The US Mission in Senegal is hiring 01 Supervisory Administrative Management Specialist « Internal Candidates Only »
Entreprise/Structure: The US Mission in Senegal
Ville, Pays: Sénégal
Niveau d’études minimum réquis: Bac + 3
Expériences professionnelles demandées: 5 ans
Date limite de dépôt de dossier: 07-08-2017
Email de réception des candidatures : Non précisé
Détails de l’offre:
SUBJECT: JOB VACANCY ANNOUNCEMENT – FSN/2017/02
CLOSING DATE: August 7, 2017
TO: Internal Candidates Only
JOB TITLE: SUPERVISORY ADMINISTRATIVE MANAGEMENT SPECIALIST – FSN-105
WORK HOURS: Full time position – 40 hours/week
GRADE: FSN-11/with the possibility of hiring the employee at a trainee level
Note: Due to the number of applications we receive, only applicants who have been short listed will be contacted by USAID.
A– BASIC FUNCTION OF POSITION
This position is located within the Regional Executive Office (REXO), USAID/Senegal. The purpose of this position is to serve as Supervisory Management Specialist (SMS) to the Regional Supervisory Executive Officer (RS/EXO) and Regional USDH Deputy Executive Officer. The SMS is supervised directly by the USDH RS/EXO. S/He is responsible for ensuring the timely provision of high quality administrative and logistical support services to USAID/Senegal Regional
The Supervisory Management Specialist has major supervisory and leadership responsibility for the Information Resource Management and Procurement sections of the EXO office. In the absence of the RS/EXO and Regional USDH Deputy Executive Officer, the Supervisory Management Specialist oversees the entire EXO operation and serves as a primary advisor to the Mission Director and Deputy Mission Directors on all administrative and management matters. S/He is responsible for policy formulation, implementation, data collection and analysis, consultation, monitoring and advisory functions of a wide range and complex nature.
The Supervisory Management Specialist is an integral member of the USAID/Senegal Management Team. S/He is tasked with special assignments and reports related to the functions of any Executive Office; serves as business advisor and functions as a senior Foreign Service National (FSN) expert on administrative and management matters.
The Supervisory Management Specialist supports the bilateral and regional programs and other offices on an as needed basis. Travel may be required in support of regional operations (Sahel Regional Office, Niger, Mauritania, Burkina Faso, and Chad).
B- MAJOR DUTIES AND RESPONSIBILITIES
Works with RS/EXO in establishing direction, aligning the Information Resource Management and Procurement staff, motivating and inspiring them. Is responsible for ensuring that work assigned to the Information Resource Management and Procurement staff by incumbent or the RS/EXO is carried out by coordinating and supporting the efforts of the employees. In this working environment, coordinates the assessment of team success in meeting Agency, Mission as well as Office goals and values, through coaching, facilitating, training and advising. Installs better work habits such as teamwork, productive performance, customer focus etc. Makes sure team interaction is continuously present and roles defined. Facilitates team activities and consensus building, and assesses team weaknesses and strengths. Intercedes with RS/EXO and Regional USDH Deputy Executive Officer on behalf of the Information Resource Management and Procurement staff members, if necessary.
The Incumbent has primary responsibility for planning, budgeting, organizing, controlling and problem solving. S/he is the first line supervisor of the Information Resource Management and Procurement staff. With these units, the incumbent plans, assigns and reviews work, negotiates their work objectives, provides feedback on performance, writes their evaluation, discusses performance measures, identifies training needs of employees, makes nominations for awards, and effects disciplinary measures, in consultation with the RS/EXO. The incumbent is pivotal in the selection of staff members; approves leave, and timesheets.
The Incumbent coordinates with Washington on all USAID/Senegal EXO matters in the absence or under the direction of the RS/EXO and Regional USDH Deputy Executive Officer. Also under the direction of the RS/EXO is key in negotiations for a variety of services for USAID outside of ICASS – this would include, but not limited to, rental of temporary housing, conference or training rooms, catering events, rental of vehicles in support of a surge requests, etc.
1.Technical and Special Projects 25%
Provides effective management and supervision to the Information Resource Management and Procurement sections.
Initiates or drafts Mission policies related to the functions of an Executive Office ensuring adherence to internal control procedures and regulations.
Is assigned technical and special projects such as drafting/preparing an action plan for the Mission Control Review Committee (MCRC), follow up on Pipeline Obligation and Procurement (POP) reviews, development of annual budget, procurement and Information Technology plans as directed by the RS/EXO.
Jointly develops the annual resource requirements and staffing needs; the reinforcement of internal control procedures and policies for administrative operations.
2.Management functions 75%
a. The Supervisory Management Specialist has primary supervisory responsibility over the following functions:
1.Procurement: Coordinates administrative procurement activities with individuals who are responsible for the acquisition of goods and services for the Mission; conducts contracts negotiation and keeps Mission abreast of new developments. Reviews USAID Senegal data for accuracy and compliance with established guidelines. Coordinates GLAAS activities – Plays Regional Site Administrator, Subject Matter Expert (SME) and GLAAS main Point of Contact (POC) roles.
2.Personal Property: Manages Information Technology equipment and overall NXP reporting requirements to AIDW. Oversights ICASS NXP internal controls and quality assurance of USAID-own properties;
3.Facilities Management: ICASS quality assurance;
4.Motor vehicle operations: USAID/W reporting requirements, resource requirements and ICASS quality assurance;
5.Information Resource Management: Design, installation and maintenance of information technology infrastructure (ITI); IT systems administration; technical support to users, computer training, and software support; applications design and development; and communication and records management.
b. Plays a major role in planning, budgeting and management analysis:
Development of Operating Expenses budget in collaboration with the RS/EXO, the Regional USDH Deputy Executive Officer and the Controller; subsequent monitoring of expenditures and other resources. Coordinates quarterly 1311 Reviews with FM.
c. Administrative approval of vouchers and other administrative requests:
Participates in the continuous evaluation of the Mission activities to ensure appropriate and efficient use of USG resources. Has authority to sign contract actions processed by use of the Government-wide Purchase Card for purchases not exceeding $3,000 per transaction and $10,000 per month, to approve payment vouchers, personnel time and attendance reports, leave requests and other administrative requests.
d. ICASS administration – Service Monitoring and Evaluation:
Serves as an active member of the post ICASS Budget Committee, and support the USAID ICASS representative on the post ICASS Council, in that capacity conducts periodic analyses of ICASS services. Liaises with State/ICASS service providers to ensure effective and timely provision of administrative support services, including motor pool, residential maintenance and leasing, office building support, property management and other ICASS-supported services.
Participates in the discussion of issues, requests revision of invoices when needed and coordinates any action related to effectiveness of services.
Develops, interprets and insures implementation of internal administrative management policies, regulations and procedures for delivery of management services in the Mission.
Maintains and revises ICASS workload counts for the services received by USAID Senegal and other Missions in the region supported by USAID Senegal (Mauritania, Chad, Niger, and Burkina Faso). Reviews all ICASS invoices for correctness; liaises with State/ICASS to assure charges are correct for services received. Participates with other agencies in carrying out joint policies and operations. Analyzes Mission management requirements, and develop administrative budgets.
e. Support Implementing Partners:
Advises and assists Implementing Partners (IP) in processing customs clearances, and provides guidance on administrative management and personnel administration. Interprets agreement support requirements and applicability in-country.
f. Support Satellite offices within Senegal:
Provides office support, security, and administrative procedures including, but not limited to office space and utilities management.
C- QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
a. Education: Bachelor’s degree or equivalent in Public or Business Administration, Liberal Arts or other related fields with emphasis in general business management or in Information Management required.
b. Prior Work Experience: A minimum of 5 years of progressively responsible demonstrated administrative experience.
c. Post Entry Training: PFA, PDM, COR/AOR are required.
d. Language Proficiency: Incumbent must be fluent in English and French (level IV). Good working knowledge in Wolof language is highly desirable.
e. Job Knowledge: Knowledge of management principles, techniques, and practices preferred. Must have a good knowledge of, or the potential to acquire knowledge of, USAID policies, regulations, methodologies, and documentation. Must have knowledge of generally accepted business management principles and have an understanding of Senegalese Government laws, regulations (taxation and procurement), and local business practices. Knowledge on management of Information Technology and Communication systems is desirable.
f. Skills and Abilities: The Incumbent must possess adequate skills which demonstrate a keen interpersonal ability and have proven leadership, supervisory and administrative management ability; Must have strong intellectual and conceptual skills needed to accomplish EXO goals; Strong management skills are required to develop and implement administrative activities involving technical assistance and training; Supervisory skills are required to monitor and evaluate the performance of multi-disciplinary teams of support personnel; Must be able to obtain, analyze and evaluate data of complex nature to prepare factual and analytical reports as required; Must have strong communication and information management skills; Must have the ability to effectively, and often independently, advocate EXO management and policy positions with Mission senior management and other USAID employees.
D- POSITION ELEMENTS
1.Supervision Received: Works under the supervision of the Mission Regional Supervisory Executive Officer, who sets objectives of a broad nature; incumbent handles all work independently according to policies or accepted practice and resolves problems which arise in the Management Office by determining approaches to be taken and methods to be used. Supervisor’s review when necessary is limited to adherence to broad policy or procedure. The majority of assignments accrue from the normal flow of office functions.
2.Supervision Exercised: Is the first line supervisor of the IT Systems Manager and the Administrative Management Assistant. Has second level supervision authority over 7 other FSN staff of the Procurement and Information Resources Management sections.
3.Available Guidelines: Various statutes and regulations are contained in USG Foreign Services and USAID specific ADS or Manuals; Mission orders; in-house workflow processes and control; and general directives from the Regional Supervisory Executive Officer and Regional USDH Deputy Executive Officer.
4.Exercise of Judgment: The Supervisory Management Specialist is expected to use a high degree of independent judgment in the performance of his/her responsibilities. Creativity, flexibility, and persuasiveness are strongly encouraged to maximize the impact of the USAID administrative decisions and actions. The work involves attention to a wide variety of details simultaneously, and the incumbent must be innovative and resourceful to get the job done and achieve results at the same time assuring compliance USAID regulations and statutory provisions.
5.Authority to Make Commitments: Incumbent has full authority within the Administrative area with the exception of signatory or verbal authority involving commitment of US funds or major Mission policy issues; authority to negotiate terms of service contracts, including costs, subject only to the final concurrence of the supervisor, and funds availability. Approves procurement requests under $500 and petty cash procurements. Has authority to sign contract actions processed by use of the Government-wide Purchase Card for purchases not exceeding $3,000 per transaction and $10,000 per month.
6.Nature, Level and Purpose of Contacts: High level contacts with Senegal Customs, Police, Immigration, tax officials to discuss issues within their custody in order to facilitate USAID operations in Senegal. Works on Contracts with senior officers as well as other employees of the Mission, with USAID/W, other Missions, other Agencies (Embassy, PD, Peace Corps etc.), and private companies and prominent business people.
7.Time Required to Reach Full Performance Level: One year.
HOW TO APPLY: Interested applicants MUST submit a complete application package which includes:
•A cover letter
•An a-302-3 form (form can be found on this web site: http://usaid.gov/senegal under “doing business with USAID – Job Opportunities – Application form”)
•A detailed resume plus 3 to 5 references
•Copies of relevant degrees
Incomplete applications will be rejected.
All the above mentioned documents are REQUIRED and must be prepared in English. The documents should be addressed by email to the attention of Human Resources Specialist at firstname.lastname@example.org.
Email subject: JOB ANNOUNCEMENT FSN/2017/02 – SUPERVISORY ADMINISTRATIVE MANAGEMENT SPECIALIST
DEADLINE TO APPLY: August 7, 2017
EQUAL EMPLOYMENT OPPORTUNITY (EEO): The US Mission in Senegal 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. USAID/Senegal 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
Comment postuler: https://sn.usembassy.gov/fr/embassy-fr/dakar-fr/jobs-fr/