Voucher Examiner Careers – United States US Embassy / Mission

Job Title:         Voucher Examiner
Organisation: United States
US Embassy, US Mission in Uganda
Duty Station: Kampala,
Uganda
Salary Grade: FSN-8 (Ugshs
63,281,227 to 92,530,238 p.a. Inclusive of allowances)
Vacancy Announcement Number:
97-16
Reports to: Supervisory
Voucher Examiner
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
Examiner examines, analyzes and recommends 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, the incumbent offer technical
guidance and expert interpretation of applicable U.S.G. Payment regulations and
procedures to technical team members, employees, implementing partners and host
country institutions. The jobholder also provides input, or otherwise
participates in preparation of data call packages for USAID/Washington, Mission
management, etc.; and supports a variety of internal and external audits and
reviews including the Government Management Reform Act (GMRA) audits and the
Improper Payment Information Act (IPIA) reviews.
Key Duties and
Responsibilities: 
Examines, analyzes and recommends for payment a variety of difficult
and complex vouchers, including claims against contracts, purchase orders,
grants, cooperative agreements and complex travel vouchers (30%)
·        
Makes independent judgment as to the accuracy
and propriety of the voucher claim presented for payment; ensures that it
conforms to the payment provisions set forth in the obligation or
sub-obligation documents and that it complies with Host Country law and U.S.
Government standard regulations.
·        
The incumbent rejects incomplete or invalid
voucher claims and returns the documents to employee, grantee or contractors.
Examination includes verification that sufficient funds have been
obligated/sub-obligated in Phoenix.
·        
Ensures that the request for payment 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.
·        
The Voucher Examiner ensures that travel and
program advance requests are approved in accordance with Agency Cash Management
Policy and the established standard operating procedures.
·        
Ensures that open advances or bills of
collection are promptly recovered by application or offset against amount due
to payee.
·        
Ensures that administrative approvals,
justification and/or additional supporting documentation have been obtained
prior to processing reclaimed expenses against previously suspended or
disallowed amounts.
·        
Regularly examines payments and prepares
vouchers for recurring and other operating expense funded payments. 
·        
Ensures that payments are eligible under current
USAID guidance and made against valid obligations. 
·        
Regularly analyzes historical payment records of
recurring expenses and coordinates with the Budget Analyst/OE Accountant to
provide any necessary increments/adjustments in budgeted/obligated
amounts. 
·        
Ensures that all bills are paid on time and in
full compliance with the requirements of the Prompt Payment Act. 
·        
Supports vendors and Post Kampala Interagency
sections and employees with the prompt resolution of payment problems and/or
inquires.
Offer technical guidance and expert interpretation of applicable U.S.G.
Payment regulations and procedures to DO team members, partners and host
country institutions; (30%)
·        
Corresponds with contractors, host government
officials, vendors and employees both orally and in writing to provide
guidance, to interpret the agency’s voucher desk-auditing requirements, and/or
request additional information regarding proposed payments, project technical
procedures, interpretation of financial terms and condition of contracts,
letters of commitment and agreement. 
Examples of technical assistance provided to mission staff and outside
partners include: Advising CTO/Activity Managers when to start processing
incremental funding for activities and Cooperative Agreements based on close
monitoring of pipe and expenditure rates; Providing guidance on travel advances
and liquidations;
·        
Responding to queries on travel Regulations, Per
Diem rates, claims, allowances and other payment issues; and Providing guidance
to Grantees on Financial Reporting Requirements, allowable travel expenses and
reimbursement procedures.
 As directed by the Supervisory
Voucher Examiner, provides input, or otherwise participates in preparation of
datacall packages for USAID/Washington, Mission management, etc. (15%)
·        
Offers support in the execution of OMB A-123
(Appendix A) audits, Government Management Reform Act (GMRA) audits by the
Office of the Regional Inspector General (RIG), Improper Payment Information
Act (IPIA), Federal Managers’ Financial Integrity Act (FMFIA) reviews, audits
of USAID/Uganda implementing partners, and similar activities. Such support
could include transaction testing, assembling supporting documentation for selected
samples, or participating in field work.
·        
The incumbent also participates in post-award
conferences and pre-award surveys of potential USAID Implementing Partners.
He/she assists OFM in complying with all applicable USG and USAID payment rules
and regulations, including Prompt Pay Act.
Establishes and maintains contract and institutional payment
files.  (10%)
·        
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.
Reviews internal controls over the payment process on a continuous
basis in order to avoid duplicative or improper payments and/or payments in
excess of immediate cash needs of those implementing partners eligible for
Treasury cash advances (10%)
·        
Determines correct amounts payable under USAID
financed contracts as they relate to direct versus indirect costs, final versus
provisional overhead rates and overhead bases and methods of application. 
·        
The Examiner reviews and analyzes Certified
Fiscal reports submitted by implementing institutions, ensuring that budget
levels/limitations are fully met and that cumulative expense amounts reported
are reconciled to the Mission’s accounting database.
Other Duties: (5%) Performs any other duties as assigned by the
SVE, Controller or his/her designate.
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
Examiner career opportunity should hold a University degree in accounting, auditing
or business administration is required.
·        
At least four years of progressively responsible
experience in voucher examination/accounts payables, accounting/auditing or
related budget and fiscal work is required.
·        
General familiarity with USG accounting
principles and concepts, financial management and reporting procedures.
Complete familiarity with relevant US government (ADS,OMB, GAO and Treasury
Manuals) policies and regulations and the Federal Procurement Regulations. A
thorough knowledge is required of applicable sections of the Foreign Affairs
Manual, OMB and Treasury regulations, Government Accountability Office
Decisions, Travel and Transportation Guides, Standardized Regulations, etc.
·        
Excellent computer skills are required. 
·        
Ability to comprehend and logically, accurately
and properly apply the voucher 
examination process and various and detailed technical program
regulations, terms, and conditions as exist in USAID technical programs.
·        
Possess the tact and ability to explain clearly
and convincingly the rationales for payment 
disallowances.
·        
Excellent analytical and decision-making
abilities.
·        
Ability to work under limited supervision, and
to organize and prioritize work schedules is also critical.
·        
Ability to undertake a critical review of vouchers,
applying technical skills together with existing general rules and regulations
to each and every voucher submitted for payment and liquidation. Excellent
interpersonal and customer service skills 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:
·        
Download a completed and signed Universal
Application for Employment as a Locally Employed Staff, Download
it Here
.
·        
Any additional documentation that supports or
addresses the requirements listed above (e.g. transcripts, degrees, etc.)
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov
NB: Your application will
be reviewed if you have fulfilled all the requirements including submission of
standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a
single attachment (No Zipped files, Links or Multiple Attachments) and should
not exceed 10MB. Please clearly indicate the position number and title you are
applying for on the DS-174 form.
Deadline: 20th November 2016
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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