Experienced Office Manager with a strength in managing multiple projects simultaneously and fostering a cohesive staff.
Highly organized and meticulous Administrative Assistant with experience in corporate office settings.
Administrative professional offering excellent communication and computer skills. Meets deadlines and works with a high level of multicultural awareness and adaptability.
Detail-oriented and driven Executive Assistant with expertise in problem solving and managing daily office functions.
Hard-working, multi-tasking Executive Assistant with outstanding telephone, scheduling and documentation skills.
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.
Responsible for all financial responsibilities for FAS office in Tanzania and provides office financial support including ICASS. Member of ICASS Budget Committee, US Embassy Dar es Salaam.
Provides minimal financial support to USDA/FAS Technical Advisors seconded to USAID Nairobi and Dar es Salaam.
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.
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
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.
Office's liaison with the Embassy's GSO, FMC and Human Resources offices.
Advanced Level Certificates
Shorthand (110wpm) - Distinction
Typewriting Stage III - Credit
Audio Typewriting - Distinction
Business English - Credit
Secretarial Duties - Distinction
Commerce - Pass
Office Practice - Credit
Office Management - Pass
Industrial Relations: Pax Professional Consultants Ltd. Short course held in 1992.
Attended Workshop on Communication Strategies for Development Networks: Lessons and Potentials, held in Harare, December 1999.
Attended training in Network Administration at Infotech Training Center, February – June 2000.
Attended International Administrative Conference organized by U.S. Department of Agriculture held in Miami Florida in June 2003 and June 2006, Washington DC September 2008 and Philadelphia August 2010. Topics covered included financial planning and process, procurement, inventory and records management, basic ICASS knowledge, WebTA for Officers amongst many other administrative topics.
O' Level Division III - 34 Points
English Language - 3
English Literature - 6
Mathematics - 6
Kiswahili - 6
Art - 6
History - 7
Biology - 7
Physical Science - 7
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