Job Title: Voucher Examiner
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: FSN-7 (Ugshs 39,776,655 to 57,966,365 p.a. Inclusive of allowances)
Vacancy Announcement Number: 32-16
Reports to: Financial Specialist
About US 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 (CDC)
- Peace Corps
Job Summary: The Voucher Examiner will support the US Embassy in the completion of voucher examining processes (except final review and certification) of a considerable variety of average to moderately complex administrative type of vouchers invoices and claims. Most of them involve relatively uncomplicated transactions with reasonably well-defined bases for payments covering recurring types and/or limited varieties of goods and services. May also be required to handle Value Added Tax (VAT) reporting, control, and voucher processing. The Voucher Examiner must possess or gain specialized knowledge of host country VAT regulations and procedures in order to advise employees and post management on VAT issues.
Key Duties and Responsibilities:
1. Examines and reviews vouchers, invoices and other documents including moderately complex administrative invoices being paid against contracts between vendors and Post for various serviced Agencies at Post. (50%)
- Prepares non-cash vouchers and requests payments in U.S., local and third currency for goods, services and other expense transactions. Ensures, that payment is legal, proper and correct according to Regulations. Contacts vendors, payees if additional information and clarification is needed.
- The employee is responsible for the voucher throughout the entire process, up to the certification by the Certifying Officer.
- Orders payment Checks and EFT payments in U.S., local and third currency through RFMS/M System.
- Provides back up to other Voucher Examiner(s) in the section
2. For Embassy VAT expenditures, enter detailed VAT data on a regular basis and submit refund claims monthly. (20%)
- The jobholder will control the claims and effect distribution of the refunds on a priority basis. For eligible US Employees, provide advice and assist individuals in completing VAT refund forms and submit their claims.
- For the official VAT using the VAT file on the FMO, share network drive, provide reporting on official VAT submissions and refunds received from the Ugandan Ministry of Finance. Communicate directly with the Ministry of Finance or subsections thereof as required to expedite VAT refunds for individuals and the USG.
- The incumbent will prepare special purpose analyses of VAT reporting as required in order to advise post management for the purpose of optimizing VAT refunds for both Embassy employees and the USG.
- The jobholder will also render support in the research and interpretation of Ugandan VAT laws and regulations to assist post management in preparation for negotiation with the Ugandan authorities regarding VAT issues.
3. Prepares and examines very complex travel vouchers for in-country and international travel vouchers, consulting travel and allowance regulations, applying applicable regulations and restrictions and determining the validity of the requested payment. (20%)
- Provides technical advice to travelers submitting vouchers for payment and resolves any claim or payment differences.
- Updates and maintains records of all travel vouchers, outstanding advances and un-liquidated travel obligations, ensuring that travel obligations are adjusted as necessary.
- May also be required to perform other duties as assigned.
4. Serves as Alternate Class B Cashier during the absence of the Post Class B Cashier with an accountability limit of $100,000 U.S. (10%)
- The employee performs the full range of Cashiering duties, including Collections, Accommodation Exchange to authorized personnel on a daily basis.
- Collects Consular Fees and Cash from personnel for travel, personal phone calls, and other miscellaneous fees. Makes payments based on Certified Vouchers and other authorizing documents, such as Vendor payments, Travel Reimbursement payments and payments to FSN and US employees. Also processes Certified and Sub-vouchers.
- The applicant has to provide Off-Site support – Cashiering for VIP visits, such as Presidential and CODEL visits.
Qualifications, Skills and Experience:
NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- The applicants for the US Embassy Voucher Examiner career opportunity should hold a University degree in finance, accounting, commerce, business administration, marketing, statistics, and economics.
- A minimum of two years of progressively responsible experience in accounting, auditing, cashiering, book keeping, and voucher examining is required.
- Familiarity with handling vouchers, VAT and/or cashiering transactions with public offices including large institutions is required.
- The applicant must have a good knowledge of the new WinACS Software.
- Possess considerable skills in articulating complex issues orally and in writing, (e.g., to explain disallowance of claims or deductions in vendor invoices) through comprehending and properly applying technical regulations and requirements to the voucher examining process.
- Computer literacy skills i.e. proficient in MS Word, MS Excel and MS Access to process transactions in a financial data base.
- The applicant should possess considerable skill (tact and diplomacy) in interacting with customers, vendors and host government officials as it relates to processing various types of vouchers and backing up the cashier.
- Language Proficiency: List both English and host country language(s) by level and specialization. Level IV English ability (fluent written, spoken and reading) is 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.
- 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: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.
Deadline: 21st April 2016
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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