The Ugandan Jobline

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

• Supervises the full range of payment
  functions of USAID/Uganda, comprised of 6 employees, 5 Voucher Examiners
  who provide a variety of payment services to the Mission and 1 Document
  Control Clerk. The staff examines a full range of vouchers for
  USAID/Uganda. The supervision includes technical guidance, quality
  control, work-force and annual leave planning and distribution of work.
  Oversees the processing of claim documents, ensuring compliance with
  Prompt Payment Regulations and the terms of the underlying obligation or
  commitment. Establishes and maintains procedures to ensure timely payments.
  Serves as primary contact with claimants, answering inquiries, and seeking
  resolution of disputes or, accuracy and justification of claims. Work
  closely with key officials from mission DO Teams, AOR/CORs, Procurement,
  legal, EXO, local banks, USDOs. Communicates with host country officials,
  mission employees both orally or in writing and
  contractors/grantees/vendors to establish financial reporting techniques,
  policy interpretations and to provide guidance for compliance with payment
  related policies, contract terms, and applicable laws and regulations.
  Provide guidance on Agency’s voucher auditing requirements, USG standards,
  payment regulations, ADS, FAM, DSSR, USG and host country laws. Review the
  processing of full range of a complex administrative claims, Payroll
  Services including allowances, travel agents’ claims, complex Purchase
  Orders and Contracts under operating expenses, as well as international
  travel vouchers such as TDY, R&R, Home leave, Reassignment, etc. Acts
  as the principal expert on U.S. Government payment regulations, employee
  benefits, employee pay and allowances. Provides training or guidance to
  subordinate voucher examiners in resolving payment processing problems and
  monitors their accomplishment and/or work backlog. Conducts thorough
  review of vouchers prepared by subordinate voucher examiners for
  completeness and accuracy prior to submission to the Authorized Certifying
  Officer (ACO) for final payment certification. Prepares periodic Personnel
  Evaluation Report (PER) of supervised employees. Participates in the
  selection of subordinate employees.
• Ensures accuracy and adequacy of
  documentation presented to the Certifying Officer (CO) for final
  certification by reviewing and initialing all such claims prior to
  submission to CO. Provides training and assistance to voucher examiners in
  the analysis and documentation of complex or contested claims. Establish
  and revise as necessary the internal control procedures to ensure
  institutionalizing detective and preventive methods for efficient performance
  of all payment-related functions, and for protecting USAID financial
  resources from misuse, abuse, or human errors, as well as to ensure compliance
  with applicable laws and regulations. Develops internal control tools for
  the Accounts Payable to verify that funds are available for program
  disbursements by reconciling accumulated billings per claims submitted, to
  the historical data reflected in the accounting system, including
  verification of exchange rates used, overhead rates applied, line items charged,
  and by ensuring that mis-charges among commitments and duplicate billings
  of cost elements and periods are not made. Obtaining and ensuring administrative
  approval of Project to make payments, and justify payment decisions which
  differ from the Contract/Agreement Officer Representatives (COR/AOR) administrative
  approval and/or the contractor’s recommendations, due to application of
  laws and regulations, or as a result of reviewing payment history and
  payment provisions. Ensure proper application of Prompt Payment Act to protect
  the interest of the U.S. Government through processing vouchers/payments
  within the proper window/time frame, to avoid payment of delay penalties.
  Conducts close monitoring of USDO/Bangkok, USDO/Kansas City disbursement transactions
  to ensure that payments are processed and received by payee, and take
  prompt action to resolve any transmission problems. Confers with employees
  to resolve payroll related issues, post allowance payments and with IRS on
  tax remittances and reporting problems. Drafts or reviews letters and
  memoranda concerning disallowance of payment, requests additional documentation,
  replies to inquiries on this and other payment related matters. Reviews
  and follows-up on the status of pending payment vouchers in coordination
  with EXO and Program Teams to ensure compliance with the Prompt Payment
  Act.
• Keenly review complex program vouchers
  against contract/grant provisions, U.S. and local laws, USAID regulations,
  and cost principles. Program vouchers are sometimes ambiguous, and often
  widely varied among different payment methods, funding sources, methods of
  financing, and instruments’ types utilized (e.g grants, cooperative agreements,
  contracts, host country contracts, and Bank letter of credit. Claims
  reviewed include a variety of activity types such as construction,
  technical assistance, commodities, etc., and may represent different payment
  provisions, including fixed price, cost re-imbursement, fixed fee plus
  cost re-imbursement, progress payments, etc. Ensure that methods of
  financing are appropriately applied by the mission officials and utilized
  by the recipients.
• Review trends of historical expenses, advance
  liquidation status, payment schedules, and life of project budget to ensure
  reasonableness of cash advance requests in conformity with U.S. Government
  and Treasury rules of immediate cash needs.
• Manage the operations of all payment related
  systems including PHOENIX, E2 Travel System, WINTA, WEB TA, and ASIST.
  Process through Phoenix and E2 Travel all types of claims and invoices,
  ensuring that proper fiscal data is being charged for these payments and
  appropriate vendor codes, country codes payment information and types are being
  used. Generates reports through Phoenix data viewer and E2 to address special
  needs for specific information or analysis and decision making process by
  the Agency and Senior staff and other mission personnel, or for ensuring compliance
  with terms and regulations. Detect returned payments and recommending appropriate
  cancellation method to process replacement. Provide guidance to resolve
  system errors in Phoenix Accounts Payable module or coordinates with
  Phoenix Solutions Center.
• Performs special analyses and other duties as
  requested. Provide technical support for audit and investigation
  activities by developing information on historical expenses, and verifying
  implementation of corrective/collection actions as a result of audit
  findings. Produce quarterly and annual standard or tailored reports in
  compliance with the agency reporting requirements, such as 1099 (IRS),
  data call reports, etc. Assign refunds and Intra agency Payment and
• Collection (IPAC) actions to the accountants
  and PHOENIX Coordinator in case of cash refunds and charges to other Missions.
  Receive daily lists of checks issued from DOs, reconciles with payments processed,
  identifies and reports differences to the supervisors. Manages quarterly
  VAT refund claimed from USAID funded projects submitted to Uganda Revenue
  Authority.
• Examines and audits most difficult and
  complex invoices and/or claims for payment of project funded cooperative
  grants and institutional contracts, often involving multiple funding
  accounts and applying different types of financing mechanisms. This review
  and analysis includes:
• Determining that the
  obligation/commitment contains appropriate authorizations and is
  supported by documentary evidence showing that a valid, binding written
  agreement has been executed, recorded and is on file.
• Making independent judgment that the
  voucher claim conforms to the payment provisions set forth in the
  obligation and/or commitment documents and that it is in accordance with
  other technical elements stipulated in the grant/loan agreement.
• In charge of determining that
  disbursements applicable to claims comply with appropriate U.S. Government
  Standard Regulations and host country laws. Acts as compliance agent in
  assuring that established controls to prevent improper or duplicate payment
  are properly working.
• In charge of verifying funds
  availability and processes payment voucher through the automated payment
  system PHOENIX MOMENTUM and PHOENIX VIEWER. Resolves any rejections or discrepancies
  detected by requesting the responsible accountant to make the necessary
  adjusting entries.
• Scheduling payment due dates, release
  selected vouchers that have completed funds availability verification for
  payment certification by the authorized certifying officer.
• Taking a lead in payment related
  special activities. Analyzes needs/problems in payment related activities
  and takes a lead in researching and gathering information about the issue
  and prepares documented preliminary determinations. As required,
  coordinate working groups to determine USAID/ Uganda policy and procedures
  for such issues, drafts for clearance — new or revised mission notices
  and orders.

• The ideal candidate for the US Embassy Supervisory
  Voucher Examiner career opportunity should hold a bachelor’s degree in
  accounting, finance or business administration is required.
• At least five years of progressively
  responsible experience in voucher examination/accounts payables,
  accounting/auditing or related budget and fiscal work is required.
• Broad working knowledge and understanding of
  the internal controls and procedures necessary to safeguard funds and
  ensure appropriate disbursements. Complete familiarity with the accepted
  Accounts Payable procedures of the USG.
• Broad working knowledge of AID laws,
  regulations, procedures, and handbooks. A thorough knowledge of applicable
  sections of the Foreign Affairs Manual (FAM), Standardized regulations,
  DSSR,FAR/AIDAR provisions, Federal Travel regulations, pertinent parts of
  USAID regulations and procedures such as ADS, Controller Guidebook and
  applicable FM bulletins.
• Knowledge and experience with software
  programs such as Micro-Soft Excel and Word are essential.
• A high level of analytical skill and sound
  judgment is essential. COs at post have many other duties and
  responsibilities: the incumbent’s quality review and initialing of
  vouchers is relied upon as primary assurance that the voucher certified is
  proper and allowable.
• Ability to organize and present data
  concisely and professionally.
• Excellent interpersonal skills to supervise,
  direct, and coordinate a heavy workload of payments to multiple, diverse
  claimants, including tactful and rapid handling of disputes and
  differences.
• Ability to establish and maintain effective
  working relationships with American staff, Ugandan staff, officials of the
  GOU, contractors of various nationalities, and officials of local banks,
  businesses, Agencies and /NGOs.
• Supervisory skills, plus the ability to plan,
  organize, delegate, and follow-up is mandatory.
• Ability to comprehend and apply to voucher
  examining process, detailed regulations and procedures pertaining to the
  work.
• Possess considerable tact and diplomacy, and
  good cross-cultural communication skills to explain clearly and
  convincingly to employees the rationale for disallowances and collection
  actions relating to such cases as travel and household effects shipments;
  and to Project Officers, DO Team Leaders and at times, other partners.
• Good computer skills with proficiency in
  Excel and Word, and the ability to use a calculator and typewriter are
  required.
• Language Proficiency: Excellent command of written and
  spoken English, Level IV (fluent). Must be able to independently explain
  financial management terms, concepts and issues clearly (both orally and
  written) with minimal errors. Written communication should generally
  require minimal revision.

• Universal Application for Employment as a
  Locally Employed Staff or Family Member (DS-174), Download
  it Here.
• 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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