USAID US Embassy Careers – Voucher Examiner

Organisation: United States Embassy, US Mission in Uganda (USAID)
Duty Station: Kampala, Uganda
Reports to: Supervisory Voucher Examiner
About Embassy:
Welcome to the United States Embassy in
Kampala, Uganda.  The United States has enjoyed diplomatic relations with
Uganda for over 30 years.  Ambassador Scott H. DeLisi currently heads the
U.S Mission to Uganda.  The Mission is composed of several offices and
organizations all working under the auspices of the Embassy and at the
direction of the Ambassador. 
Among the offices operating under the
U.S Mission to Uganda are:
  • United States Agency for International
    Development (USAID)
  • Centers for Disease Control
  • Peace Corps
Job Summary:  The Voucher Examiner will examine, analyzes and
recommends for payment a variety of difficult and complex vouchers, including
claims against contracts, purchase orders, grants, cooperative agreements and
complex travel vouchers; ensures that claims/payments request documents are
valid and accurate; the expenditures presented for reimbursement are consistent
with the terms and conditions as stated in the contracts or grants; and that
they are adequately supported by proper and sufficient documentation. In
addition, he/she provides technical guidance and expert interpretation of
applicable U.S.G. Payment regulations and procedures to technical team members,
employees, implementing partners and host country institutions. The Incumbent
also provides input, or otherwise participates in preparation of datacall
packages for USAID/Washington, Mission management, etc; and supports a variety
of internal and external audits and reviews including the Government Management
Reform Act (GMRA) audits and the Improper Payment Information Act (IPIA)
reviews.
Key Duties and Responsibilities:
1. Examines, analyzes and recommends for
payment a variety of difficult and complex vouchers, including claims against
contracts, purchase orders, grants, cooperative agreements and complex travel
vouchers.
  • Makes
    independent judgment as to the accuracy and propriety of the voucher claim
    presented for payment; ensures that it conforms to the payment provisions
    set forth in the obligation or sub-obligation documents and that it
    complies with Host Country law and U.S. Government standard regulations.
  • Rejects incomplete
    or invalid voucher claims and returns the documents to employee, grantee
    or contractors.
  • Examination
    includes verification that sufficient funds have been
    obligated/sub-obligated in Phoenix.
  • Ensures
    that the request for payment documents are valid and accurate; the
    expenditures presented for reimbursement are consistent with the terms and
    conditions as stated in the contracts or grants; and that they are
    adequately supported by proper and sufficient documentation.
  • Ensures
    that travel and program advance requests are approved in accordance with
    Agency Cash Management Policy and the established standard operating
    procedures. Ensures that open advances or bills of collection are promptly
    recovered by application or offset against amount due to payee.
  • Ensures
    that administrative approvals, justification and/or additional supporting
    documentation have been obtained prior to processing reclaimed expenses
    against previously suspended or disallowed amounts.
  • Examines
    payments and prepares vouchers for recurring and other operating expense
    funded payments.
  • Ensures
    that payments are eligible under current USAID guidance and made against
    valid obligations. Analyzes historical payment records of recurring
    expenses and coordinates with the Budget Analyst/OE Accountant to provide
    any necessary increments/adjustments in budgeted/obligated amounts.
  • Ensures
    that all bills are paid on time and in full compliance with the
    requirements of the Prompt Payment Act. Assists vendors and Post Kampala
    Interagency sections and employees with the prompt resolution of payment
    problems and/or inquires.
2. Provides technical guidance and expert
interpretation of applicable U.S.G. Payment regulations and procedures to DO
team members, partners and host country institutions;
  • Corresponds
    with contractors, host government officials, vendors and employees both
    orally and in writing to provide guidance, to interpret the agency’s
    voucher desk-auditing requirements, and/or request additional information
    regarding proposed payments, project technical procedures, interpretation
    of financial terms and condition of contracts, letters of commitment and
    agreement. Examples of technical assistance provided to mission staff and
    outside partners include: Advising CTO/Activity Managers when to start
    processing incremental funding for activities and Cooperative Agreements
    based on close monitoring of pipe and expenditure rates;
  • Providing
    guidance on travel advances and liquidations; Responding to queries on
    travel Regulations, Per Diem rates, claims, allowances and other payment
    issues; and Providing guidance to Grantees on Financial Reporting
    Requirements, allowable travel expenses and reimbursement procedures.
3. As directed by the Supervisory
Voucher Examiner, provides input, or otherwise participates in preparation of
datacall packages for USAID/Washington, Mission management, etc.
  • Supports
    the execution of OMB A-123 (Appendix A) audits, Government Management
    Reform Act (GMRA) audits by the Office of the Regional Inspector General
    (RIG), Improper Payment Information Act (IPIA), Federal Managers’
    Financial Integrity Act (FMFIA) reviews, audits of USAID/Uganda
    implementing partners, and similar activities. Such support could include
    transaction testing, assembling supporting documentation for selected
    samples, or participating in field work. The incumbent also participates
    in post-award conferences and pre-award surveys of potential USAID
    Implementing Partners.
  • He/she
    assists OFM in complying with all applicable USG and USAID payment rules
    and regulations, including Prompt Pay Act.
4. Establishes and maintains contract and
institutional payment files:
  • Establishes
    and maintains a work file of obligation/sub-obligation documents and
    subsequent amendments, computation and analysis of work papers of incurred
    costs and fees, advance records and other related correspondences.
  • This
    includes contract/grant briefings, disbursement histories, and other
    supporting documentation used during the payment review and examination
    process.
  • Provides direction
    to contractors and grantees on current status of payments and exchange
    rate conversions, USAID internal requirements, and terms and conditions of
    the agreement or grant.
5. Reviews internal controls over the
payment process on a continuous basis in order to avoid duplicative or improper
payments and/or payments in excess of immediate cash needs of those
implementing partners eligible for Treasury cash advances:
  • Determines
    correct amounts payable under USAID financed contracts as they relate to
    direct versus indirect costs, final versus provisional overhead rates and
    overhead bases and methods of application.
  • Reviews and
    analyzes Certified Fiscal reports submitted by implementing institutions,
    ensuring that budget levels/limitations are fully met and that cumulative
    expense amounts reported are reconciled to the Mission’s accounting database.
6. Performs other duties as assigned by
the SVE, Controller or his/her designate.
Qualifications, Skills and
Experience:
NOTE:  All applicants must address each selection
criterion detailed below with specific and comprehensive information supporting
each item.
  • The applicant must hold a University degree in
    accounting, auditing, business administration or a related field is
    required.
  • At least four years’ progressively responsible experience
    in voucher examination or accounts payables, accounting/auditing or
    related budget and fiscal work is required.
  • Specialized training in USAID’s official
    computerized accounting and control system (Phoenix), voucher tracking and
    payment system, American employees’ time and attendance online reporting
    system (webTA) and new AID worldwide automated travel system (E2).
    Centrally organized training courses on USAID payment processing and
    travel voucher examination, internal controls, and financial analysis.
  • Language Proficiency: List both English and host
    country language(s) proficiency requirements by level (II, III) and specialization
    (sp/read):
  • Good working knowledge of the written and spoken
    English language (Level 3) is required.
  • General familiarity with USG accounting
    principles and concepts, financial management and reporting procedures.
    Complete familiarity with relevant US government (ADS, OMB, GAO and
    Treasury Manuals) policies and regulations and the Federal Procurement
    Regulations. A thorough knowledge is required of applicable sections of
    the Foreign Affairs Manual, OMB and Treasury regulations, Government
    Accountability Office Decisions, Travel and Transportation Guides,
    Standardized Regulations, etc.
  • Excellent computer skills are required.
  • Ability to comprehend and logically, accurately
    and properly apply the voucher examination process and various and
    detailed technical program regulations, terms, and conditions as exist in
    USAID technical programs.
  • Must have tact and ability to explain clearly and
    convincingly the rationales for payment disallowances.
  • Must have demonstrable analytical and
    decision-making abilities. Ability to work under limited supervision, and
    to organize and prioritize work schedules is also critical.
  • The incumbent must also be able to undertake a
    critical review of vouchers, applying technical skills together with
    existing general rules and regulations to each and very voucher submitted
    for payment and liquidation. Excellent interpersonal and customer service
    skills are also required..
How to Apply:
All those interested in working with the
US mission in Kampala should send their applications and strictly adhere to the
following:
  • Universal Application for Employment as a Locally
    Employed Staff or Family Member (DS-174) Download
    it Here
    .
  • A current resume or curriculum vitae.
  • Candidates who claim US Veterans preference must
    provide a copy of their Form DD-214 with their application. 
    Candidates who claim conditional US Veterans preference must submit
    documentation confirming eligibility for a conditional preference in
    hiring with their application.
  • Any other documentation (e.g. essays,
    transcripts/certificates, awards) that addresses the qualification
    requirements of the position as listed above.
 Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov.
NB: Only electronic submissions will be accepted and
only shortlisted candidates will be contacted.
Please clearly indicate the position
applied for in the subject area of the email submission.
Please use standard file types such as
Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in
one file attachment.
Telephone:  0414-306001/259-791/5
Deadline: 11th August,
2014
The US Mission in Kampala provides equal
opportunity and fair and equitable treatment in employment to all people
without regard to race, color religion, sex, national origin, age, disability,
political affiliation, marital status, or sexual orientation.  The
Department of State also strives to achieve equal employment opportunity in all
personnel operations through continuing diversity enhancement programs.

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