).   Job Knowledge: Must have knowledge of travel practices and procedures as well as demonstrate ability to acquire               thorough knowledge of USAID regulations pertaining to travel, USAID/Nairobi Mission Orders, Mission Policy,                         Automated Directive System (ADS), Foreign Affairs Manual (FAM), Federal Travel Regulations (FTR), Department of             State Standardized Regulations (DSSR), and USAID Acquisition Regulation (AIDAR).

f).    Skills and Abilities:  Strong interpersonal and communication skills are essential.  The ability to work effectively                      as a team member in a culturally diverse team environment is required. Ability to interpret policies, procedures                        and regulations in order to make sound decisions and react quickly to provide solutions.  The ability to follow oral and            written instructions and to organize, prioritize and follow through on all assignments with minimal oversight is required.            The incumbent must be a self-starter, able to work calmly, tactfully and effectively under pressure, and respond to                   many urgent requests on a frequent basis. The incumbent must be willing and able to travel throughout the region                   as/when necessary or requested in direct support of USAID/Kenya EXO/HR.  Travel management is a high volume                 and priority area which requires someone who is willing and able to meet demands on a regular basis. Thorough                     knowledge of Microsoft Office Suite, Google Drive, and ability to acquire knowledge of travel systems is required.

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv 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. 

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.

 


 

Job Specification

GENERAL INFORMATION

1.  SOLICITATION NO.: 19-121

2.  ISSUANCE DATE: July 31,  2019

3.  CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 13,  2019 (4:30 PM East Africa Time)

4.  POSITION TITLE:  Travel  Assistant.

5.  MARKET VALUE:  Equivalent to FSN-PSC 8 (Step 1: 1,941,063.00 KSH to Step 13: 3,299,811.00 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:

9.  STATEMENT OF DUTIES: (See Below)

10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and 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 Travel Assistants serve in the Executive Office (EXO) located in USAID/Kenya (which includes Somalia Mission staff) providing the full range of travel services to all categories of Mission employees (i.e., U.S. Direct Hires (USDH), U.S. Personal Services Contractor (USPSC), Foreign Service Nationals (FSN) and support services to official visitors.  The services involve Travel Authorization preparation and review, as well as explaining and disseminating relevant travel guidance and policies (ADS, FAM, FAH, SR, etc.) to Mission employees.  This also includes keeping a log for all eligible employees entitled to request home leave, rest and recuperation, and educational travel.  The Assistants will be responsible for accurately reporting and updating the Mission’s temporary duty (TDY) arrival and departures list.  This responsibility entails tracking and monitoring every TDY visitor in direct support of enhancing safety measures to guarantee the safety for personnel providing field support to the Mission.  The Assistants are responsible for critical ad hoc reports for post management in need of the most up-to-date information to make urgent decisions related to travelers’ safety. 

MAJOR DUTIES AND RESPONSIBILITIES 

Travel Assistance 75%                                                                                                                                         

Accountability and Administrative Assistance 25%   

POSITION ELEMENTS:

        a)     Supervision Received:  Supervised by the Executive Officer or his/her designee.         

         b)    Supervision Exercised:  None. 

         c)    Available Guidelines:  USAID Automated Directive System (ADS), Foreign Affairs Manual (FAM), Federal Travel                  Regulations (FTR), Department of State Standardized Regulations (DSSR), USAID Acquisition Regulation                              (AIDAR), Mission Orders and Notices.      

          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 higher authority.                    Incumbent must use proper judgment and not inadvertently violate any USG travel regulations, policies and                            procedures.       

         e)    Authority to Make Commitments:  Within the scope of the assignment, and within guidelines established by the                  supervisor, the Assistant makes recommendations on a range of travel-related matters.  The Assistant exercises                    independent decision making in advising and counseling employees on routine and complex travel matters, and                      within the limits of delegated authority advises travelers, agents, and airlines on actions USAID and/or the USG                      will or will not take.  The incumbent has no independent authority to commit the USG to the expenditure of                              funds.     

            f)   Nature, Level, and Purpose of Contacts:  All levels of Mission staff including senior management, U.S.                                 Embassy, Foreign Embassy Consular Sections, USAID/Washington and travel management centers.       

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

   EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv 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. 

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  (Please use Internet Explorer to                                                 access this site).     

                 Step 2:             Complete the job application questionnaire at www.myjobsinkenya.com/usaid(Please use                                                Internet Explorer to access this site) 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. Scan and attach all the documents as one attachment                                                 and upload to MyJobsInKenya(Please use Internet Explorer to access this site).

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.  (Please use Internet Explorer to access this site).

Note to Applicants:

1.  Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2.  Submissions will only be accepted through www.myjobsinkenya.com/usaid(Please use Internet Explorer to access this site).  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.

 

 

 

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