Basic Function
Responsible for preparing shipping documents for incoming and outgoing US Government shipment, customs clearance and VAT exemption documents, Dept of State cables. Expedites customs and shipping documents, tracks such actions, interfaces with working level Kenyan officials, and contractor, and provides status of shipments to customers. Manages paperwork flow and files of the unit. Reports to the Customs and Shipping Unit Supervisor.
Major Duties and Responsibilities
The incumbent takes actions and prepares documents associated with the shipping and customs clearance and VAT exemptions associated with official U.S. Government shipments as follows: Customs and ShippingPrepares a wide variety of documents necessary for the clearance of incoming and outgoing U.S. Government property and personal household effects and goods of U.S. Government employees. Expedites the clearance for such goods through Kenyan customs, shipping and transportation authorities. Delivers documents to appropriate offices and interfaces with working level officials and agents regarding such actions. Tracks customs clearance actions to ensure prompt clearances to avoid storage fees or deliveries resulting from delayed clearances. Tracks incoming and outgoing shipments, ensuring shipments are properly moving toward the destination offshore or within Kenya. Drafts cables to US Government agency headquarters, other US Embassies and to Dispatch Agents, which provide shipments information regarding arriving and departing employees’ household effects, airfreight and vehicles. Interfaces with working level shipping agents of contracted companies regarding such actions. Keeps customers informed of status of shipments. Documents for which incumbent is responsible to prepare include Government Bills of Lading (GBL), Airway Bills (AWB), and Contractor Work Orders (for pickup and delivery of goods). Forms and correspondence are prepared based on information provided by the Customs and Shipping Supervisor, employees’ travel orders and associated documents, procurement documents and the like. Prepares a wide variety of documents pertaining to the expeditious clearance of both Government Owned Vehicle (GOV) and Personal Owned Vehicle (POV) through local transportation, customs and Shipping Agents. Manages all paper work for registration, sale, transfer documents and licensing of vehicles under mission authority. Directly liaises with all local agencies and ministries to clear vehicle registrations and license requirements. Follows all local and U.S. Government guidelines and policies. Prepares status reports, maintains accurate files and tracks all vehicle registration, licensing requirements. Coordinates with local insurance companies and general services officer to ensure all government owned and private vehicle under mission authority insured according to local requirements. Prepares and processes VAT exemption forms (PRO1A and PRO1B) for purchases by the U.S. Embassy or by VAT exempt employees of the Embassy. Prepares Diplomatic Notes to MFA explaining each VAT exemption request. Tracks VAT exemption requests and informs customers of status. Manages paperwork flow within the Customs and Shipping Unit, to include files maintained on individual employees (travel orders, shipping documents, and customs clearance); Diplomatic Note and VAT exemption files. Expedites in support of approximately 20 ICASS customer agencies. Accompanies incoming and outgoing Embassy personnel and family member on initial and final departure, accompanies visitors who require special assistance (pets, weapons, special equipment and excess baggage) and VIP’s such as Congressional Delegations, Deputy Assistant Secretaries and above.
Selection Process:
WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.
Additional Selection Criteria:
à Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on
their most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.
The U.S. Mission in Nairobi provides equal opportunity and fair and equitable treatment in Employment to all people without regard to race, color, religion, sex, national origin, age, disability, Political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied Equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
DEFINITIONS
1. Eligible Family Member (EFM): An individual related to a U.S. Government employee in one of the following ways: - Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
- Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
- Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
- Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.
2. U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria: - U.S. Citizen; and,
- EFM (see above) at least 18 years old; and,
- Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:
1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an
office of the American Institute in Taiwan; or
2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
3. Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment: · Is a U.S. citizen; and· Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and · Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and · Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan. · Does not receive a Foreign Service or Civil Service annuity 4. Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is: - Not an EFM; and,
- Not on the travel orders of the sponsoring employee; and,
- Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.
A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member. A MOH does not have to be a U.S. Citizen.
5. Not Ordinarily Resident (NOR) – An individual who: - Is not a citizen of the host country; and,
- Does not ordinarily reside (OR, see below) in the host country; and,
- Is not subject to host country employment and tax laws; and,
- Has a U.S. Social Security Number (SSN).
NOR employees are compensated under a GS or FS salary schedule, not under the LCP.
6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who: - Is locally resident; and,
- Has legal, permanent resident status within the host country; and,
- Is subject to host country employment and tax laws.
EFMs without U.S. Social Security Numbers are also OR. All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP). |
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