Background information about the job or company (e.g., role context, company overview)

The U.S. Embassy to Kenya opened in 1964. Through sixteen Ambassadors since then, the Embassy has enriched the ties between the American and Kenyan people and served the needs of Americans in and around this East African hub. Chief among the U.S. Mission’s goals are fostering the development of a sound Kenyan economy, strengthening the institutions of Keny...

Responsibilities or duties

Serves as Timekeeper for the office, with corresponding reporting as required to Embassy Financial Management Center and Human Resources. Performs other administrative duties including office supply management, file maintenance, records management, and access requests.

65% Voucher Preparation & Examination/Data Posting/Report Generation

Incumbent processes vouchers and initiations payments for an appropriated annual operating budget of approximately USD 2.2 million, and a revolving, non operating budget of approximately USD 700,000. Reviews invoices received from various vendors and service providers to ensure that all documents are in order. Working with different currencies for each of the approximately 30 Sub-Saharan countries covered by the LOC-Nairobi Office, the incumbent is require to generate vouchers with US$ equivalents using an exchange rate report summary generated from the historical exchange rate from the Department of State exchange website. Examines monthly activity reports and shipping lists from the 25+ bibliographic representatives to establish their eligibility for payment of stipend.

The incumbent initiates monthly service agreement payments to the revolving cash funds held by each representative. Reconciles shipping lists against the actual receipts fully received and certified by the Acquisition Section. Prepares payment vouchers for approval by the Field Director. Submits vouchers approved for payment to Embassy Financial Management Center (FMC).

Notifies payees by best means available (e-mail, cable, etc.) of payments made. The incumbent maintains a reconciliation record for the bibliographic representatives of their monthly payment to verify that paid and those outstanding and follows up on outstanding payments on monthly basis. Maintains payment records from Charleston VADR reports which are then uploaded into an MS Access database for further manipulation on a monthly basis. Assigns a unique number to all payment vouchers, makes copies of and files them.

Reconciles and maintains records of all payment vouchers submitted for payment against those paid by Charleston. On a monthly basis, generates status of payment report from Charleston FMC and sends payment notification to the vendors/bibliographic representatives.

20% Office Cashier (Class B sub cashier)

As the designated Office Cashier (Class A), holds a float of US$3000. The incumbent is responsible for the issuance of petty cash for the day to day running of the office and also to Library Acquisitions Specialists or the Field Acquisitions Technician for Nairobi acquisitions. Pays cash vendors who supply information resources to the Nairobi Office. The incumbent is required to prepare a detailed Petty Cash Reimbursement report of expenses and assign their respective fiscal data (fund cites). Prepares a Cashier Reimbursement Voucher for approval by the Field Director, which is then forwarded to FMC for certification for replenishment. Using the RFMS Cashiering Module, the incumbent is required to post the Sub Cashier Reimbursement Request, itemizing each expense with its fiscal data and then submit this through RFMS to the State Department cashier for approval and cash replenishment.

15% Administrative Duties

Performs other administrative duties including serving as office Timekeeper (Time and Attendance systems), management of office supplies and inventory thereof; access and maintenance requests using MyServices and related platforms. Assists in maintaining overall administrative records of the section.

Qualifications or requirements (e.g., education, skills)

Requirements:

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

security certificate; or public trust security clearance.

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 upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

Bachelor's degree in Accounting, Business Administration/ Management, or Finance is required.

Evaluations:

You will be evaluated against the qualifications and requirements in this vacancy announcement.

You may be asked to complete a pre-employment language or skills test.

You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:

Experience:

Minimum of two years' work experience in an accounting, procurement, or cashiering setting with experience in filing fiscal reports is required.

• Serves as Timekeeper for the office, with corresponding reporting as required to Embassy Financial Management Center and Human Resources.
• Performs other administrative duties including office supply management, file maintenance, records management, and access requests.
• Processes vouchers and initiations payments for an appropriated annual operating budget of approximately USD 2.2 million, and a revolving, non operating budget of approximately USD 700,000.
• Reviews invoices received from various vendors and service providers to ensure that all documents are in order.
• Generates vouchers with US$ equivalents using an exchange rate report summary generated from the historical exchange rate from the Department of State exchange website.
• Examines monthly activity reports and shipping lists from the 25+ bibliographic representatives to establish their eligibility for payment of stipend.
• Initiates monthly service agreement payments to the revolving cash funds held by each representative.
• Reconciles shipping lists against the actual receipts fully received and certified by the Acquisition Section.
• Prepares payment vouchers for approval by the Field Director.
• Submits vouchers approved for payment to Embassy Financial Management Center (FMC).
• Notifies payees by best means available (e-mail, cable, etc.) of payments made.
• Maintains a reconciliation record for the bibliographic representatives of their monthly payment to verify that paid and those outstanding and follows up on outstanding payments on monthly basis.
• Maintains payment records from Charleston VADR reports which are then uploaded into an MS Access database for further manipulation on a monthly basis.
• Assigns a unique number to all payment vouchers, makes copies of and files them.
• Reconciles and maintains records of all payment vouchers submitted for payment against those paid by Charleston.
• Generates status of payment report from Charleston FMC and sends payment notification to the vendors/bibliographic representatives.
• Holds a float of US$3000 as the designated Office Cashier (Class A).
• Responsible for the issuance of petty cash for the day to day running of the office and also to Library Acquisitions Specialists or the Field Acquisitions Technician for Nairobi acquisitions.
• Pays cash vendors who supply information resources to the Nairobi Office.
• Prepares a detailed Petty Cash Reimbursement report of expenses and assign their respective fiscal data (fund cites).
• Prepares a Cashier Reimbursement Voucher for approval by the Field Director, which is then forwarded to FMC for certification for replenishment.
• Posts the Sub Cashier Reimbursement Request, itemizing each expense with its fiscal data and then submit this through RFMS to the State Department cashier for approval and cash replenishment.
• Serves as office Timekeeper (Time and Attendance systems).
• Manages office supplies and inventory thereof.
• Handles access and maintenance requests using MyServices and related platforms.
• Assists in maintaining overall administrative records of the section.

• Voucher preparation and examination
• Data posting
• Report generation
• Invoice review
• Currency exchange rate application
• Reconciliation
• Payment processing
• Record keeping
• MS Access database management
• Petty cash management
• RFMS Cashiering Module usage
• Timekeeping
• Office supply management
• File maintenance
• Records management
• Access request management

• Bachelor's degree in Accounting, Business Administration/ Management, or Finance is required.
• Minimum of two years' work experience in an accounting, procurement, or cashiering setting with experience in filing fiscal reports is required.
• Ability to obtain and hold a security certificate or public trust security clearance.