The Ugandan Jobline

• United States Agency
  for International Development (USAID)
• Centers for Disease
  Control
• Peace Corps

• 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
  stored.
• Mentors and trains staff in using ASIST
  functionality.
• 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

• 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
  days.
• Supports the Payments Service Centre to
  realize processing requirements of the USG Prompt Pay Act.

• 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.

• 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
  grant.

• 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.

• 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
  required.
• 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.

• 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.

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