US Embassy USAID Careers – Document Control Clerk/VAT Coordinator

Organisation: United States Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
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
Among the offices operating under the U.S Mission to Uganda are:
  • United States Agency
    for International Development (USAID)
  • Centers for Disease
  • Peace Corps
Job Summary:  The Document Control Clerk/VAT
coordinator reports to the Supervisory Voucher Examiner in the Office of
Financial Management (OFM). The incumbent supports Payment Specialists in the
OFM Payments Service Center in the examination, analyses and processing 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 is responsible for
reviewing and verifying for accuracy all the value added tax (VAT) invoices/receipts
for all USAID Implementing Partners, including AID/W funded activities,
ensuring that documentation comply with the Uganda Revenue Authority (URA)
requirements. S/he processes and submits VAT and Duty Tax on Fuel claims for
OE, USDH personnel, USAID Programs and USAID implementing partners.
Key Duties and Responsibilities:
1. Coordinates Agency Secure Image and Tracking system (ASIST) for the
OFM: 35%
  • Maintains Payment Service Centre electronic/hard
    copy filing system to ensure that documents are filled in accordance will
    set filling procedures and processes.
  • Creates new vendors in ASIST, ensures that
    vouchers not automatically selected through interface with Phoenix are
    identified and created manually in ASIST with proper description.
  • Checking that all payment vouchers are consistently
    filled according to standard sequences and categories.
  • Avails vouchers on request for reference
    whenever necessary and ensures that vouchers are returned; where necessary
    coordinates with other offices to confirm that documents are properly
  • Mentors and trains staff in using ASIST
  • Develops filling guidelines to ensure documentation
    is handled in compliance with USAID Records Management Program ADS502.
  • Categorize and prepare documents for
    transfer to Executive Office (EXO) Communications and Records Assistant
    for archiving in accordance with USAID Records Disposition Handbook
2. Creates electronic invoicing documents in Phoenix (momentum): 25 %
  • Incumbent receives, date-stamps and logs
    into the system all incoming payments documents, ensures invoices
    submitted to OFM are complete, valid, proper, adequately supported.
  • Creates invoices in Phoenix and enters all
    necessary invoice information, using appropriate system information such
    as vendor code and address code, generic accounting information, contact
    number, Phoenix invoice date, etc. For invoices that do not need COTR
    approval (e.g reimbursement requests), the incumbent enters all relevant information
    on the Invoice Header and, using Phoenix’s ad-hoc routing functionality,
    routes the invoice to the designated
  • Voucher Examiner.
  • Ensures that invoices are logged in the
    payment tracking system on time, return all invalid, unsupported and
    improper invoices/vouchers to vendors/suppliers within 7 days.
  • Reviews voucher report to ensure that data
    in the payment tracking system is correct.
  • Monitor the flow of payment documentation
    to ensure that all processed invoices in Phoenix are closed in within 30
  • Supports the Payments Service Centre to
    realize processing requirements of the USG Prompt Pay Act.
3. Responsible for maintaining a record of Implementing Partners in
accordance with the OAA List of Active Awards to ensure compliance with Tax
reporting: 20%
  • Reviewing and verifying for accuracy all
    the value added tax (VAT) invoices/receipts for all USAID Implementing
    Partners, including AID/W funded activities, ensuring that documentation comply
    with the Uganda Revenue Authority (URA) and Ministry of Finance and
    Economic Planning (MOFEP) requirements. Maintains a master worksheet for
    tracking individual program funded VAT claims against reimbursements and
    prepares USAID/Uganda Annual Tax report.
  • The VAT coordinator participates in Post
    Award Orientation meetings and serves as the first line contact in
    providing advice on all matters relating to tax reporting for Implementing
    Partners and provides guidance on VAT claims for USAID contractors
    including interaction with senior officials of the Government of Uganda
    from Ministry of Finance, Planning and Economic Development, Ministry of
    Foreign affairs and Uganda Revenue Authority.
  • Ensures integrity and equitable
    distribution of Mission VAT reimbursements to OE and Program.
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.
  • Offers technical 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
5. Notify internal and external customers of payment or completion of
payment process in writing (letter, e-mail, or fax): 5 %
  • Quickly respond to inquiries regarding
    payment, i.e., inquiries from vendors regarding the payment status of
    their invoices, or requesting copies of payment notification from USDO
    Charleston, Treasury Kansas and Local Bank etc.
  • Performs other duties as assigned by the
    SVE, Controller or his/her designate.
Qualifications, Skills and
  • The ideal USAID US Embassy employee should
    possess a University degree in business administration, finance,
    accounting, public administration or any other field is required.
  • At least three years of progressively
    responsible experience in voucher examination/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.
  • Good working knowledge of secretarial and
    administrative processes, procedures, filing systems and processes, and
    related matters.
  • Good knowledge of accounting office
    operations is mandatory.
  • General familiarity with basic accounting
    principles and concepts, financial management and reporting procedures
  • The incumbent must have the ability to
    establish priorities, organize a large and varied workload in an efficient
    and timely fashion, and develop procedures for the successful implementation
    of work assignment.
  • He/she must have excellent skills in using
    all office equipment, computer applications, MS office suite and Web-based
    systems. , typing and.
  • The jobholder must also be able to
    comprehend and logically, accurately and to properly apply the voucher
    examination process and various and detailed technical regulations, terms,
    and conditions.
  • He/she must have 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.
Language Proficiency:  Good working knowledge of the written and
spoken English language (Level 3) 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
  • 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
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: 27th 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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