U.S. Embassy Admin Assitant Jobs in Nairobi
U.S. Embassy Admin Assitant Jobs in Nairobi
Job DescriptionIncumbent functions as the Administrative Assistant, Financial Analyst and Office Manager for the Office of Agricultural Affairs in Nairobi. Responsibilities for this position include preparation and management of the office’s General Authorization (GA) and Country Strategy Support Fund (CSSF) budget; preparation of budget quarterly reviews, handles all Micro-purchase Credit Card (MPCC) and Petty Cash expenses and monthly reconciliations; and is the direct day-to-day liaison with Embassy Financial Management Center (FMC), General Services Office (GSO), Consular and HR offices. Incumbent also provides logistical support to other United States Department of Agriculture (USDA) Agencies not represented within the region; this support covers flight reservations, hotel reservations, and payment of travel allowances.
Responsibilities
Incumbent is solely responsible for planning, developing and preparing FAS Annual General Authorization (GA) budget and Country Strategy Support Fund (CSSF) budget as required in accordance with USDA’s established procedures and regulations for FAS overseas offices - USDA does not subscribe to budgeting services under ICASS .
Reconciles all GA and CSSF annual budget authorizations/expenditures with Post’s Budget and Finance Office; instructs Post’s B & F Financial Analyst to obligate FAS funds and occasionally reviews the obligation and liquidation reports accessed directly from COAST. Additionally, incumbent designs and maintains excel tracking spreadsheets on the status of funds used and funds available in the entire budget. Plan and prepare quarterly budget reports as per FAS procedures. Reports back to FAS/W regarding any unspent CSSF funding.
Maintains and manages FAS Nairobi’s financial reports through State Department’s Consolidated Overseas Accountability Support Toolbox (COAST) and ensures that all reported items are accurate. Incumbent conducts GA reviews to determine need for adjustments by reviewing records of the monthly ‘status of obligations’ and ‘status of funds’ reports accessed directly from COAST and subsequently reports to FAS headquarters every quarter through FAS sharepoint.
Reviews and manages FAS Nairobi Credit Card and Petty Cash expenses and reports to FAS/W by submitting the required monthly exhibits. As designated Cashier for FAS Nairobi, incumbent is solely responsible for managing office petty cash through the Micro Purchase Credit Card (MPCC) account with a single transaction limit of $3,000 and monthly transaction limit of $10,000. Incumbent keeps records of all financial transactions, processes payment to vendors, prepares procurement actions using required exhibits and reports to FAS headquarters on how much petty cash is used in every month.
Responsible for office petty cash account and ensures petty cash is replenished using USDA issued Debit Card. Tracks ongoing account balance and sends monthly reports to FAS Headquarters in accordance with existing FAS Regulations.
Provide logistical support to other USDA Agencies not represented within the region. Assists travelers from those USDA Agencies with flight reservations, hotel reservations, rental cars, conference logistics and works with Embassy B&F to provide travel allowances for travelers. Also provides logistical support for USDA/FAS funded seminars, trade missions and trade shows.
Prepares invitational travel authorizations on behalf of other USDA Agencies not represented in the region and ensures sufficient funds have been sent to cover travel allowances. Tracks payments of these funds ensuring that FAS regulations are strictly adhered to.
Incumbent
is also responsible for financial responsibilities for FAS office in Tanzania and provides office financial support including ICASS.
Exercises in-depth knowledge of USG financial, procurement, travel, and other administrative procedures, and assists Agricultural Counselor to ensure that all administrative activities are performed properly, ethically and legally.
Qualifications
NOTE:All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
Completion of high school is required. College studies in secretarial and/or business administration is also required.
At least two years of experience in office management and/or administrative work, including financial management is required.
Level IV (Fluent) English and Level III (Good working knowledge) Kiswahili is required.
Must have knowledge of general administrative practices, principles, and administrative management.
Must have knowledge of budgeting.
Must be computer-literate with mastery of Microsoft Word, Excel and Access and Power Point.
Must be able to operate digital sender and other office equipment.
Note
Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.
How to apply
Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
The U.S. Mission in Nairobi 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. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied
Equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for
prohibited personnel practices, and/or courts for relief.
Interested candidates should apply online by 13th March, 2018
For more information and job application details, see; U.S. Embassy Admin Assitant Jobs in Nairobi
Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.
Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.
Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!
Click here to post comments
Join in and write your own page! It's easy to do. How? Simply click here to return to Jobs in Kenya.
