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Financial Clerk (Document Control) Careers – United States US Embassy / Mission
Job Title: Financial Clerk (Document
Control)
Control)
Organisation: United
States US Embassy, US Mission in Uganda
States US Embassy, US Mission in Uganda
Duty Station: Kampala,
Uganda
Uganda
Salary Grade: FSN-7
(Ugshs 46,440,981 – UGX 67,918,349 p.a. inclusive of allowances)
(Ugshs 46,440,981 – UGX 67,918,349 p.a. inclusive of allowances)
Reports to: Supervisory
Voucher Examiner
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.
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:
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 Financial
Clerk (Document Control) supports Payment Specialists in the Payments Service
Center (PSC) examining, analyzing and processing a variety of complex vouchers,
ensuring that associated documentation is valid, and that claims made therein
are accurate and appropriate in light of provisions contained in instruments
the claims are made against. The incumbent is also responsible for reviewing
and verifying the VAT invoices of USAID implementing partners, ensuring that
the finalized documentation submitted on their behalf meets the requirements of
the Uganda Revenue Authority (URA). The Financial Clerk (Document Control)
provides backup to the OFM Administrative Assistant in connection with special
projects and during the absence of the latter.
Clerk (Document Control) supports Payment Specialists in the Payments Service
Center (PSC) examining, analyzing and processing a variety of complex vouchers,
ensuring that associated documentation is valid, and that claims made therein
are accurate and appropriate in light of provisions contained in instruments
the claims are made against. The incumbent is also responsible for reviewing
and verifying the VAT invoices of USAID implementing partners, ensuring that
the finalized documentation submitted on their behalf meets the requirements of
the Uganda Revenue Authority (URA). The Financial Clerk (Document Control)
provides backup to the OFM Administrative Assistant in connection with special
projects and during the absence of the latter.
Key Duties and Responsibilities:
- OFM
Coordinator for Agency visual storage database ASIST (20%): The incumbent serves as OFM’s principal
coordinator for the Agency’s document storage and retrieval database,
known as ASIST. Responsibilities associated with this duty include: 1)
maintaining integrity of OFM’s document filing systems and procedures; 2)
manually creating any vouchers not automatically created via interface
with financial management system (Phoenix); 3) recalling and reproducing
archived transactional documentation upon request of PSC colleagues and
OFM management; and 4) acting as Mission subject matter expert on ASIST as
it pertains to financial management operations. - OFM
Point of First Contact for Incoming Payment Documents (40%): The incumbent logs all incoming payment
documents and ensures that they are valid, complete, and adequately
supported. The accepted documents are then used by the DCCWAT COORDINATOR
to create electronic invoices in Phoenix, manually entering information
from the documents into the system. For invoices not requiring COR
approval, Phoenix’s ad-hoc routing functionality is used to capture
relevant details, and route the resulting voucher to a Voucher Examiner
for processing. The DCCWAT COORDINATOR ensures that documents not logged
into the system for whatever reason are returned to the appropriate vendor
within 7 days. Documents logged into the system are monitored as they
progress through various stages of approval to ensure they are processed
and closed in Phoenix within 30 days, in line with USG Prompt Pay Act requirements.
DCCWAT COORDINATOR duties also include notifying internal and external
customers of completion of the payment process in writing, which requires
the requesting of payment notification confirmations from the US
Disbursing Office, the US Department of the Treasury, and local Ugandan
banks. - Value
Added Tax Compliance and Processing (20%): The incumbent is responsible for maintaining a record of
implementing partners’ compliance with URA tax reporting requirements
using lists of active awards obtained from the USAID/Uganda Office of
Acquisition and Assistance (OAA). The DCCWAT COORDINATOR reviews and
verifies submissions ensuring that submitted packages comport with
URA-stipulated requirements. In performing these duties the DCCWAT
COORDINATOR is required to maintain a master worksheet for tracking the
progress of claims in progress against disbursements, and uses the
resulting information to create an annual tax report for the Mission. The
DCCWAT COORDINATOR participates in post-award orientation meetings
together with OAA to serve as the primary point of contact for
implementing partners providing guidance on matters related to the filing
of VAT claims by USAID implementing partners. In this role the DCCWAT
COORDINATOR interacts with senior staff from implementing partners and the
Government of Uganda. Upon receipt of refunds, the DCCWAT COORDINATOR
ensures that the refunds are returned to the proper accounts based on
program status and funding category. - Administrative
Backup and Support (10%): The
incumbent provides administrative support services to OFM staff as needed,
especially during the absence of the Administrative Assistant.
Responsibilities associated with these duties include the following:
scheduling meetings, arranging venues and transportation for internal and
external meetings, ordering office supplies, and facilitating
communication between OFM and other Mission offices. - Establishes
and maintains contract and institutional payment files (10%): Establishes and maintains a work file of
funds control documents as well as amendments, computation and analysis of
work papers of incurred costs and fees, advance records and related
correspondence. This includes contract/grant briefings, disbursement
histories, and other supporting documentation used during the payment review
and examination process. - The
incumbent provides 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.
Qualifications, Skills and Experience:
NOTE:
All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.
All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.
- The
applicants for the US Embassy Financial Clerk (Document Control) job opportunity
should hold a bachelor’s degree in business administration, accounting,
public administration or other fields focusing on internal business or
government operating practices and procedures. - At
least three years of progressively increasing responsibility in accounts
payable, bookkeeping, financial statement preparation, audit or budgeting
is required. - Must
have good working knowledge of secretarial and administrative processes,
procedures, filing systems and processes. - Solid
knowledge of accounting office operations is mandatory. - General
familiarity with basic accounting principles and concepts, financial
management and reporting procedures required. - Ability
to establish priorities, and organize a large and varied workload in an
efficient and timely fashion, and also be able to develop procedures for
the successful implementation of work assignments. - Excellent
skills in using standard office equipment and computer applications such
as MS Office and Web-based systems. - Ability
to comprehend and apply voucher examination processes as well as standard
US federal regulations pertinent to financial management operations. - 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.
How to Apply:
All qualified candidates should
submit the following;
submit the following;
- A hand-signed AID-302-3 Offeror
Information for Personal Services Contracts Form, Download
Here - Cover letter clearly indicating the
position for which you are applying and describing how you meet the
minimum requirements - Updated Curriculum Vitae/Resume
- Copies of Academic Transcripts
- Names, contact numbers, and e-mail
addresses of three (3) professional references. At least one of the
references must be a prior or current direct supervisor. - U.S. citizen, Resident Aliens and other
nations (resident in Uganda) must attach a copy of a valid work permit.
Send them to: KampalaHR@state.gov in standard file types such as
Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document
which should not exceed 10MB.
Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document
which should not exceed 10MB.
Deadline: 20th April 2018
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.
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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