Fresher Diploma Voucher Clerk Job Careers – United States Embassy / US Mission (Salary 41m)

Organisation: United
States US Embassy, US Mission in Uganda
Duty Station: Kampala,
Salary Grade: UGX
41,892,912 – UGX 61,793,254 p.a. inclusive of allowances
Announcement Number: Kampala-2018-024
Open To:
Current Employees of the Mission – All Agencies and/or U.S. Citizen Eligible
Family Members (USEFMs); Eligible Family Members (EFMs); or Declared Members of
Household (MOHs) – All Agencies (Actual FS salary determined by Washington
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 Voucher Clerk examines
simple/uncomplicated and straightforward invoices to ensure conformance with
terms of original purchase order or authorization.  The incumbent performs a variety of related
clerical duties such as vendor invoice and employee reimbursement data entry
into the invoice tracking spreadsheet and any other miscellaneous clerical work
as assigned.
Key Duties and Responsibilities: 
Voucher Examining
  • Maintain a tracking document for all invoices received in the
    Financial Management Center (FMC) and ensure that they are logged within 1
    business day of receipt. Ensure that tracked invoices conform to the tax
    refund eligibility requirements for tax invoices.
  • Routing invoices for approval and ensuring that routed invoices are
    returned within 5 business days of dispatch to the respective sections
    within the mission.
  • Scan and send approved payment vouchers to the Post Support Unit
    (PSU), an offsite voucher processing/payment unit for certification and
    disbursement. Scans are to be prepared within 2 business days of receipt
    of request.
  • Examine invoices to ensure compliance with terms of original
    purchase order or authorization and obtain signatures of receiving
    officials, check computations on invoices to ensure accuracy. Enter
    payment information into RFMS/M and ensure the voucher packet is legal,
    proper and correct and present it for certification by the Financial Management
E-Filing 30%
  • For all invoices relating to purchase orders, ensure that the
    invoices are filed within ILMS/Ariba within 6 months of receipt of the
  • For all disbursements paid to vendors with purchase orders, retrieve
    the funds transfer notification and input it into ILMS/Ariba within 6
    months of payment disbursement.
  • Run the E-filing report from ILMS/Ariba on a quarterly basis and
    ensure that there are no long outstanding items i.e. older than 6 months.
Administrative Assistant 10%
  • Direct calls and queries received by the FMC both internally from
    mission personnel and externally from vendors and contacts.
  • Manage section equipment and expendable supplies; maintain records
    and re-order as appropriate.
  • Collect and distribute incoming mail, deliver outgoing mail to the
    mail room.
  • Collect, audit and verify T&A inputs from the FMO staff. Enter
    T&A inputs and adjustments to the T&A system. Maintain T&A and
    leave records

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 Clerk job opportunity
    should have completed two years college studies (diploma) in business
    administration, finance, or accounting
  • A minimum of two years’ experience in a financial, administrative
    and clerical position within a finance office is required.
  • Extensive working knowledge of secretarial and administrative
    processes and procedures. Good knowledge of accounting office operations
    is mandatory and general familiarity with basic accounting principles and
    concepts as well as financial management.
  • Demonstrated ability to establish priorities, organize a varied and
    large workload in an efficient and timely manner and develop procedures
    for the successful implementation of work assignment.
  • Excellent interpersonal and customer service skills and an ability
    to work under minimum supervision.
  • Excellent skills in the use of office equipment, computer applications
    and web based systems.
  • Language Proficiency: Level III English ability (good working knowledge in written,
    spoken and reading) is required.
How to Apply:
All suitably
qualified and interested candidates who wish to join the United States Embassy in
Kampala are encouraged to Apply Online by following the instructions below;
  • Applicants shall be required to register
    under the careers page for US Embassy Kampala using the link, Click
  • You will receive confirmation of
    registration and proceed to apply.
  • On completion of this process you will
    receive an auto response via your email.
NB: Applicants
claiming a U.S. Veteran’s preference must submit written documentation
confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the
Veteran’s Administration, or certification documenting eligibility under the
VOW Act with an expected discharge no later than 120 days after the certification
is submitted) by the closing date of the vacancy announcement. If the written
documentation confirming eligibility is not received in the HR office by the
closing date of the vacancy announcement, the U.S. Veteran’s preference will
not be considered in the application process. Specific criteria for receiving a
U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment
Policy (FMEP).
Deadline: 15th June 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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