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Embassy of The United States   |   Nairobi, Kenya   |   Log in or register to see the closing date

Administrative Assistant

  • Diploma, Associate's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Permanent

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Job Summary

Incumbent 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.

To Apply:

1. 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.
2. 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.


Financial Planning and Management (Budget)      (50% of time)

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 .  This involves projecting annual expenditures for travel and transportation (both local and international), utilities and communication costs, representation, overseas supplies and subscriptions, equipment and all miscellaneous services including FAS vehicle maintenance.  Reviews and manages all GA related expenditures for GA and CSSF on a monthly basis and forwards final CSSF expenditure figures to FAS Washington.
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.  As these expenses are not recorded with Embassy’s Budget and Finance office, incumbent is required to maintain independent oversight of funds.  Incumbent is solely responsible for reconciling all such transactions in FAS US Bank system.   Also conducts GA quarterly reviews to determine need for adjustments by reviewing records of the monthly ‘status of obligations’ and ‘status of funds’ reports accessed directly from COAST.  Incumbent reports to FAS headquarters every quarter through FAS financial and administrative systems.  Incumbent also keeps track of representational funds.
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.
Administrative Management     (40% of time)
Responsible for arranging travel of the Agricultural Counselor and coordinating with Embassy travel agent for issuance of tickets, making lodging arrangements, preparing eCC and ensuring Agricultural Counselor has required multiple entry visa for countries under coverage.  Incumbent is also responsible for tracking travel budget and advising Agricultural Counselor on status of travel budget.
Responsible for purchase of all office supplies via MPCC and petty cash and ensure stock levels of all office supplies are adequate.  Admin Assistant prepares the office’s procurement requests for both furniture and office supplies to FAS/W , and prepares purchase orders in ARIBA for submission to Embassy GSO.  Identifies vendors, collects quotations, evaluates and recommends the best source of supply for office supplies/equipment needs.  These purchases are primarily made using FAS MPCC system which will include completing necessary exhibits.  If procurement exceeds the threshold, incumbent coordinates with FAS Washington on securing proper purchase order or contract for selected vendor.
Regularly updates FAS inventory using FAS’ Foreign Property Management Inventory System (FPMIS) for office and residence and keeps track of items/old equipment for disposal, notifies and gets approval from FAS/W for the same.  Follows up with FMC and ensures proceeds from sale are channeled to the right fiscal data.  Acts as IT systems administrator, reporting all problems with computer and peripheral equipment and coordinate with FAS Washington Information Services Division on troubleshooting and any required upgrades.  Point of contact for Post IT related issues that require Post IPC/ISC attention.  Ensures FAS Nairobi TDY staff/Interns/New employees have both FAS and/or Opennet access to computers.  Incumbent also coordinates replacement, repair and maintenance of office property and prepares all e-services requests for any repair and maintenance related issues.
Incumbent serves on ICASS Budget Committee and reviews workload counts and forwards to FAS/W for approval before signature by office head.  Incumbent expected to work with Dar es Salaam Embassy ICASS Staff on ICASS related issues for Tanzania LES Agricultural Specialist. Incumbent maintains ICASS documentation and performs crosschecks on workload counts.
Provide support for and prepares interview schedules for Cochran and Borlaug program and other technical assistance programs.  Also makes hotel reservations and other logistical arrangements for interviewers from headquarters.
General Office Support    (10% of time)
Prepares country clearances for FAS TDY staff (including making hotel reservations and airport transfers), formats and prepares in final copy routine letters, cables for final transmission, Diplomatic Notes, letters for office head and other FAS senior staff.
Responsible for maintaining financial records and documents related to MPCC/petty cash purchases and payments made, telephone expenses, FAS  LES personnel records and all documents related to USDA funded activities.  Incumbent ensures proper filing of documents; both hard copy and soft copy strictly adhering to FAS current Policies regarding Records Management.
Incumbent is responsible for managing computer and peripheral equipment in the office, coordinates with Post’s and Headquarters IT division to correct problems with IT systems.  Ensures Post’s IT performs checks and required upgrades.  Ensures all office equipment is working on a day-to-day basis.
Maintains and regularly updates Embassy contacts database (FAS portion only), RSO TDY database and FAS Visitors database. Also responsible for preparing visitor access for FAS visitors. Admin Assistant screens and directs incoming telephone calls to the office; channeling inquires to appropriate staff.
Reviews national print media on a daily basis and summarizes relevant agricultural reports for transmission to FAS Washington.
Provides visa application support as directed by Office Head and prepares all documentation for signature and forwards all applications and required support documentation to Consular office and follows up until visa is issued.
Incumbent is the office’s liaison with the Embassy’s GSO, FMC and Human Resources offices.

General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Permanent
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 2 years
Required skills: Budgeting, financial planning; Office administration, management; Financial analytics and forecasting; Cash management; Travel planning and reservations (leisure, business)
Required languages: English (Spoken: fluent | Written: fluent)

Embassy of The United States

GovernmentalCompany size: 1000+ people

The U.S. Embassy to Kenya opened in 1964. Through fourteen 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 Kenyan democracy, helping to prevent the spread of HIV/AIDS, and promoting U.S./Kenyan business ties.

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