Dorcas Ndori

Recruitment:

• Obtain Technical/Support Office Director’s approval to initiate a recruitment process after receiving a fully classified Position Description and verifying that the required approvals and paperwork are in order.
• Draft and advertise vacancy announcements (solicitations) for Personal Services Contract (PSC) job opportunities through the agreed/appropriate channels.
• Work closely with the Documentation, Outreach and Communication Team to publicize solicitations on the two Missions’ social media platforms.
• Receive and screen job applications using set evaluation criteria.
• Coordinate the evaluation process with the appropriate TEC serving as the HR representative on these TEC panels.
• Coordinate and manage the entire recruitment process – scheduling interviews, communicating with the applicants and candidates, scheduling meeting rooms and relevant IT equipment for tests and interviews, proctoring technical assessments, processing reference checks, and sending regret letters to unsuccessful candidates.
• Onboarding: supporting workspace setup and asset allocation for new employees and consultants;
• Provide weekly recruitment updates to Office Chiefs and recruitment reporting to the Mission Director’s Office and Executive Office (as requested) as well as maintaining various Recruitment documentations and trackers.
• Initiate personnel actions using the Overseas Personnel System (OPS) for the recruitment portfolio as required.
• Compile HR data relating to the recruitment/selection portfolio for the annual Local Compensation Plan Questionnaire (LCPQ).

Benefits (Medical Insurance, Life Assurance and Pension) Administration:

• Responsible for the administration staff benefits (Medical, Pension, Life Insurance). Support the administration of the medical and life insurance schemes to enroll new members and prepare contract modifications for payroll action to recover premium payments.
• Prepare personnel actions (JF62), budget estimates and contract modifications (SF30) for additions and removal of employees and/or their dependents.
• Point of contact between the Missions, the Insurance company and State Human Resources team - Distribute all medical correspondence received from the insurance company to employees.
• Support the administration of the pension scheme by processing paperwork to enroll new employees into the scheme when they join employment and to remove employees who exit employment with the U.S Government from the scheme.
• Ensure action for the Pension Additional Voluntary Season (PAVC) is completed and cable sent to Charleston for processing.
• Ensures that the dependents list, is kept up to date.

General HR Administration:

• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards in the Agency Secure Image and Storage Tracking System (ASIST), HR PDrive, Google Docs and Personnel files as required.
• Backstops the other HR Assistants in the preparation of various personnel actions as delegated.

• Provide day to day administrative support to the Executive Office team to ensure smooth functioning of the support offices.
• Provide day to day administrative, logistics and procurement support to the Executive Office support teams ensuring efficient operations through effective coordination, documentation and communication.
• Responsible for administrative management of the medical and pension scheme and complete appropriate records management of all relevant HR information.
• Order and maintain supplies for the Office.
• Provide full range of all HR Support services - tracking all incoming and outgoing requests for HR and follow up to completion.
• Draft and type all routine form letters, memos, Visa Application, notices, announcements and other official documents.
• Ensure that all the EXO/HR office equipment is in working order and contact the relevant office to ensure repair or replacement when necessary.
• Prepare Requisitions for various procurement needs for HR Office and liaise with Procurement office to ensure they are procured and delivered.
• Support technical teams with preparation for workshops, events, meetings, and trips (flights, conference & accommodation bookings) & procurement of promotional materials for the workshops.
• Ensure proper travel documentation and safety protocols are followed.

• Coordinate logistics for regional workshops including venue selection for team retreats and all office group activities.

• Provide administrative and secretarial services including distribution of internal and external official documents/correspondence.
• Prepare DA1 forms (Duty Exemption) and timely forwarding to the Ministry of Finance for processing and follow up on status.
• Train Implementing Partners (those who handle the DA1 forms and new ones) on procedures of filing the forms and the processes involved.
• Maintain records of contracts, leases, insurance, and office service providers.

• Complete and submit annual applications for business permit renewals, ensuring compliance with respective country regulations.
• Contribute to the annual planning and budgeting process for the region and country administrative expenses.
• Responsible for office administration costs management and payments;

• Assisting Financial Analysts with Time & Attendance

submission and assisting with issues regarding the same and ensuring timely submission.

• Responsible for all routine office tasks i.e.

photocopying, telephoning, setting appointments with other offices without and within USAID, scanning and making transport arrangements to various meetings through ILMS for RFMS staff.

• Develop, maintain and update (monthly) database for

all on going and planned risk assessments, audits and capacity building initiatives managed by RFMS.

• Keep custody of audit records and ensuring that all

the files are upto date and assist the Financial Analysts to follow up on audits and audit recommendations.

• Prepared Travel Requests and distributed the

required documentation i.e. e-cables, clearances, travel vouchers, travel requests (e2), flight and hotel reservations, etc.

• Assisting TDYers settle in and setting up workstations.

• Responsible for planning and delivery of customer support services, including installation, configuration, troubleshooting, customer assistance, and/or training, in response to customer requirements.
• Responsible for the management of the ISD Help Desk, receives and records help desk calls concerning IT equipment and software problems and refers such calls to respective ISD Technical staff qualified to solve specific problems, respond to email and phone.
• Supported data entry and analysis efforts, contributing to informed decision-making processes.
• Developed training materials for new hires, fostering a smooth onboarding experience.
• Help track tickets remaining open for a long time and follow up for closure with the ISD Helpdesk system and the technical staff who has acted on the ticket.
• Prepared and charted data and metrics for detailed status reports.
• Fostered strong relationships with clients by providing exceptional customer service during interactions both in-person and via phone or email correspondence.
• Ensure that USAID/KEA users adhere to the laid down procedures on reservation, utilization and prompt return of laptops.
• Ensure that laptops are in working condition when checked out by users and are properly configured with the up-to-date software.
• Install any additional programs required by specific users, configure new laptops and install new software as required.
• Rectify any problems reported by laptop users and refers major problems to the ISD professional staff or to the ISD Electronic Technician.
• Check the laptops for software viruses and runs the appropriate disinfectant to clear the viruses if found.
• Prepare laptop-issuing form for each staff to sign and scans and files the electronic copy to the issuing ticket in ServiceNow.
• Participate in searching, obtaining, and providing necessary information or documents as required.
• Responsible for the transmitting and reminders of wild card messages and CIO notices to the entire USAID KEA Complex as approved by EXO.
• Manage the ISD system documentation library ensuring that all documents are filled in the appropriate directories.
• Assist in generating a turn-in document for the purpose of returning obsolete hardware/software to the warehouse in addition to making requisition for new computer hardware and software.
• Carry out administrative duties including photocopying and motor pool arrangement for the ISD staff.
• Primary POC for putting in GLAAS action for procurement liaising with the procurement office and the Finance office in putting in procurement requests of items that ISD office procure every year; follows the GLAAS actions to the end making any amendments to the request and deobligates remaining funds in the procurement request if any is unutilized by vendors.

• Efficiently managed the docket of the COP by providing confidential and executive administrative and secretarial support that ensured specific tasks are carried through to completion, follow-ups made and information is disseminated to both internal senior management meetings and beyond, and external stakeholders accordingly.
• Ensured close link between the COP and the entire senior leadership and program team members to support the day-to-day operations and administrative management of the programs activities.
• Maintained the COP's calendar, planned and scheduled all program related internal and external meetings, events, teleconferences and travel. Set up bi-weekly SMT meetings and monthly all staff meetings, drafting and consulting over the agenda and sharing out in advance to the relevant teams.
• Accurate minute taking at these meetings, sharing, and ensuring follow-up of action points, documenting and filing of the same.
• Coordinated all support within the programs by working closely with amongst others the finance, administration, operations and programs departments. This included supporting general operations processes like reviewing budgets for the units, participating in bids analysis as well as supporting key HR roles such as shortlisting of interviewees and taking part in the interview processes.
• Supported technical project result areas, work plan implementation, and scheduled technical reporting through regular interaction with the technical teams and follow-up to delivery.
• Facilitated efficient flow of daily tasks within teams that included, but not limited to: screening calls, making travel arrangements, meeting and event arrangements planning, guest relations and department liaison. This involves working closely with the regional offices that support all the activities in the 47 counties in the country.
• Management of logistics for the program's high-level VIP meetings, workshops, conferences and trainings. This included but not limited to making travel and hotel/ conference bookings, sending invitations, making confirmation follow-ups and attending to any queries pertaining to the program.
• Managed the unit's expatriate team that included the Deputy Chief of Party to settle in, process necessary documents and settle in the country accordingly. As well, supported the process of separation from the program.
• First point of contact for the CO P's office and in her absence, responded to both emails and phone queries, direct callers and visitors to appropriate contacts.
• Received and distributed physical mails received through the unit and follow-up for action both on phone and email.
• Facilitated efficient flow of daily tasks within team offices including, but not limited to: screening calls, managing calendars, making travel, meeting and event arrangements, guest relations and department liaison. This involves working closely with the regional offices that support all the activities in the 47 counties in the country.
• Maintained and updated the contacts in the electronic database and manual filing systems.
• Supervised maintenance of directorate's office assets and equipment while tallying the asset tagging inventor y with the relevant offices such as procurement.
• Ensured the unit's documents are well captured and filed in the system, with ease of tracking and retrieval. These documents are filed electronically as PDFs and digital images of paper- based content, ensuring adequate security and access control.
• For purposes of audits, was the custodian of this unit's storage system.
• Filing of unit's imprest requests, expense reports and e-filing as well as physical filing of all relevant travel documents.
• Supported technical project result areas, work plan implementation, and schedule technical reporting through regular interaction with the technical teams and follow-up with teams to ensure tasks are completed.

• Provided temporary Secretarial duties in the absence of Administration Assistant/ Secretary – RLA Office.
• Organizing filing system and clerical work.
• Offered administrative duties and in charge of the control room during the Twenty Fourth session of UNEP Governing Council/Global Ministerial Environment Forum for the American Embassy Delegation.
• Offered administrative duties during the East Africa Region Agribusiness Trade and Investment Mission– US Embassy, Nairobi.
• Provided administrative services in the Somalia Office of USAID, ISD, OFDA and Front Office in the absence of the Administrative Assistants.

• Focal person for the South Sudan Field staff.
• Provided administrative and financial support to the Food Security Projects in South Sudan.
• Managed incoming and outgoing mail.
• Prepared correspondences, reports and official documents acceptable standards quality and accuracy.
• Providing backup for Information Technology services and equipment maintenance in coordination with the Information Technology Officer.
• Developed and maintained an effective documentation and retrieval system for the Food Security project.
• Organized appointments, meetings, seminars and workshops for staff, donors and other agencies in Nairobi, Kampala and South Sudan.
• Maintained and updated the Food Security calendar of activities.
• Maintained the project assets inventory in Kenya, Uganda and South Sudan.
• Carried out commodity tracking duties in Mombasa, Koboko and making sure that the food for peace is delivered to the needy in South Sudan.

• Focal person for the South Sudan Field staff
• Handling Petty cash
• Local seeds and tools procurement
• Communication to field staff through radio
• Supervising junior staff
• Typing and dispatching reports and correspondences appropriately.
• Organise workshops both in Nairobi and field levels.
• Make sure that all office equipments are in order.
• Ensuring that all bills are paid on time
• In charge of office inventory both in Nairobi office and Field office.
• Organise travel plans for both staff and donors.