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Job Title

Payroll Technician

Reference

VA-74-12

Advert Details

Recruiter: U.S. Embassy Updated on: 2012-05-31 02:10:01

Contract Permanent

Location: Nairobi Available: Immediately

Category: Accounting / Finance / Auditing Offer: FP-6; FSN-8

IntroductionThe Financial Management Center (FMC) has an opening for the position of Payroll Technician. The

position will be available immediately.

The closing date of this position is May 30, 2012.

Minimum Requirements

Completion of secondary school with two years of business school training in accounting and/or

office management is required.

5 years progressive experience in office management/accounting is required.

Level IV English ability is required and Level IV Kiswahili ability also required.

Other Creteria

Must have ability to comprehend and interpret compensation/payroll regulations.

Must be proficient in Microsoft Office Suite.

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Job Specification

BASIC FUNCTION OF POSITION

The incumbent will be the Missions Payroll Expert serves as the Principal Time Keeper for the

Mission. S/He will be the main point of contact with the Global Financial Service Center (GFSC) in

Charleston. The incumbent will be the liaison for both American and LE Staff for State and serviced

agencies in Nairobi. In addition to liaising with the GFSC Charleston, the incumbent will have

extensive contact with the Executive Agency Personnel Support (EAPS) in Washington DC in order to

solve all payroll problems. The incumbent is required to not only notify the pertinent parties of a

payroll problem, but anticipate and resolve issues before hand by working closely with 30 other time

keepers throughout the mission.

MAJOR DUTIES AND RESPONSIBILITIES

n 40% - Responsible for the accuracy of Time and Attendance (T&A) and Payroll function, which

accounts to about $6.0 million USD of payroll expenses in Nairobi. Manages the Win T&A Database.

Enters employee information into the payroll system, makes additions, deletions and editions to the

database. Responsible for updating different work schedules including extended or part-time work

schedules, adds the holiday schedule into the Win T&A system, guides time keepers for each T&A sub-

posts, creates log ons for new time keepers, ensures that all the separated employees are flagged off

from the system, creates new sub-posts for new agencies upon request, unlocks database to allow

time keepers to process T&A, locks up the T&A database for T&A processing.

n 20% - Executes the bi-weekly time & attendance reporting for all Mission time keepers and

customer- Agencies who do not have designated time keepers; verifying time & attendance

submissions from 30 timekeepers. Prepares analytical reports such as OT worked by section as a

primary tool for management to monitor Embassy payroll expenses, and employees T&A history;

ensures that all VIP overtime is accounted for by securing all forms are reported and forwarded to

FMC to charge the correct fund cites on a timely manner. Corrects errors for each pay period. Serves

as the Mission POC on all earnings & leave statements and time & attendance regulations to LE Staff

and American employees.

n 15% - Manages a quarterly training schedule for all 30 time-keepers and others on T&A practice and

procedures. Provides guidance to all LE Staff on how to read, understand and interpret the E&LStatement. Processes all leave restoration requests and forwards to Executive Director in AF/EX.

Follows up and assures all required documentation is submitted and according to regulations. Reviews

FSC-542 attendance and leave reports for accuracy and reports any discrepancies. Process Danger pay

requests for American employees and Unique conditions of work benefits for LE Staff.

n 5% - Generates T&A files, manages and uploads them into the Global Financial Services Website.

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Downloads various processed payroll files from the GFS Website. And ensures every employee is paid

and receives electronic notification. n 10% - Communicates with all Mission employees concerning

payroll questions or concerns. Serves as an expert/technical advisor for all payroll matters.

Researches, interprets and explains time & attendance regulations, payroll regulations, leave policies,

and premium pay compensation to all Mission staff, including agency directors.

n 10% - Liaise with CBA bank on pay issues Performs other duties as assigned and serves as a voucher

examiner backup..

Selection Process:

WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS

WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY

ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.

Additional Selection Criteria:

Management will consider nepotism/conflict of interest, budget, and residency status in

determining successful candidacy.

Current employees serving a probationary period are not eligible to apply.

Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or

Unsatisfactory on

their most recent Employee Performance Report are not eligible to apply.

Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible

to apply for

advertised positions within the first 90 calendar days of their employment.

Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply

for advertised

positions within the first 90 calendar days of their employment unless currently hired into a position

with a When Actually

Employed (WAE) work schedule.

Applicants must be available for an interview and for proficiency testing as required by the selecting

official.

DEFINITIONS

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1. Eligible Family Member (EFM): An individual related to a U.S. Government employee in

one of the following ways:

Spouse or same-sex domestic partner (as defined in3 FAM 1610); Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of

self-support. The term shall include, in addition to natural offspring, stepchildren and

adopted children and those under legal guardianship of the employee or the spousewhen such children are expected to be under such legal guardianship until they reach 21years of age and when dependent upon and normally residing with the guardian;

Parent (including stepparents and legally adoptive parents) of the employee or of thespouse, when such parent is at least 51 percent dependent on the employee for support;

Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers)of the employee, or of the spouse, when such sibling is at least 51 percent dependent onthe employee for support, unmarried, and under 21 years of age, or regardless of age,incapable of self-support.

2. U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference

in hiring for a qualified position, anEFM who meets the following criteria:

U.S. Citizen; and, EFM (see above) at least 18 years old; and, Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member

assigned to or stationed abroad with a USG agency that is under COM authority, or atan office of the American Institute in Taiwan; and either:

1. Resides at the sponsoring employee's or uniformed service member's post ofassignment abroad or at an office of the American Institute in Taiwan; or

2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) locationauthorized under 3 FAM 3232.2.

3. Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family

Member Appointment for purposes of Mission employment: Is a U.S. citizen; and

Spouse or same-sex domestic partner (as defined in3 FAM 1610) ora child of the sponsoring employee who is unmarried and at least 18 yearsold; and

Is listed on the travel orders or approved FormOF-126, Foreign

Service Residence and Dependency Report, of a sponsoringemployee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed

service member who is permanently assigned to or stationed abroad at a

U.S. mission, or at an office of the American Institute in Taiwan (AIT),and who is under chief of mission authority; and

Is residing at the sponsoring employee's post of assignment abroador, as appropriate, office of the American Institute in Taiwan.

Does not receive a Foreign Service or Civil Service annuity

http://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://eforms.a.state.gov/editdocument.aspx?documentid=194http://eforms.a.state.gov/editdocument.aspx?documentid=194http://eforms.a.state.gov/editdocument.aspx?documentid=194http://eforms.a.state.gov/editdocument.aspx?documentid=194http://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.html

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4. Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil,

or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post

or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is:

Not an EFM; and, Not on the travel orders of the sponsoring employee; and, Has been officially declared by the sponsoring USG employee to the COM as part of

his/her household.A MOH is under COM authority and may include a parent, unmarried partner, other relative or

adult child who falls outside the Departments current legal and statutory definition of family

member. A MOH does not have to be a U.S. Citizen.

5. Not Ordinarily Resident (NOR) An individual who:

Is not a citizen of the host country; and, Does not ordinarily reside (OR, see below) in the host country; and, Is not subject to host country employment and tax laws; and,

Has a U.S. Social Security Number (SSN).NOR employees are compensated under a GS or FS salary schedule, not under the LCP.

6. Ordinarily Resident (OR) A Foreign National or U.S. citizen who:

Is locally resident; and, Has legal, permanent resident status within the host country; and, Is subject to host country employment and tax laws.

EFMs without U.S. Social Security Numbers are also OR. All OR employees, including U.S.

citizens, are compensated in accordance with the Local Compensation Plan (LCP).

Please note this advert has expired and you can not apply for it any longer.

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Other positions we have available

Receptionist/Telephone Operator Security Investigator - Kisumu

Refugee Specialist - All US Citizens Only

Advert Details

Voucher Examiner

REF: VA-72-12

Recruiter:U.S. EmbassyUpdated

on:2012-05-07 10:15:39

AA/EE: Not Applicable Contract Permanent

Location: Nairobi Available: Immediately

Category:Accounting / Finance /

AuditingOffer: FP-6; FSN-8

IntroductionThe Financial Management Center (FMC) has an opening for the position of

Voucher Examiner. The position will be available immediately.

The closing date of this position is May 21, 2012.

Minimum Requirements

University degree in Accounting, Finance, or Business Administration is

required. CPA (K) or Chartered Accountant professional certificationalso required.

5 years of progressive experience in voucher examination, payroll,allotment accounting, and disbursing, bookkeeping and related fiscal work is

required.

Level IV English ability is required and Level IV Kiswahili ability alsorequired.

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Other Criteria

Must be proficient in using computer packages such as Word, Excel, orequivalent Financial Management Software.

Job SpecificationBASIC FUNCTION OF POSITION

Serves as a Voucher Examiner in the Financial Management Center (FMC) and is

responsible for examining, reviewing, auditing, monitoring and processing through the

Regional Financial Management System (RFMS/M), all payments for forty five (45)

Agencies within the U. S Mission in Kenya. The incumbents work involves processing of a

wide variety of complex, challenging, difficult, laborious and bulky payments in the form of

invoices for goods and services received rent and lease liabilities, transportation, airfares,

local guard contracts, telephones, cell phones, grants and cash payments. In addition, does

complex and intricate vendors accounts reconciliations, prepares Tax exemptions andDiplomatic Notes and liaises with the relevant Tax Authorities and the Ministry of Foreign

Affairs respectively. Also, processes employee claims and vouchers for Representation,

Travel Vouchers, Permanent Change of Station (PCS), Rest and Recuperation (R& R),

Home Leave, Medical Evacuation (Medevac), Emergency visitation Travel (EVT),

Education Travel, Official Residential expenses (ORE) for the Ambassador and the DCM,

Temporary Quarters Subsistence Allowance (TQSA), Gardening Reimbursement, School

fees and issues, controls and administrates travel advances.

MAJOR DUTIES AND RESPONSIBILITIES % OF

TIME

1) Review, audit, analyze and process complex vouchers and/or claims against contracts,

purchase orders, blanket purchase agreements, leases, travel authorizations and travel

regulations.

a) Examine complex multi-funded operating expense vouchers e.g. office and residential

maintenance, utilities, local guard program, cleaning & domestic refuse services, leases,

telephone, cell phones, education allowances and other miscellaneous payments. Examine

and processing of complex employee international/ local travel claims and transportation

claims (Airfares, shipments of house hold effects, privately owned motor vehicles,

unaccompanied baggage, consumables, storage, office equipment and supplies), Permanent

Change of Station (PCS), Rest and Recuperation (R & R), Home Leave, Medical

evacuation, Emergency Visitation Travel (EVT), Travel for Children of Separated parents,

Education Travel, Official Residential Expenses (ORE) for the Ambassador and the DCM,

Temporary Quarters Subsistence Allowance (TQSA), Gardening Reimbursements,

Miscellaneous Claims, School fees, Extra ordinary Quarters Allowance(EQA), Special

Evacuation Allowance and Cashier Replenishment vouchers. Processing, administration,

control and reconciliation of travel advances- 23 % OF TIME

b) 2) Review complex international and local travel claims for correctness and verify that

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they conform to travel authorizations and regulations regarding routings and per diem.

Prepares and verifies hypothetical travel itinerary when traveler deviates from authorized

routing. When travel claim exceeds amount that can be paid under travel authorization,

prepares travel exception giving detailed explanation of claims disallowance, citing

pertinent regulations. Advice payees giving reasons when claims are disallowed. Review

whether the correct weight is shipped and correctly invoiced, ensuring the correct routingon the air ticket, prepare bills for collection when any overweight is detected, keeping a

worksheet for control of Privately owned Vehicle (POV), Unaccompanied Baggage (UAB)

and Household effects (HHE)- 22 % OF TIME

3) Determine through the Consolidated Overseas Accountability Support Toolbox(

COAST), Regional Financial Management System(RFMS/M-Direct connect) accounting

systems, or the FMC budget accountant that funds are obligated, available to support the

liquidation and payment claims contain appropriate authorization, supported by correct

documentary evidence showing validity of the expenditure. Ensures that appropriate

authorizations, certifications, other documents are on file and that payment claims are inaccordance with the provisions, terms, and conditions of the applicable authorizing

documents such as contracts, purchase-orders, receiving and inspection reports, grant

and/or loan agreements, SF 1190s, travel authorizations lease agreements and provisions.

Process payment voucher within 0-5 working days to ensure compliance with the Prompt

Payment Act and FMC ICASS services standard Memorandum Of Understanding (MOU)-

12.5 % OF TIME

4) Establish and maintain necessary internal controls to ensure that payments are not

made in excess of the authorized amounts as well as to prevent improper or duplicate

payments. Ensure that the obligated funds are spent for the intended purpose and inaccordance with the U.S and host country laws and regulations. Performs in depth

research on issues/queries from employees, vendors, Agencies, other Posts, and Charleston

Financial Services Centre (CFSC) related to payments, liquidations, obligations and then

sends/scans relevant payment and funding documents to the parties involved in the issue

and the query-12.5 % OF TIME

5) Communicates with contractors, vendors, clients, contractors, mission employees, the

Office Managers of the Ambassadors and the Deputy Chief of Missions (DCM) Offices ,

host government officials, Kenya Revenue Authority ( KRA) officials, Chief Executives,

senior managers of companies and contractors both orally and in writing to requestadditional information regarding bills, invoices, claims, vouchers, financial terms and

conditions applicable to contracts, Letters of Commitment and other agreements. Visit

them to provide guidance on how to comply with Embassy payment policies and

procedures. Advising the FMO or the DFMO on the findings for corrective action. Acts as

alternate Principal Embassy Cahier-20 % OF TIME

6) Ensuring that all types of vouchers processed are funded and scheduled using the

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RFMS/M, and relevant updates and liquidations are made in the COAST, Integrated

Logistics Management System (ILMS), WEBPASS systems before passing them for further

review by the Supervisory Voucher Examiner and for final certification and preparation of

SF1166 files and transmission to the Charleston Financial Service Center. Sometimes

carries out some accounting functions of monitoring, analyzing liquidations against

obligations and advises on the amounts the Budget Analysts should de obligate to clearUnliquidated obligations (ULOs) and also provides expenditure inputs during budget

formulations. Performs ICASS work load counts. Advises various Agencies on the charges

to their fiscal data by sending the copies of SF1166 and other supporting documents.

Prepares SF 1098 form for cancellation of checks which are lost, misprinted or stale for

subsequent re-issuance. Also prepares corrective journal vouchers for transfers across

appropriations and overcharges- 10 % OF

TIME

Additional Selection Criteria:

Management will consider nepotism/conflict of interest, budget, and residency status indetermining successful candidacy.

Current employees serving a probationary period are not eligible to apply.

Current Ordinarily Resident employees with an Overall Summary Rating of NeedsImprovement or Unsatisfactory on

their most recent Employee Performance Report are not eligible to apply.

Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA)are ineligible to apply for

advertised positions within the first 90 calendar days of their employment.

Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible

to apply for advertisedpositions within the first 90 calendar days of their employment unless currently hired into a

position with a When Actually

Employed (WAE) work schedule.

Applicants must be available for an interview and for proficiency testing as required by theselecting official.

DEFINITIONS

1. Eligible Family Member (EFM): An individual related to a U.S. Government employee inone of the following ways:

Spouse or same-sex domestic partner (as defined in3 FAM 1610); Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of

self-support. The term shall include, in addition to natural offspring, stepchildren andadopted children and those under legal guardianship of the employee or the spousewhen such children are expected to be under such legal guardianship until they reach 21

http://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.htmlhttp://arpsdir.a.state.gov/fam/03fam/03fam1610.html

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