Records and Correspondence Management Supervisor

USAID/Kenya and East Africa is the largest USAID Mission in the world. The Mission’s Executive Office (EXO) manages a unique and sophisticated management platform encompassing the full suite of management support services. EXO is responsible for service delivery and policy formulation/implementation across nine unique management service areas to include, Records and Correspondence (R&C), Human Resources (HR), Travel, Information Systems Division (ISD/IT), Partner Liaison Security (personnel, physical, and information), Procurement, ICASS management, and other key administrative units. The R&C unit sits beneath USAID/KEA’s Executive Office Logistics Management Team (LMT) and provides the full range of logistics management services supporting two Missions – USAID/Kenya and East Africa (USAID/KEA) and USAID/Somalia with the current client universe for these two Missions consisting of a total of 460 employees. The LMT includes three sub-teams: Procurement, R&C, and Travel. The LMT consists of ten (10) Cooperating Country National (CCN) positions and one (1) U.S. Direct Hire (Deputy Executive Officer). The diverse range of services required to keep the Mission functioning at a high level presents enormous management challenges. Proper systems and controls are essential for smooth functioning as well as for protection of USG resources, both physical and human.

The R&C Supervisor provides day-to-day coordination for the Missions records management program, develops inventories, coordinates the implementation of the Missions’ office filing systems, oversees the disposition activities and leads the Missions’ scheduling and disposition of all electronic records systems and plays a key leadership role in training on electronic records management. The incumbent is responsible for managing and developing the overall Records Management Program at the Missions to include, correspondence management services; print production services including document capture and digitization services; managing service contracts for Mission equipment and other services such as online newspapers, courier services, photography services; and managing and developing USAID Kenya and East Africa and USAID Somalia’s intranet sites. The incumbent supervises the day-to-day management of the Records and Correspondence Unit and its staff.

Records and Information Management 45%

● Records Management: The incumbent is responsible for the USAID Kenya and East Africa Records and Somalia Management Programs serving as the Records Liaison Officer (RLO) for the Missions. S/he provides technical guidance in managing records throughout their lifecycle. This includes advice on retention, retirement, storage and/or destruction of records and files in accordance with USAID/Washington directives and using the Automated Directives System, ADS 500 series. S/he also directs the Records and Information Management Program to meet organizational objectives and ensure staff understand the rules of the program; interprets Agency records and information management policies, drafts Mission policies for the Executive Office approval, provides training and disseminates these policies to the Mission so as to ensure records are properly preserved, maintained, secured and managed throughout their lifecycle. The incumbent will communicate any updates on Records Management policies and work with file custodians to prepare mandatory records management reports for transmission to USAID Washington; manage the offsite records disposition area and provide guidance for the establishment of procedures for the destruction of records and for storage, retirement, or archiving of documents, while also serving as the principal contact person with USAID Washington on Records Management for both Missions.

● Disaster Recovery Essential Records: The incumbent is responsible for the Disaster Recovery (Essential Records) program. S/he coordinates and manages the Essential Records Program at the Mission and ensures compliance with USAID/W regulation by providing guidelines and procedures. S/he is also responsible for ensuring that the Essential Records Program processes are in place, records critical to the continuity of essential USAID activities have been identified and works with ISD/IT to ensure that the essential records are backed up and will be accessible in the event of an emergency.

● Annual Records and PII Holding Inventory: The incumbent is responsible for ensuring that the Annual Records and PII Holdings Inventory is submitted by each office in both USAID Kenya and East Africa and USAID Somalia Missions. S/he trains administrative assistants and office directors on completing the inventory and approving the inventory on the online system and communicates submission deadlines, consolidates and approves annual submissions as the Records Liaison Officer at the Mission.

● Agency Secure Image and Storage Tracking System (ASIST) and Electronic Records: The incumbent provides direction and guidance on managing electronic records at the Mission; is responsible for providing training on the use of ASIST and other systems such as network shared drives and google drive to manage records. S/he also establishes Records and Information Management program methodologies for the management of information assets in electronic and digital formats. Works with Mission staff, IT and the Information Resources Division in Washington to develop best practices and procedures in managing electronic information repositories. Provides direction to achieve successful operation of the Mission-wide Records and Information Management program working with offices to scan and migrate paper records to ASIST and other electronic repositories, assists in setting up accounts in ASIST and works with offices in setting up standard operating procedures and business processes for information resources for the Mission. Ensures the scheduling and disposition of all electronic records systems or electronic records.

● Assessments and Reports: The incumbent accesses the missing records report from ASIST and works with offices to ensure that records are uploaded into ASIST. S/he provides periodic reports to management on the status of ASIST missing records that need action from mission staff. The incumbent is also required to assess the electronic records repositories and provide reports to management. S/he works with file custodians and mission staff to ensure that records are managed as per established agency and mission records management rules. S/he will need to work with the Executive Officer to ensure that the reports are disseminated to office chiefs and acted upon by each office.

Leadership and Management of the R&C Unit Services 35%

● Supervision: The R&C Management Supervisor is responsible for the management of the R&C Unit staff in the execution and implementation of the Mission Records Management Program and provision of service functions. S/he will assign and review work, collaboratively create work objectives, provide feedback on performance management, discuss performance measures and identify training and development opportunities for his/her direct reports. Further, s/he will establish continuous quality and improvement standards of services within the unit, while providing leadership and interpretation of policy guidance within C&R services.

● Mail Management and Photography Services: The incumbent is responsible for managing courier service contracts for the Missions local and international shipments. Works with the C&R Clerks to monitor and disseminate public email correspondences to the appropriate offices for action. S/he ensures that appropriate tools, equipment and procedures are in place for photography services; researches the various requirements for photos, specifications for passports, visas and work permits. Responsible for ensuring appropriate training of staff to keep them current on essential practices in photography.

● State Messaging Archive Retrieval Toolset (SMART) System: S/he works in close collaboration with the State Department Information Processing Unit (IPC) to add and remove users to the SMART System and to process account management requests. The incumbent also troubleshoots issues that may arise in the transmission and receipt of cables, drafts cables in accordance with the SMART requirements, ensures appropriate classifications, assigns captions and TAGs to cables per subject matter and geographical region, and receives the appropriate clearances and approvals of each SMART cable transmitted.

● Production Printing: The incumbent is responsible for production printing services and oversees print projects from the initial phase of reviewing client requirements to the final stages of production and distribution. S/he performs a needs assessment with requesting offices to understand their printing and scanning needs. S/he also develops formal processes for internal and external requests by clients which includes adequate billing procedures used by interagency customers, as well as the product designs to meet customer and Agency branding guidelines.

● Database Management: The incumbent is responsible for ensuring that the contacts’ database is updated with Mission personnel details and ensures procedures are in place to obtain the necessary data for updates. Additionally, s/he manages updates of the staff accountability database system by adding and removing Mission personnel and temporary duty personnel to the SAFE (Safety and Accountability For Everyone) database so that notices and alerts are received and responded to in a timely manner.

● Website Creation and Management: S/he is responsible for managing, publishing, and content control on the intranet websites for USAID Kenya and East Africa and USAID Somalia. This includes editing pages and images, embedding and posting content, and ensuring that any required branding and style guidelines are incorporated in the intranet pages. The incumbent also works with the Agency’s Content Management System and other resources available to the Agency to create and manage internal web pages for the Missions.

Training, Contract Administration and Procurement 20%

● Training: The incumbent develops records and information management training programs and manuals and conducts classroom and one-on-one training with staff. The training sessions conducted will be with staff who use ASIST to enable the Mission to meet records’ management requirements. If needed, s/he will also ensure that staff are properly trained in the effective use of multi-functional printers, large format and other equipment managed by the C&R Office.

● Procurement and Contract Administration/Contracting Officer’s Representative (COR): S/he ensures that publications and newspaper contracts are in place by working with the Procurement office to subscribe users to the requested services, works with the vendors to resolve user access issues and ensures that invoices are processed for payment. A large responsibility of the position also includes managing a large portfolio of equipment that includes multifunctional printers, large format printers, print production digital presses, faxes and shredders at USAID Kenya and East Africa offices. As such, the incumbent ensures that maintenance service contracts are in place for the management of the equipment, periodic maintenance services are provided, and invoices are processed for payment. S/he also conducts periodic assessments to determine replacement plans that ensure staff have the necessary equipment to print, scan, copy and shred within their office spaces and that C&R print production services continue to provide uninterrupted services to customers; assesses the equipment needs of the Mission and puts together scopes/statements of work as appropriate. As the designated COR for equipment and newspaper contracts managed by the R&C Unit, s/he ensures services and products are delivered; analyzes and recommends in-stock requirements for print production services, prepares needed specifications for procurement and reviews quotations, conducts technical and cost assessments, and provides recommendations on procurement of goods and services. The position also prepares quarterly accruals for the R&C Unit contracts.

● GLAAS Program Manager: Acts as the designated GLAAS Program Manager for the Executive Office providing support and approvals in GLAAS.

QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE

1. Education: A Bachelor’s degree in Business Management or Administration, Public Administration, Social Sciences or related field is required.
2. Prior Work Experience: A minimum of three (3) years of administrative management experience with at least two (2) years’ experience managing the Records Management Unit portfolio at an International Organization, Non- Governmental Organization, Donor Agency or Embassy is required.
3. Post Entry Training: Post-entry training on USAID’s and USG’s established policies, procedures and regulations which govern specific administrative and operations management functions will be provided. The incumbent will receive on-the-job familiarization on USAID operations, regulations and procedures depending on course offerings and the availability of funding. Such training includes familiarization on procedures such as SMART messaging, USAID records management policies, ASIST, and correspondence management. Mandatory training includes Introduction to Program Cycle, Project Development, Supervisory Certification Course, Collaborating Learning & Adapting (CLA), Agreement/Contracting Officer’s Representative Training and Records Management Training, Additional training may be provided from time to time, depending on course offerings and the availability of space and funds.
4. Language Proficiency: Level IV (fluency) in English and Kiswahili is required.
5. Job Knowledge: Advanced knowledge in records management laws, regulations, policies, procedures, and techniques including file maintenance and disposition. Must have a comprehensive knowledge of the principles and concepts of information governance of various phases of records and information management, and the complete records process and content management framework that supports the entire life cycle of agency records. Knowledge of managing a production printing operation. The job holder must have a thorough knowledge of regulations related to correspondence, mail, telecommunications and directive system management, and relevant internal directives clarifying the Mission-specific implementation of policies and essential procedures. It is necessary to possess comprehensive and practical knowledge and interpret and apply complex facts about the entire range of the R&C functions and supervisory roles and responsibilities.
6. Skills and Abilities: Due to frequent interaction with external stakeholders in high stakes environments, the jobholder must be able to perceive, use, understand, manage, and handle emotions and communicate effectively to ensure positive working relationships are maintained. The incumbent must be a detail oriented professional with a high tolerance for dealing with ambiguity and on-going change and must be able to handle frequent interruptions and shifts in priorities. The incumbent must have a high degree of proficiency in both oral/written communication skills, including the ability to prepare, write and present reports. S/he must have effective time management and a hands-on approach to move initiatives forward with detailed follow through and commitment to see things to completion for assignments, many of which will require working with urgency and quick turnaround. Ability to analyze data, understand trends, develop recommendations, while meeting tight deadlines. S/he will additionally champion a collaborative working environment within the R&C Team and must have the ability to work well with others. The incumbent will be approachable and have exceptionally high client relationship skills and maintain strong relationships with leaders and colleagues at all levels to deliver efficient high-quality work. Proficiency in the use of MS Publisher to create posters, banners, and various other outreach materials as well as Microsoft Office Suite (Word, Excel, Access, PowerPoint) is required.

POSITION ELEMENTS

1. Supervision Received: The R&C Management Supervisor works under the general supervision of the Administrative Management Specialist (Logistics), who provides broad Mission policy and objectives. The incumbent is required to determine work that must be done and has a wide latitude in planning and executing own and the work of subordinates. Work is reviewed primarily in terms of accomplishments and results achieved.
2. Supervision Exercised: The incumbent supervises three (3) staff consisting of one (1) Communications and Records Technician (FSN-7) and two (2) Communications and Records Clerks (FSN-5).
3. Available Guidelines: Guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other guidance and directives from the Automated Directives System (ADS) such as ADS Chapter 502, the USAID Records Management Program and ADS Chapter 511, Essential Records Program, 12 FAM, 5 and 14 FAH, 36 CFR, FAR, NARA GRS, and other sector-related rules and requirements regulating USAID correspondence, mail, records, telecommunications and directive system management. Guidelines can be general or complex in nature requiring strong and developed interpretation skills and judgment.
4. Exercise of Judgment: Must exercise a high level of initiative, resourcefulness, and judgment based on analysis of facts and variables and possible alternatives. The R&C Management Supervisor routinely exercises sound judgment in establishing priorities, identifying problem solutions, and taking prompt action – often in critical situations. Mission staff rely heavily on the professionalism, accuracy, judgment, and initiative of the incumbent.
5. Authority to Make Commitments: Exercises the authority delegated by the EXO and may make administrative arrangements consistent with ADS guidance and Mission policy and takes action and establishes priorities based on available guidelines and professional judgment. Guidance is sought when needed, and the supervisor informed of the status of actions, but the incumbent does not have the authority to commit the USG to the expenditure of funds.
6. Nature, Level, and Purpose of Contacts: Contacts are established and maintained with USAID and other USG personnel in Kenya at all levels, USAID/Washington staff, USAID regional EXO staff, vendors, and contractors and proprietors. Communication is frequent and includes provision of detailed explanation, advice, negotiation, and persuasion. Maintains a full range of contacts at all levels of Mission staff, to interpret relevant policies and procedural instructions. Frequent contacts with the file custodians are held to conduct records management training, periodic inspections of files stations, and to provide assistance for records maintenance. The job holder communicates with advisors of USAID/W/M/MS/IRM to receive recommendations, submit annual records inventory reports and monitor shipment of retired records. Liaises with Embassy mailroom staff to coordinate correspondence, mail and contact information exchange, and with Embassy GSO warehouse staff to coordinate retired records in the offsite warehouse. Contact with local vendors for subscription, printing, courier and express delivery services is required.
7. Time Expected to Reach Full Performance Level: One-year.