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
and Evaluations
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.
- Close Date: 02/26/2026
How to
Apply
