USAID Communication and Record Technician at the U.S. Embassy Full Time

Job Title: USAID Communication and Record Technician (Current Mission Employees Only)

Announcement Number: Abuja-2022-097
Location: Abuja
Hiring Agency: Embassy Abuja
Series/Grade: LE – 4005 8
Promotion Potential: LE-8
Work Schedule: Full-time – 40 hours per week

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Employees of Mission – Nigerian Citizens and Permanent Residents only.
• Security Clearance Required: Public Trust – Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after December 2022

Summary

• Incumbent will check outgoing correspondences for proper format, address, clearance, and authorization.
• S/he will follow up on overdue actions by preparing periodic delinquency report for Mission Management and Team Leaders for all unanswered communications letters and other correspondences.
• Incumbent will submit the Mission’s annual Essential Records Inventory and Disposition Plan to Headquarters.
• Supervisory Position: No
• Relocation Expenses Reimbursed: No
• Travel Required: Occasional Travel
• The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

Duties
Records Management/Administrative functions:  40%

• Directs and manages the Records Unit.
• Identifies records that are scheduled for permanent or eventual destruction and/or shipment to USAID/Washington Records Depository.
• Annual Mandatory Records and Personally Identifiable Information (PII) Inventory submission through the Agency’s Information Records Division (IRD) portal.
• Receiving and distributions of courier mail packages for USAID Implementing Partners (IPs).
• Records management training on file keeping procedures and functions with the office Managers/file custodians.
• Monthly updating USAID’s telephone directory.
• Mail room management and overseeing distribution of light mails.
• Coordination and distribution of hard mails to appropriate office.
• Liaise with International courier services on shipments to and from the Mission, tracks shipment of items sent by courier to the Mission, prepare vouchers for payment of services rendered by courier companies and the Nigeria Postal Services (NIPOST).
• Ensures supplies of Daily newspapers and vouchering of same for payment to the Office of Financial Management (OFM)
• Administrative approval on invoices being alternate to Maintenance Supervisor

Warehouse Management/GSO Assistant: 15%

• Supports the control, accountability, and issuance of all Non-Expendables (NXP) and Expendables (XP) property, and other properties stored in the USAID’s warehousing facilities.
• Supports the management of all warehousing facilities and ensures all safety and housekeeping policies and programs are followed.
• Works with the Maintenance Supervisor to identify issues concerning the condition and maintenance of the physical structures and creates appropriate work order requests for Facilities Maintenance and/or purchase requests to ensure all facilities associated with the Property Section program are maintained.
• Act as alternate to Maintenance Supervisor on USAID/Nigeria’s warehouse Management.
• Keeps log of incoming and outgoing warehouse items to assists with the inventory control.
• Tracks ServiceNow requests for storage and retrieval of documents at the warehouse in a professional and satisfactory way.
• Maintains archival files associated with all disposal and sales actions and provides this information to supervisor.

Secured Image and Storage Tracking (ASIST): 15%

• Lead in Mission’s Agency Secured Image and Storage Tracking (ASIST) program.
• Provide training to Mission staff particularly file custodians and office managers on the use of ASIST as a storage facility.

Serves as an incinerator operator for the Mission: 15%

• Identification, sorting and Destruction of non-records/overdue records and clearing of records room of materials whose shelf-life have expired or no longer required.
• Maintaining maximum protection and destruction of documents with Personal Identification Information (PII).
• Ensuring the incinerator is in good working condition and maintenance/repairs management is conducted as at when due.

Inventory Management via the Integrated Logistics Management System (ILMS): 15%

• Maintenance of computerized inventories of non-Expendable supplies in the warehouse including those in the Guest House and Government Furnished Equipment (GFE) – IT items in the Integrated Logistics Management System (ILMS).
• Keeps log of incoming and outgoing warehouse items to assists with the inventory control.
• Conducts annual inventory to help ensure that all items are stored properly, no theft has accrued, no safety or fire hazards exist.
• Participate in property disposal sales with State Warehouse
• Ensures all processes and disposal actions are properly documented.
• Ensures items requiring serialized/bar code control are identified and/or labeled, properly and entered into the Integrated Logistics Management System (ILMS).
• Act as alternate to Maintenance Supervisor on USAID’s Inventory Management.

Qualifications and Evaluations
Education Requirements:

•  Minimum of College / University studies in Administration, Records Management or related is required.

Experience:

• Minimum of three (3) years’ experience in Communication and Records or administrative management, inventory and warehouse management is required

Physical Demands:

• The work requested does not involve undue physical demands.

Evaluations:

• Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.

Job Knowledge:

• Detailed knowledge of Communications and Records management, administrative duties, inventory, and warehouse management is required.

Skills & Abilities:

• Demonstrate excellent administrative and customer service skills.
• The job holder must have good administrative and customer service skills.
• He/she must be an efficient Communications and Records management person.
• Must have computer skills and familiarity with windows and Microsoft Office.
• Must be able to interact professionally with sometimes apply diplomacy in handling aggressive customers.
• Must have the ability to work in a multicultural context and be able to work closely with all Mission staff and effectively explain procedures and requirements tactfully while gaining their cooperation and understanding.

Language:

• Good working knowledge (Level III) in writing/reading English is required.
• Fluent (Level IV) in speaking English is required.
• Good working knowledge (Level III) of one local language (Igbo, Hausa, or Yoruba) is required.

Evaluation Factors:

• Knowledge – 15 points
• Skills and Abilities – 10 points
• Language Skills – 5 points
• Interview Performance – 70 points
• Total Possible Points: 100 points

Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.

USAID is an Equal Opportunity Employer:

• All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor.
• Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Other Information:

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at: https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• ‘Offeror Information for Personal Services Contracts with Individuals form (AID 309-2) available at: https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at: http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See: https://www.oge.gov/web/oge.nsf/OGE%20Regulations

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world.
• Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance.
• We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
• For more information about USAID, visit: http://www.usaid.gov

Remuneration
N8,664,538 Annually

Agency Benefits
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance.

Application Closing Date
13th September, 2022.

Click here to download form AID 309-2 (Offeror Information for Personal Services Contracts with Individuals) (PDF)

Important Information

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Eligible Offerors are required to complete and submit the offer form AID 309-2. (Offeror Information for Personal Services Contracts with Individuals); and a current resume that provides the same information as AID 309-2 form.
• Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
• All documentation that supports or addresses the requirements listed above (e.g., certificates of education (degree), NYSC certificate/exemption etc.) MUST be attached to the application. Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.
• A type-written and signed application letter specifically applying for this position and addressing the minimum requirements as advertised.
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the contract may be terminated.

Required Documents:

• Current Resume and AID 309-2 form
• Signed Cover Letter
• Relevant Certificates
• University Transcripts
• List of 3 References

Next Steps:
Selection Process:

• After the closing date for the receipt of applications, applications will initially be screened for conformity with the minimum requirements and a short list of applicants developed.
• Following this initial review and short listing, a Technical Evaluation Committee (TEC) will convene to review applications that meet the minimum requirements and evaluate them in accordance with the evaluation factors (1-3). Applications from candidates which do not meet the minimum requirements will not be evaluated.  As part of the selection process, finalist candidates will be interviewed.  Only shortlisted applicants will be contacted.  No response will be sent to unsuccessful applicants.
• USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
• Applicants are required to provide three (3) reference persons who are not family members or relatives, with working telephones and email contacts. The references must be able to provide substantive information about applicant’s past performance and abilities. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the resume. Note that if an applicant had a previous position with USAID, you must list your previous supervisor as a referee.
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not