The Payroll Assistant is responsible for reporting and maintaining records of time and attendance, pay, benefits, leave, and allowances for mission staff of all agencies subscribed to payrolling services through ICASS. This role involves coordinating scheduled periodic payments for LE staff insurance plans to the relevant host government agency and assisting the main timekeeper in performing liaison support duties. Additionally, the incumbent serves as a voucher examiner for education allowance claims and supports the Mission's significant bi-weekly payroll operations.
Key Responsibilities
Time and Attendance (T&A) Management: Execute the Mission’s bi-weekly T&A reporting and submission for over 100 direct-hire American and 770 Locally Employed (LE) staff, accounting for over $50 million in annual payroll expenses.
Data Systems: Upload payroll data to the Global Financial Services website’s secure internet file transfer system (SHIFTS) on a bi-weekly basis and update the COAST payroll module.
Personnel Records: Enter new personnel information into the payroll system, manage work schedules (including holiday and part-time schedules), ensure separated employees are removed, and handle sub-post creation for agencies.
Voucher Examination: Review, verify, and process complex education allowance tuition invoices, including at-post/away-from-post expenses, home school, and special needs allowances.
Allowances and Benefits: Consolidate and submit danger pay requests and unique condition work benefits; coordinate final pay calculations for separated staff with the financial service center in Charleston.
Reporting: Prepare overtime reports for management and quarterly leave reports to flag unusual balances or potential abuse of leave usage. Ensure all VIP overtime is accounted for and forwarded to the accounting section.
Training and Liaison: Provide guidance and training to mission personnel and individual timekeepers on automated T&A systems and labor law compliance. Assist LE staff with interpreting earnings and leave statements.
Liaison Duties: Serve as the FMC liaison for the personnel check-in/check-out process.
Qualifications and Experience
Education: A minimum of 2 years of college/university studies in accounting, finance, business administration, or a closely related field is required.
Experience: 3 years of professional experience in payroll management, accounting, auditing, or accounts payable is required.
Security: Ability to obtain and hold a security certificate or Public Trust security clearance.
How to Apply
Interested and qualified candidates should apply online through the official U.S. Embassy recruitment portal. Visit https://www.myjobmag.co.ke/apply-now/1200753 which will redirect you to the erajobs.state.gov application page. Ensure you submit your application before the deadline on April 26, 2026.
