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

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

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Position: Administrative Management Assistant (Facility Manager Assistant)
Company: U.S. Embassy in Nairobi
Location: Nairobi, Kenya
Type of Job: Full-time (40 hours per week)
Reporting to: Senior Facility Manager
Application Deadline: 11/11/2024

Job Overview:
The U.S. Embassy in Nairobi is seeking a qualified Administrative Management Assistant (Facility Manager Assistant) to support our Facility Management Office (FAC). This position plays a crucial role in managing and inspecting construction and maintenance projects within government-owned and leased properties, providing essential support for operations within the Embassy facilities. The selected candidate will assist with administrative and supervisory duties, including performance management, contract oversight, and adherence to safety codes. This is an onsite, full-time position in Nairobi, Kenya.

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Key Responsibilities

As an Administrative Management Assistant (Facility Manager Assistant), you will:

• Inspect Construction Projects: Perform detailed inspections of ongoing construction and maintenance projects, ensuring compliance with the U.S. Embassy’s standards, local building codes, and safety requirements.
• Oversee Facility Management Operations: Assist the Facility Manager in supervising locally employed staff and American escorts, ensuring efficient facility operations and maintenance.
• Contract Management: Serve as a Contracting Officer Representative (COR) on construction and maintenance contracts for the FAC, overseeing and coordinating activities related to these contracts.
• Personnel Management: Support the Facility Manager with performance management, including staff appraisals, hiring, and training for the Facility Management Office.
• Resource Allocation and Procurement: Authorize procurement requests, manage work orders, and coordinate resource allocation for maintenance and construction needs within Embassy facilities.
• Documentation and Reporting: Draft statements of work, staff notices, performance management documents, and other administrative materials as needed.
• Safety and Compliance: Ensure all operations comply with international building codes and safety regulations, creating a safe environment for Embassy staff and visitors.

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Qualifications and Skills

To be considered for the Administrative Management Assistant (Facility Manager Assistant) position, candidates must meet the following qualifications:

1. Educational Requirements:
   • Option 1: Completion of at least two years of college studies.
   • Option 2 (Substitution): High School diploma with five years of relevant experience in facility management, construction, maintenance, or real estate property management.
2. Experience Requirements:
   • Minimum of 2 years of experience in facility management, maintenance operations, construction, or real estate property management, including managing multidisciplinary personnel.
3. Knowledge Requirements:
   • Solid understanding of construction principles, construction drawings, maintenance operations, international building codes, and safety standards.
   • Familiarity with general safety principles relevant to work and living spaces, ensuring compliance with both U.S. and local regulations.
4. Language Requirements:
   • English Proficiency: Fluent in English (Level IV), with advanced reading, writing, and speaking skills.
5. Skills and Abilities:
   • Advanced project management, organizational, and managerial skills.
   • Ability to delegate tasks effectively and provide technical and organizational guidance in time-sensitive situations.
   • Proficiency in the Microsoft Office Suite, including Word, Excel, and Outlook, along with DOS proprietary software (ILMS/Ariba/MyServices/GMMS).
   • Valid Kenyan driver’s license is required.

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Company Culture and Values

The U.S. Embassy in Nairobi is committed to fostering a culture of inclusivity, respect, and dedication. We strive to create a collaborative and supportive environment where employees are empowered to excel and contribute to our mission of promoting diplomacy and cross-cultural understanding. Our team values integrity, accountability, and a commitment to high standards of service. By joining our team, you’ll be part of a dynamic community working together to achieve impactful outcomes.

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Application Process – Apply Now for the Administrative Management Assistant (Facility Manager Assistant) Position

To apply for the Administrative Management Assistant (Facility Manager Assistant) role, please submit your application through the following link Below. Only shortlisted candidates will be contacted. Ensure all required documents are submitted as instructed.

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Required Documents for Application:

• Copy of Orders/Assignment Notification (or equivalent)
• College transcripts or High School diploma
• Valid driver’s license
• DD-214, SF-50, or other supporting documentation for veterans, if applicable
• Any relevant certificates or licenses

Equal Employment Opportunity Statement:
The U.S. Embassy is an equal opportunity employer and is committed to attracting and retaining the best employees from all backgrounds. We do not discriminate based on race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

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Expert Tips to Succeed as an Administrative Management Assistant (Facility Manager Assistant)

1. Highlight Relevant Experience:
Emphasize your experience in facility management or similar roles, with a focus on projects involving construction and maintenance. Describe any specific instances where you successfully managed teams or led projects, demonstrating your organizational skills.

Example Answer: “In my previous role, I oversaw a construction project for a commercial building, managing a team of 10 and ensuring compliance with both local and international building codes.”

2. Demonstrate Knowledge of Safety Standards:
Showcase your knowledge of safety regulations and compliance standards. Employers highly value candidates who prioritize safety and understand the intricacies of building codes and maintenance protocols.

Example Answer: “I regularly reviewed safety protocols with my team, which reduced incident rates by 15% over two years and ensured adherence to both local and international safety standards.”

3. Tailor Your Resume with Keywords:
To bypass the Applicant Tracking System (ATS), include keywords such as “facility management,” “project inspection,” “safety standards,” “contract management,” and “building codes.”

4. Use Quantitative Achievements:
Mention specific metrics to back up your achievements, such as the number of projects managed, percentage improvement in safety compliance, or efficiency gains.

Example Answer: “Managed over 20 facility maintenance projects, resulting in a 25% increase in operational efficiency.”

5. Showcase Leadership Skills:
Illustrate your ability to lead teams, especially in a multicultural environment like an embassy setting. Highlight your experience in supervising, training, or mentoring personnel.

Example Answer: “As a supervisor, I implemented training programs for new staff, which improved team efficiency by 20% and reduced onboarding time.”

6. Prepare for Behavioral Questions:
Expect questions on how you handle tight deadlines, conflicting priorities, and team coordination. Practice answers that showcase your adaptability and quick decision-making.

7. Proficiency in Software Tools:
Prove your familiarity with Microsoft Office and DOS proprietary software like ILMS or Ariba. Mention any specific software you used for project tracking or procurement.

8. Address Your Language Proficiency:
For an international role, emphasize your fluency in English and any additional languages that could benefit cross-functional communication.

Example Answer: “Fluent in English, I effectively communicated with international teams to ensure project timelines were met.”

9. Express Enthusiasm for Diplomatic Service:
Demonstrate an understanding of the diplomatic mission’s importance and express a genuine interest in supporting Embassy functions.

10. Follow Application Instructions Precisely:
Embassy roles often require strict adherence to application protocols. Double-check all required documents and submit them as specified to avoid disqualification.