Job Title:
Voucher Clerk
Voucher Clerk
Organisation: United States Embassy, US
Mission in Uganda
Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: Grade 06 (UGX 26,
756,017 to 28,759256 p.a. inclusive of allowances).
756,017 to 28,759256 p.a. inclusive of allowances).
Vacancy Number: 030 –
2015
2015
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.
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
- Peace Corps
Job Summary: The US
Embassy Voucher Clerk will be responsible for examining 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.
Embassy Voucher Clerk will be responsible for examining 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:
1. Voucher Examining 60%
- Examines invoices to ensure conformance
with terms of original purchase order or authorization. Obtains signatures
of receiving or approving officer as necessary and checks all computations
on invoices for accuracy and propriety. Type voucher for payment,
including fiscal data and proper documents with proper signature(s) into RFMS/M.
Reviews finished vouchers for completeness and accuracy of presentation,
compliance with regulations, propriety, and required certifications. If a
voucher is incomplete, refers to supervisor or higher level employee for
advice and guidance before returning voucher to sender with request for
additional information. - Maintain a tracking document for all
invoices received in the Financial Management Centre and ensure that
invoices are logged within 1 day of receipt. Ensure that invoices tracked
are valid, have all the requirements for tax refunds and are in the names
of the mission. - In charge of routing invoices for approval
and ensuring that routed invoices are returned within 5 business days of
dispatch to the respective sections within the mission. - Scanning and sending approved payment
vouchers to the Post Support Unit, an off-site payment disbursing unit,
for certification and disbursement.
2. VAT Refunds 30%
- For all certified vouchers that are
eligible for VAT refunds, make copies of invoices attach the copies to the
certified voucher and compile original eligible invoices for refund,
presenting them to the VAT voucher examiner on a monthly basis. - Render support in the VAT voucher examiner
in the compilation of the Embassy tax refund claim by stamping invoices,
data entry into the claim/refund tracking spreadsheet which includes
maintaining fiscal data from which the tax was originally paid and any
other administrative work in this regard. - Will coordinate pick and drop off of VAT
requests and reimbursements with Ugandan Revenue Authority offices.
3. Alternate Administrative
Assistant 10%
Assistant 10%
- Conduct accounts receivable functions
including issuing of bills for collection, follow up on repayment plans,
record payments and report distribution. - Manage section equipment and expendable
supplies; maintain records and re-order as appropriate. - Collect and distribute incoming mail,
update log of invoices, deliver outgoing mail to the mail room. - Maintain electronic and hardcopy filing
systems, with a goal towards being as “paperless” as possible. - Collect audit and verify T&A input for
the FMC staff. - Perform secretarial duties for the FMO.
- On occasion, run outside pick and delivery
of visa applications and passports for travel section - Perform any other duties as assigned.
Qualifications,
Skills and Experience:
Skills and Experience:
NOTE: All applicants must address
each selection criterion detailed below with specific and comprehensive
information supporting each item.
each selection criterion detailed below with specific and comprehensive
information supporting each item.
- The ideal candidate for the United States
US Embassy Voucher Clerk should hold a Diploma in accounting, auditing,
business administration. - At least two years’ experience in a
financial clerical position. - Detailed 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. - The incumbent must have the ability to
establish priorities, organize a large and varied workload in an efficient
and timely manner and develop procedures for the successful implementation
of work assignment. - He must have excellent interpersonal and
customer service skills and an ability to work under minimum supervision. - Possess excellent skills in the use of
office equipment, computer applications and web based systems.
Language Proficiency:
List both English and host country language(s) by level and specialization.Level
III English ability (good working knowledge in written, spoken and reading).
List both English and host country language(s) by level and specialization.Level
III English ability (good working knowledge in written, spoken and reading).
How to Apply:
All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:
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 [email protected]
at [email protected]
NB: Only electronic
submissions will be accepted and only shortlisted candidates will be contacted.
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.
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.
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
0414-306001/259-791/5
Deadline: 23rd
April 2015
April 2015
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.
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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