Administrative Management Assistant (Facility Manager Assistant) – Nairobi – U.S. Embassy

Job Title: Administrative Management Assistant (Facility Manager Assistant) – Nairobi – U.S. Embassy

Vacancy Details

Position: Administrative Management Assistant (Facility Manager Assistant)
Company: U.S. Embassy Nairobi
Location: Nairobi, Kenya
Type of Job: Full-time
Reporting to: Senior Facility Manager
Application Deadline: October 30, 2024
Announcement Number: Nairobi-2024-0113A

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Introduction

Are you a detail-oriented Administrative Management Assistant with a passion for facilities management? Join the U.S. Embassy Nairobi team as a Facility Manager Assistant where you’ll play a vital role in maintaining, managing, and overseeing construction and maintenance projects across government-owned and leased properties in Nairobi. This role offers an excellent opportunity to advance your career in facility management while contributing to the seamless operations of an esteemed international institution.

At the U.S. Embassy, we prioritize professional development, a collaborative work environment, and opportunities for growth. This role is designed for on-site work, ensuring that you are fully engaged in facility management operations alongside a talented team.

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Key Responsibilities

As the Facility Manager Assistant, you will:

• Conduct regular inspections of construction projects, ensuring adherence to local building codes and safety regulations.
• Serve as a Contracting Officer Representative (COR), overseeing construction and maintenance contracts for the Facility Management Office (FAC).
• Assist the Senior Facility Manager in managing locally employed staff and American escorts, ensuring adherence to standards.
• Manage work orders, procurement requests, and provide technical and organizational guidance during time-sensitive projects.
• Support performance management, conduct staff reviews, and participate in hiring processes.

Note: This position requires a Public Trust Security Clearance and proficiency in the Microsoft Office Suite and DOS proprietary software such as ILMS, Ariba, MyServices, and GMMS.

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Qualifications and Skills

To be considered for this role, you must meet the following requirements:

Requirements

• Education: Completion of High School and two years of college studies.
• Experience: Minimum of 2 years in facility management, maintenance operations, construction, or real estate property management, including managing multidisciplinary personnel.
• Knowledge: Familiarity with construction principles, drawings, and international building codes.
• Skills: Advanced skills in project management, scheduling, customer service, and written communication.
• Technical Abilities: Proficiency with Microsoft Office Suite and DOS proprietary software (ILMS, Ariba, MyServices, GMMS).
• Language: Fluent in English (Level IV – Reading, Speaking, and Writing).
• Driver’s License: A valid Kenyan driver’s license.

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Company Culture and Values

The U.S. Embassy Nairobi values diversity, professional integrity, and service excellence. We are committed to equal employment opportunities for all qualified applicants, regardless of background. Our team takes pride in promoting inclusivity, innovation, and transparency in all aspects of work. The Embassy fosters an environment that encourages professional growth, collaboration, and a commitment to community welfare.

Equal Opportunity Statement:
We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.

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Expert Tips to Be a Successful Applicant for the Administrative Management Assistant Role

With 30 years of recruiting experience, here are my expert tips to help you stand out and craft a competitive application:

1. Customize Your Resume for the Role
   Highlight facility management experience and emphasize skills in project management and maintenance operations. Use action-oriented language like “managed,” “coordinated,” and “oversaw.”
2. Include Relevant Keywords
   ATS systems favor specific terms such as facility management, project oversight, and construction principles. Ensure your resume naturally includes these keywords.
3. Detail Relevant Experience
   Be specific about past roles where you managed construction or maintenance projects. Example: “Oversaw a team of 10 in executing government contract projects, ensuring adherence to building codes and safety requirements.”
4. Mention Technical Proficiencies
   If you have experience with ILMS, Ariba, or GMMS, list these as they are essential for this role. Highlight any Microsoft Office expertise, especially if it applies to facility management documentation.
5. Showcase Customer Service Experience
   Demonstrate situations where you’ve applied customer service skills. For example, “Implemented work order tracking system improvements, increasing response times for internal maintenance requests by 30%.”
6. Emphasize Team Collaboration Skills
   Highlight your ability to work within teams. Example: “Collaborated with diverse project teams and coordinated with contractors to ensure project timelines and quality standards.”
7. Use Quantifiable Achievements
   Metrics like “completed 15+ facility inspections monthly” or “achieved 100% safety compliance” demonstrate reliability and commitment to quality.
8. Include Your Professional Certifications
   If you have certifications related to construction management, safety compliance, or property management, list these prominently.
9. Perfect Your Cover Letter
   Use the cover letter to introduce yourself, mentioning why facility management at the U.S. Embassy aligns with your career goals. Tailor the letter to the specific responsibilities and skills required.
10. Prepare for ATS Compatibility
    Avoid graphics in your resume and keep the format simple. Focus on clear headings, bullet points, and a logical flow to pass through ATS systems.

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Apply Now for Administrative Management Assistant

If you’re excited to take on a challenging role with the U.S. Embassy Nairobi, we encourage you to apply. To submit your application:

• Visit: U.S. Embassy Nairobi Application Portal. OR Click the Apply For Job button below
• Ensure all required documents are attached, including transcripts, diplomas, and licenses.
• Applications will only be considered if submitted by October 30, 2024.

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Required Documents for Application

1. Copy of Orders/Assignment Notification (or equivalent)
2. College transcripts
3. High School Diploma
4. Certificate or License (if applicable)
5. DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
6. SF-50 (if applicable)
7. Driver’s license
8. Passport

• TELEGRAM CHANNEL

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Additional Information

• Security Clearance: This position requires a Public Trust Security Clearance.
• Work Location: Nairobi, Kenya (on-site)
• Employment Type: Full-time, Permanent

For any inquiries, please contact our HR section at NairobiRecruitment@state.gov.

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