The U.S. Embassy in Nairobi seeks an Administrative Clerk to join its Financial Management Center (FMC). This role primarily supports payroll management and administrative functions for a team of 20 locally employed staff.
Supervisor
This position is supervised by the Financial Specialist (Position N53103).
Key Responsibilities
Payroll Reporting (55%)
- Serve as the primary payroll timekeeper, preparing and maintaining time and attendance records for the FMC team using the WIN T&A database.
- Provide payroll support to both American and locally employed (LE) staff, including:
- Assisting American staff with Advance of Pay requests and processing paperwork to CGFS.
- Coordinating with CGFS on LE staff payroll allotments.
- Managing LE staff payroll allotments, including setup and database maintenance.
- Liaising with the USDO bank (NCBA) on issues related to salary remittance and bank rejections.
- Downloading and distributing bi-weekly payroll reports through SHIFTS (Secure Internet File Transfer System) as required.
Office Management (35%)
- Draft routine correspondence, management notices, and reports for review and distribution.
- Maintain the calendar for the Senior and Deputy Financial Management Officers, coordinating appointments and meetings as needed.
- Schedule and organize meetings and workshops, including taking and distributing minutes.
- Act as FMC administrator for e-Country Clearance, managing travel and representation vouchers, and providing logistical support to visiting trainers and officials.
- Organize training setups and ensure necessary supplies, facilities, and documentation are prepared.
- Maintain office supplies, equipment, and initiate procurement requests through ILMS Ariba.
Records Management (10%)
- Organize and secure FMC records, managing historical and subject files.
- Handle RFMS employee and vendor code setup and download COAST reports daily.
- Support vouchering by processing hardcopy invoices and employee claims.
- Update contact records in the Contact Relationship Management (CRM) system.
Please note: This position description outlines the primary responsibilities and may include other duties as assigned by the supervisor.
Requirements
- Experience: Minimum of three years in clerical/administrative work within a fast-paced environment.
- Education: Completion of High School.
- Language Proficiency: Level IV English (fluency) and Level III Kiswahili (good working knowledge) – testing may be required.
- Knowledge: Familiarity with administrative practices, records management, payroll processes, and account management is essential.
- Skills:
- Proficiency in Microsoft Office Suite (Access, Excel, Word, PowerPoint, and Outlook).
- Excellent interpersonal and customer service skills.
- Strong organizational and typing skills.
- Professional, tactful communication with internal and external stakeholders.
