Responsibilities or duties

• Incumbent is responsible for reporting and maintaining records of time and attendance, pay, benefit, leave and allowances for mission staff of all agencies subscribed to payrolling services through ICASS. Coordinate scheduled periodic payments for LE staff insurance plans to the relevant host government agency and assist the main timekeeper in performing liaison support duties as applicable.
• Serves as a voucher examiner for review, verification and processing of education allowance tuition invoices and related employee claims.
• As the assistant to the main timekeeper, incumbent is responsible for timely execution of the Mission’s bi-weekly time & attendance (T&A) reporting and submission which account for over $50 million of payroll expenses annually in Nairobi. Compiles and submits T &A reports prepared and submitted by over 50 mission timekeepers on a biweekly basis for over 100 direct hire American and 770 Locally Employed (LE) staff for all agencies subscribed to payroll services through ICASS.
• Compiles and submits T &A reports prepared and submitted by over 50 mission timekeepers on a biweekly basis for over 100 direct hire American and 770 Locally Employed (LE) staff for all agencies subscribed to payroll services through ICASS. Uploads payroll data in the Global Financial Services website’s secure internet file transfer system (SHIFTS) on biweekly basis.
• Enters new personnel information into the payroll system, updates different schedules including extended or part-time work schedules, adds holiday schedules, ensures all separated employees are removed from the system, creates new sub-posts for new/expanded agencies, unlocks and locks database for T&A processing by all timekeepers.
• Prepares applicable cables to CGFS payroll division for necessary T&A adjustments and/personnel allowance processing in liaison with relevant offices.
• Reviews danger pay requests for American employees and unique conditions of work benefits for LE staff, consolidates and submits the same to the financial service center in Charleston for processing. Coordinates final pay calculations for separated LE staff and forwards to the pay center in Charleston for final due processing.
• Coordinates final pay calculations for separated LE staff and forwards to the pay center in Charleston for final due processing.
• Initiates and stops Charge pay for the Deputy Chief of Mission when serving as Charge d’ affaires by determining eligibility and ensuring appropriate and proper compensation. Updates COAST payroll module by downloading payroll data from SHIFT so financial analysts can prepare financial reports.
• Prepares overtime reports to inform management officers, section and unit managers on overtime worked by their staff. Prepares quarterly annual and sick leave reports for management and section chiefs and flags any unusual negative balances that would signal any abuse of leave usage. Ensures all VIP overtime is accounted for by ensuring appropriate colored forms are reported and forwarded to accounting section for proper charging in a timely manner.
• Receives invoices, updates and maintains the educational allowance invoice database/tracker. Processes complex education allowance vouchers and/or claims including at Post/away from post expenses, home school, supplementary and special needs allowances.
• Verify and ensure vouchers and/claims are valid, correct and conform to relevant regulations and policies. For disallowable expenses or claims that exceed approved maximum allowance, liaise with claimant giving clear and detailed explanation of reasons for claims being disallowed. Ensure allowances are processed within acceptable timelines and ensure compliance with the Prompt Payment Act and FMC ICASS services standard.
• Imparts training to mission personnel and assists individual timekeepers in operating the automated T &A system. Work with timekeepers across the Mission to ensure they are adhering to the T&A post access security control guidance and employees are properly compensated based on prevailing and applicable labor laws and Department regulations. Work with timekeepers across the Mission to ensure they are adhering to the T&A post access security control guidance and employees are properly compensated based on prevailing and applicable labor laws and Department regulations.
• Provides guidance to all LE Staff on how to read, understand and interpret the earnings & leave statement. FMC liaison for personnel check in/check out process.

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

All selected candidates must be able to obtain and hold a: security certificate; or Public Trust security clearance.

Experience needed

3 years of professional experience in payroll management, accounting, auditing or accounts payable is required.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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

• Reporting and maintaining records of time and attendance, pay, benefit, leave and allowances for mission staff of all agencies subscribed to payrolling services through ICASS.
• Coordinate scheduled periodic payments for LE staff insurance plans to the relevant host government agency and assist the main timekeeper in performing liaison support duties as applicable.
• Serves as a voucher examiner for review, verification and processing of education allowance tuition invoices and related employee claims.
• Responsible for timely execution of the Mission’s bi-weekly time & attendance (T&A) reporting and submission.
• Compiles and submits T &A reports prepared and submitted by over 50 mission timekeepers on a biweekly basis for over 100 direct hire American and 770 Locally Employed (LE) staff for all agencies subscribed to payroll services through ICASS.
• Uploads payroll data in the Global Financial Services website’s secure internet file transfer system (SHIFTS) on biweekly basis.
• Enters new personnel information into the payroll system, updates different schedules including extended or part-time work schedules, adds holiday schedules, ensures all separated employees are removed from the system, creates new sub-posts for new/expanded agencies, unlocks and locks database for T&A processing by all timekeepers.
• Prepares applicable cables to CGFS payroll division for necessary T&A adjustments and/personnel allowance processing in liaison with relevant offices.
• Reviews danger pay requests for American employees and unique conditions of work benefits for LE staff, consolidates and submits the same to the financial service center in Charleston for processing.
• Coordinates final pay calculations for separated LE staff and forwards to the pay center in Charleston for final due processing.
• Initiates and stops Charge pay for the Deputy Chief of Mission when serving as Charge d’ affaires by determining eligibility and ensuring appropriate and proper compensation.
• Updates COAST payroll module by downloading payroll data from SHIFT so financial analysts can prepare financial reports.
• Prepares overtime reports to inform management officers, section and unit managers on overtime worked by their staff.
• Prepares quarterly annual and sick leave reports for management and section chiefs and flags any unusual negative balances that would signal any abuse of leave usage.
• Ensures all VIP overtime is accounted for by ensuring appropriate colored forms are reported and forwarded to accounting section for proper charging in a timely manner.
• Receives invoices, updates and maintains the educational allowance invoice database/tracker.
• Processes complex education allowance vouchers and/or claims including at Post/away from post expenses, home school, supplementary and special needs allowances.
• Verify and ensure vouchers and/claims are valid, correct and conform to relevant regulations and policies.
• Liaise with claimant giving clear and detailed explanation of reasons for claims being disallowed for disallowable expenses or claims that exceed approved maximum allowance.
• Ensure allowances are processed within acceptable timelines and ensure compliance with the Prompt Payment Act and FMC ICASS services standard.
• Imparts training to mission personnel and assists individual timekeepers in operating the automated T &A system.
• Work with timekeepers across the Mission to ensure they are adhering to the T&A post access security control guidance and employees are properly compensated based on prevailing and applicable labor laws and Department regulations.
• Provides guidance to all LE Staff on how to read, understand and interpret the earnings & leave statement.
• FMC liaison for personnel check in/check out process.

• Payroll management
• Accounting
• Auditing
• Accounts payable
• Voucher examination
• Data entry
• Record keeping
• Liaison support
• Training
• Communication

• A minimum of 2 years of college/university studies in accounting, finance, business administration or closely related field is required.
• 3 years of professional experience in payroll management, accounting, auditing or accounts payable is required.
• Ability to obtain and hold a security certificate or Public Trust security clearance.