Financial Clerk (Document Control) Careers - United States US Embassy / Mission


Job Title:         Financial Clerk (Document Control)
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: FSN-7 (Ugshs 46,440,981 - UGX 67,918,349 p.a. inclusive of allowances)
Reports to: Supervisory Voucher Examiner

About US Embassy:
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Deborah R. Malac 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 Financial Clerk (Document Control) supports Payment Specialists in the Payments Service Center (PSC) examining, analyzing and processing a variety of complex vouchers, ensuring that associated documentation is valid, and that claims made therein are accurate and appropriate in light of provisions contained in instruments the claims are made against. The incumbent is also responsible for reviewing and verifying the VAT invoices of USAID implementing partners, ensuring that the finalized documentation submitted on their behalf meets the requirements of the Uganda Revenue Authority (URA). The Financial Clerk (Document Control) provides backup to the OFM Administrative Assistant in connection with special projects and during the absence of the latter.

Key Duties and Responsibilities: 
  • OFM Coordinator for Agency visual storage database ASIST (20%): The incumbent serves as OFM’s principal coordinator for the Agency’s document storage and retrieval database, known as ASIST. Responsibilities associated with this duty include: 1) maintaining integrity of OFM’s document filing systems and procedures; 2) manually creating any vouchers not automatically created via interface with financial management system (Phoenix); 3) recalling and reproducing archived transactional documentation upon request of PSC colleagues and OFM management; and 4) acting as Mission subject matter expert on ASIST as it pertains to financial management operations.
  • OFM Point of First Contact for Incoming Payment Documents (40%): The incumbent logs all incoming payment documents and ensures that they are valid, complete, and adequately supported. The accepted documents are then used by the DCCWAT COORDINATOR to create electronic invoices in Phoenix, manually entering information from the documents into the system. For invoices not requiring COR approval, Phoenix’s ad-hoc routing functionality is used to capture relevant details, and route the resulting voucher to a Voucher Examiner for processing. The DCCWAT COORDINATOR ensures that documents not logged into the system for whatever reason are returned to the appropriate vendor within 7 days. Documents logged into the system are monitored as they progress through various stages of approval to ensure they are processed and closed in Phoenix within 30 days, in line with USG Prompt Pay Act requirements. DCCWAT COORDINATOR duties also include notifying internal and external customers of completion of the payment process in writing, which requires the requesting of payment notification confirmations from the US Disbursing Office, the US Department of the Treasury, and local Ugandan banks.
  • Value Added Tax Compliance and Processing (20%): The incumbent is responsible for maintaining a record of implementing partners’ compliance with URA tax reporting requirements using lists of active awards obtained from the USAID/Uganda Office of Acquisition and Assistance (OAA). The DCCWAT COORDINATOR reviews and verifies submissions ensuring that submitted packages comport with URA-stipulated requirements. In performing these duties the DCCWAT COORDINATOR is required to maintain a master worksheet for tracking the progress of claims in progress against disbursements, and uses the resulting information to create an annual tax report for the Mission. The DCCWAT COORDINATOR participates in post-award orientation meetings together with OAA to serve as the primary point of contact for implementing partners providing guidance on matters related to the filing of VAT claims by USAID implementing partners. In this role the DCCWAT COORDINATOR interacts with senior staff from implementing partners and the Government of Uganda. Upon receipt of refunds, the DCCWAT COORDINATOR ensures that the refunds are returned to the proper accounts based on program status and funding category.
  • Administrative Backup and Support (10%): The incumbent provides administrative support services to OFM staff as needed, especially during the absence of the Administrative Assistant. Responsibilities associated with these duties include the following: scheduling meetings, arranging venues and transportation for internal and external meetings, ordering office supplies, and facilitating communication between OFM and other Mission offices.
  • Establishes and maintains contract and institutional payment files (10%): Establishes and maintains a work file of funds control documents as well as amendments, computation and analysis of work papers of incurred costs and fees, advance records and related correspondence. This includes contract/grant briefings, disbursement histories, and other supporting documentation used during the payment review and examination process.
  • The incumbent provides guidance 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.


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 Financial Clerk (Document Control) job opportunity should hold a bachelor’s degree in business administration, accounting, public administration or other fields focusing on internal business or government operating practices and procedures.
  • At least three years of progressively increasing responsibility in accounts payable, bookkeeping, financial statement preparation, audit or budgeting is required.
  • Must have good working knowledge of secretarial and administrative processes, procedures, filing systems and processes.
  • Solid knowledge of accounting office operations is mandatory.
  • General familiarity with basic accounting principles and concepts, financial management and reporting procedures required.
  • Ability to establish priorities, and organize a large and varied workload in an efficient and timely fashion, and also be able to develop procedures for the successful implementation of work assignments.
  • Excellent skills in using standard office equipment and computer applications such as MS Office and Web-based systems.
  • Ability to comprehend and apply voucher examination processes as well as standard US federal regulations pertinent to financial management operations.
  • Good typing skills and demonstrable analytical and decision-making abilities.
  • Excellent interpersonal and customer service skills and an ability to work under minimum supervision are also required.

How to Apply:
All qualified candidates should submit the following;
  • A hand-signed AID-302-3 Offeror Information for Personal Services Contracts Form, Download Here
  • Cover letter clearly indicating the position for which you are applying and describing how you meet the minimum requirements
  • Updated Curriculum Vitae/Resume
  • Copies of Academic Transcripts
  • Names, contact numbers, and e-mail addresses of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
  • U.S. citizen, Resident Aliens and other nations (resident in Uganda) must attach a copy of a valid work permit.

Send them to: KampalaHR@state.gov in standard file types such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.

Deadline: 20th April 2018

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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