Administrative Clerk (Financial Management Center) – Nairobi – U.S. Embassy Nairobi

Job Title: Administrative Clerk (Financial Management Center) – Nairobi – U.S. Embassy Nairobi

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Position Summary

Position: Administrative Clerk (FMC)
Company: U.S. Embassy Nairobi
Location: Nairobi, Kenya
Job Type: Permanent, Full-time (40 hours/week)
Reporting to: Financial Specialist (Position N53103)
Application Deadline: 11/11/2024

The U.S. Embassy in Nairobi is seeking a highly organized and motivated Administrative Clerk to join our Financial Management Center (FMC) team. This role offers a unique opportunity to work within an international environment, supporting administrative and payroll functions while contributing to a mission that promotes diplomacy, security, and cross-cultural understanding. This is an on-site position in Nairobi, Kenya, ideal for candidates who excel in administrative duties, office management, and payroll processes.

Join us and make a meaningful impact through your skills in office management and financial administration.

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Key Responsibilities

As an Administrative Clerk in the Financial Management Center, you will play a critical role in ensuring smooth office operations. Your responsibilities will include, but are not limited to:

Payroll Reporting (55%)

1. Prepare and manage time and attendance records for the Financial Management Center’s Locally Employed (LE) staff through the WIN T&A database.
2. Assist American and LE staff with payroll issues, including:
   • Guiding American staff on Advance of Pay requests and processing necessary documentation for submission to CGFS.
   • Communicating with CGFS on LE staff allotments and initiating setup for new allotments.
   • Liaising with NCBA bank on issues related to the distribution of salaries to LE staff accounts.
3. Download and distribute bi-weekly payroll reports from the Secure Internet File Transfer System (SHIFTS) to appropriate departments and entities.

Office Management (35%)

• Draft and finalize routine cables, letters, and memos, and distribute as necessary.
• Schedule and maintain calendars for the Senior Financial Management Officer and Deputy Financial Management Officer.
• Organize meetings and workshops for the FMC, including preparing minutes, arranging business meetings for visiting trainers, and coordinating all necessary travel and training arrangements.
• Manage FMC’s supply needs and ensure office equipment is functional.

Records Management (10%)

• Maintain and organize the FMC’s subject and historical files.
• Manage FMC contacts within the Contact Relationship Management (CRM) system, keeping all records up to date.
• Support the vouchering section by assisting with hardcopy invoices and employee claims.

Note: The responsibilities outlined above may not be exhaustive. Additional tasks may be assigned by the supervisor as needed.

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Qualifications and Skills

Education Requirements

• Completion of High School education.

Experience

• A minimum of three years of administrative/clerical experience in a busy office setting.

Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, and Outlook).
• Strong interpersonal and customer service skills with the ability to professionally interact with a diverse group of employees.
• Excellent organizational skills with an aptitude for multitasking and prioritizing various office management duties.
• Typing proficiency and high attention to detail in drafting and reviewing documents.

Language Proficiency

• Level IV (Fluent) in English (speaking, reading, writing).
• Level III (Good Working Knowledge) in Kiswahili.

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Company Culture and Values

The U.S. Embassy Nairobi promotes a positive work culture that values integrity, collaboration, and inclusivity. As an organization committed to diplomacy, our team is focused on fostering international cooperation and cultural understanding. We emphasize equal opportunity employment and welcome applications from all individuals, regardless of race, color, religion, sex, national origin, age, or disability.

We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.

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Application Instructions for the Administrative Clerk Position

To apply, please ensure you meet the required qualifications and submit the following documents by the closing date:

1. High School certificate
2. Curriculum Vitae (CV)
3. Police Clearance Certificate (required for background verification)
4. DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
5. SF-50 (if applicable)

Application Deadline: 11/11/2024

Submit your application via the “Submit Application” button on our official website. Applicants will be contacted by email for language or skills testing and interview scheduling.

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10 Expert Tips for a Successful Application for the Administrative Clerk Position

Drawing on 30 years of experience in recruitment, here are 10 specific, actionable tips for creating a successful application:

1. Highlight Relevant Experience Clearly
   Clearly specify any administrative, clerical, or payroll-related roles. Provide detailed examples of previous duties that align with this role’s responsibilities, such as managing records or handling payroll issues.
2. Use Keywords to Pass ATS (Applicant Tracking Systems)
   To ensure your application makes it through the ATS, include keywords from the job description, like “Payroll Reporting,” “Office Management,” and “Records Management.” For instance, instead of simply listing “Administrative Assistant,” you might write, “Administrative Assistant with experience in payroll reporting and office management.”
3. Showcase Your Language Skills
   Given the requirement for fluency in English and good working knowledge in Kiswahili, emphasize any language certifications or past roles that required bilingual communication.
4. Focus on Proficiency with Microsoft Office
   Highlight specific Microsoft Office skills, particularly with Excel, Outlook, and Word. Include examples where you’ve used these tools for office management, scheduling, or data handling.
5. Quantify Your Experience
   Use numbers to quantify tasks where possible. For example, “Managed payroll for 20 employees weekly” or “Organized 10+ office meetings monthly.”
6. Provide Specific Achievements
   Mention any recognitions or accomplishments that demonstrate your reliability in office or financial administration. For instance, “Awarded Employee of the Month for outstanding organization and support in a high-paced office environment.”
7. Emphasize Strong Interpersonal Skills
   With customer service skills emphasized, describe specific scenarios where your interpersonal abilities helped resolve conflicts or improved office efficiency.
8. Tailor Your Resume Format
   Ensure your resume is formatted for ATS readability, using simple fonts, clear section headings, and avoiding complex formatting.
9. Prepare a Strong Cover Letter
   In your cover letter, discuss how your background in administrative support aligns with the Embassy’s mission, and demonstrate an understanding of the role’s global impact.
10. Research and Understand the Organization’s Mission
    Understanding the U.S. Embassy’s diplomatic goals will help you align your skills with their needs. Mention how your contributions could support the Embassy’s Financial Management Center effectively.

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Equal Employment Opportunity Statement

The U.S. Mission provides equal opportunity and fair treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds.

• TELEGRAM CHANNEL

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Final Application Steps

To apply, click the “Submit Application” button on the official U.S. Embassy Nairobi website. Please note that only shortlisted applicants will be contacted for the next steps, including language and skills tests.