Job Vacancies at US Embassy to Kenya

Duties

The incumbent reports directly to the Building Engineer Supervisor.  The position holder is employed as a Trades Helper to assist the technicians of the skilled trades in the performance of routine and preventive maintenance, and new installations and demolition work.  The Building Engineer Supervisor will assign the incumbent to any of the skilled trade shops on a daily basis to assist the skilled technicians with maintenance and repair work throughout the Embassy Compound (NEC) office buildings, grounds and residential owned/leased properties.  In addition to assisting the skilled trade technicians, the incumbent may be assigned tasks include material handling, painting, custodial type work, snow removal, common laborer work, and  grounds maintenance and gardening work.

EXPERIENCE: 

• A minimum of two (2) years of maintenance or construction semi-skilled work experience in skilled trades such as mechanical (HVAC and Plumbing), electrical, carpentry, with significant focus on building systems

JOB OVERVIEW

Manages or assists with a variety of human resources functions at Post, as well as American personnel services.  Duties may include, but are not limited to preparing personnel actions, performance management, training, supporting recruitment activities, assisting with American personnel services, awards program, etc.

MAJOR DUTIES AND RESPONSIBILITIES

  American Services (90% of time)

Cables:

• Prepares Travel Message (TM) cables (such as TM3s, TM5s and TM8s), extension/curtailment, and reassignment at post cables for the supervisor’s review and maintains control of documents. Enters TM data into Overseas Personnel System (OPS).

Allowances/Payroll:

• Provides responses to questions about general allowance/entitlement questions, benefits such as educational travel, travel for children of separating parents, return of children over 21, etc. Refers to 3 FAM and Standardized regulations. Drafts/prepares any required telegram notifications and diplomatic notes for approval. Prepares cables to Financial Service Center (FSC) Charleston regarding post differential and post allowances for employees and their family members assigned to post.

Other American Personnel Services duties:

• Assists the main Point of Contact (POC) on American local employment program and Overseas Seasonal Hire Program (OSHP).
• Assists in coordinating the NSDD-38 process for all USDH positions by drafting post response and collects reviews and approval for Front Office’s final concurrence.
• Assists in coordinating post’s efforts to administer the Foreign Service Officer Test (FSOT) including soliciting for volunteers, coordinating a location as well as date/time, working with IT for logistics, and communicating with FSOT administrators, as necessary.
• Researches HR databases to develop lists for special projects such as annual Mission-wide Cost Sharing Data Certification, ICASS workload counts, F-77 report for ACS’ emergency evacuation, and/or provide ad hoc reports and statistics.
• Prepares annual diplomatic and consular list in accordance with FAM requirements for submission to MFA publisher.

Administrative Support (10% of time)

• Extracts information from various automated and written files to generate a variety of recurring reports and statistical data for the HR section.
• Drafts cables, HR correspondence such as letters, memos, simple management notices, etc.
• Creates and maintains electronic OPFs. Manages files in accordance with USG retention and destruction guidelines.  Assists HR team with projects, as required.

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 agency.

Requirements:

All selected candidates must be able to obtain and hold a:

• Kenyan Police Clearance Certificate
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
• Selected candidate must be able to begin working within a reasonable period of time four months upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

• Completion of high school is required.
• Completion of two years of general college studies is required.

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.

How to Apply

Use the link(s) below to apply on company website.