Receptionist/Telephone Operator US EMBASSY

The Centers for Disease Control and Prevention (CDC) in Nairobi has an opening for the position of Receptionist/Telephone Operator.

The closing date of this position is June 15, 2012.

Minimum Requirements

NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item. ◊ Completion of high school is required. College certificate in Front Office Management/Secretarial Services or Business Management also required. ◊ One year experience in Front Office administrative duties is required. ◊ Level IV (Fluent) English ability and Level IV (Fluent) Kiswahili ability are required. Other Criteria à Must have standard knowledge of office technologies such as PABX, copiers, computers, fax, and scanners. à Must possess standard skills in a word processing and spreadsheet program.

Job Specification

BASIC FUNCTION OF POSITION


The incumbent reports to the CDC Office Manager in Nairobi, with primary responsibility for serving as the receptionist and telephone operator including assistance with visitor orientation. Performs a variety of routine administrative support functions, such as mail sorting and distribution including word processing and data entry.


MAJOR DUTIES AND RESPONSIBILITIES % OF TIME

Receptionist/Operator: Serves as the receptionist and Telephone operator for CDC Kenya in Nairobi. Provides information to visitors and informs staff of visitors waiting. Questions and screens visitors to direct them appropriately or to take messages. Answers incoming calls, greeting callers, providing information, transferring calls and/or taking messages as necessary. Relays and routes written and verbal messages. (70%)
Administration Support: Bundles, labels, and routes outgoing sorted mail to designated areas depending on destinations and according to established CDC procedures and deadlines. He/she picks up and distributes incoming mail; opens and routes office mail. (20%)
Date Entry: Serves as a data entry clerk for studies. Enters data from forms into databases or quality assures data entered by others. (10%)



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.

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).

When applying for this position, kindly email us with the additional documents as specifically required for the position (e.g. licenses, certificates, diplomas, degrees) to nairobidocs@state.gov. Kindly set the subject of the email in the following format: Job ref/Job title/Your Full Name/ID

DISCLAIMER: The US Diplomatic Mission to Kenya uses My Jobs in Kenya, a commercial Internet recruitment site, to advertise all of its positions, and to provide an online facility for submitting applications.

http://americanembassy.myjobsinkenya.com/