Administrative Clerk (FMC) at U.S. Embassy to Kenya

Basic Function of Position

• 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 procurement

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.

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.