The incumbent serves as the Administrative Clerk to the Financial Management Center (FMC). He/she is the main payroll timekeeper for 20 locally employed staff in the section and performs routine office and record management duties. Financial Specialist (Position N53103) will supervise the position.
Major Duties and Responsibilities
Payroll Reporting – (55% of time)
- Prepare and maintain time and attendance records for the FMC Locally Employed (LE) staff through the WIN T&A database.
- Provides support for both American and LE staff pay issues to include but not limited to: a) Guides Americans on Advance of Pay requests and processes necessary paperwork to be forwarded to CGFS; b) communicates with CGFS on issues related to LE staff allotments of pay; c) initiates the set-up of LE staff new allotments and manages database of existing allotments; d) liaises with the USDO bank (NCBA) about problems concerning the remission of LE staff salaries to employees’ bank accounts or when allotments are rejected by the bank; e) downloads bi-weekly payroll reports from SHIFTS (Secure Internet File Transfer System) and distributes them to requisite offices and entities.
Office Management – (35% of time)
- Draft routine cables, letter, and memos for signature. Prepare drafts of reports. Finalize draft management notices and distribute. Maintain calendar for the Senior Financial Management Officer and the Deputy Financial Management Officer, scheduling meetings and appointments as requested. Set-up meetings and workshops for the FMC office and prepare minutes of the FMC meetings as requested. Co-ordinate the pick-up and distribution of all FMC official mail.
- Act as FMC administrator for e-Country Clearance. Prepare travel and representation vouchers for Senior Financial Management Officer and Deputy Financial Management Officer. Provide assistance to overseas trainers and other USG officials visiting the country to provide FMC specialized trainings. This includes arranging business meetings, preparing itineraries, assisting with transportation requests, and drafting confirmation and welcome cables. Organize set-up of the training rooms, training supplies and completion certificates where necessary. Input and monitor building access requests for FMC related visitors.
- Maintain office supplies and ensure office equipment is in good working order.
- Initiate ILMS Ariba requests for FMC procurements
Records Management – (10% of time)
- Maintain subject and historical files for the FMC section. Safeguard and maintain information to ensure proper storage and handling.
- Set-up employee and vendor codes in RFMS. Download COAST reports every morning. Assist the vouchering section with DBO (Designated Billing Office) duties for hardcopy invoices and employee claims received in FMC.
- Manage FMC’s contacts in the Contact Relationship Management (CRM) system. The incumbent ensures that the records are up to date.
Note: This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the supervisor.
Qualifications and Evaluations
Requirements:
EXPERIENCE:
Three years of clerical/administrative experience in a busy office is required.
JOB KNOWLEDGE:
Must have knowledge of administrative concepts and practices. Must have good knowledge of the Time and Attendance, Records Management. Must have basic knowledge of salary payment and account management processes and procedures.
Education Requirements:
Mandatory:
- Completion of High School
Evaluations:
LANGUAGE:
Level IV (Fluency) speaking/reading/writing English (This may be tested) and Level III (Good Working Knowledge) speaking/reading/writing Kiswahili are required
SKILLS AND ABILITIES:
Must be computer literate and familiar with Microsoft Office suite – access, excel, word, power-point – and Outlook. Must possess strong interpersonal and customer service skills. Incumbent should be well organized to manage the various office management duties. Must be tactful and professional in dealing with a diverse range of employees both internally and externally. Good typing skills required.
EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission 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.Qualifications:
All applicants under consideration will be required to pass medical and security certifications.
Benefits and Other Info
Benefits:Agency Benefits:
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Nairobi, Kenya may receive a compensation package that may include health, separation, and other benefits.
For EFMs, benefits should be discussed with the Human Resources Office.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.Other Information:
HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
HIRING PREFERENCE ORDER:
- AEFM / USEFM who is a preference-eligible U.S. Veteran*
- AEFM / USEFM
- FS on LWOP and CS with reemployment rights **
* IMPORTANT :
Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.
A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant.
The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.
For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.
THE FOLLOWING APPLY TO EFMs, USEFMs, and AEFMs ONLY:
- Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible to apply.
- Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing.
- The following may also be considered when determining successful candidacy: nepotism, conflicts of interest, budget, etc.
How to Apply
How to Apply:
All candidates must be able to obtain and hold Police Clearance Certificate.
To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.Required Documents:
In order to qualify based on education, you MUST submit the requested diploma and / or transcripts as verification of educational requirement by the closing date of this announcement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you will not be considered for this position.
- Copy of Orders/Assignment Notification or equivalent (If applicable)
- Residency and/or Work Permit (if applicable)
- High School certificate
- Curriculum Vitae (CV)
- DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
- SF-50 (if applicable)
Next Steps:
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.
For further information – the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.
Thank you for your application and your interest in working at the U.S. Mission in Nairobi, Kenya
Close Period : 11/11/2024