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Job Title

Management Clerk




Advert Details

Recruiter: USAID Kenya Updated on: 2019-09-30 05:31:21
Contract Permanent
Location: Nairobi Available: Immediately
Category: Management Clerk Offer: FSN-PSC 05 (Step 1 1,104,062 KSH to Step 13 1,876,910 KSH per annum)



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.

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.


a)  Education:  Completion of secondary school is required

b)  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.

c)  Post Entry Training:  A candidate new to USAID will be provided familiarization training on USAID operations, and on specific regulations and procedures such as use and basic maintenance of digital presses, multifunctional machines, shredders and large format printers, GLAAS requestor and other related training.  

d)  Language Proficiency Level III English ability and Level III Kiswahili ability are required

e)  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

f)   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.



Job Specification


1.  SOLICITATION NO.: 19-111

2ISSUANCE DATE:  August 28, 2019

3.  CLOSING DATE/TIME FOR RECEIPT OF OFFERS: September 12, 2019 (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 1,104,062 KSH to Step 13 1,876,910 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:


 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.


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.





Performs other related duties commensurate with the requirements of the Communications and Records Section and related printing production services.


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 Records and Correspondence (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 Communications & Records Assistant has no authority to commit the USG to the expenditure of funds.

E.  Authority to Make Commitments: The Records and Correspondence (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.

 GTime Expected to Reach Full Performance Level: One year.


 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.

 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  (Please use Internet Explorer to access this                                 site).

Step 2:             Complete the job application questionnaire at (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.


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 as stated above.

 2.  Submissions will only be accepted through (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.




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