The US Embassy is inviting applications from qualified Tanzanians for the position of Voucher Examiner at United States Agency for International Development (USAID) Tanzania. This is a full-time Personal Services Contract position.
BASIC FUNCTION OF POSITION
The position is located in the Financial Management Office (FMO), USAID Mission to Tanzania. The position is responsible for performing the full range of the Mission support functions. The primary purposes of this position are to: examine and process vouchers and invoices of multi million dollar for long-term technical assistance contractors and grantees, both direct and host country, for USAID project and non-project activities and administrative and payroll operations, recommending for payment or indicating required clarification or justification. The Voucher Examiner (VE) reports directly to the Supervisory Voucher Examiner.
MAJOR DUTIES AND RESPONSIBILITIES:
40% of time
- Examines and audits invoices from multi million dollar, long-term, project and program funded, host country, USAID direct technical assistance contractors and grant recipients, and administrative operations. Analyze transactions to ensure that claims are in accordance with contract provisions, within control of budget line items, the application of indirect cost rates and rate adjustments, the level of effort required and necessary payment documentation. Ensure that all authorizations, certifications, and other documents are on file. Also ensures that payments are in accordance with applicable U.S. and Client Country or other applicable host country laws and regulations. Much of procurement is multi-appropriation funded requiring detailed reviews and an effective decision making process prior to processing payment. Analyzes requests for advances and maintains control with expense reports submitted by contractors and grantees.
10% of time - Provides assistance to contractors, grantees and loan recipients in the handling of requests for payments and advances and on the supporting documents necessary to process these payments. Review actual and cumulative disbursements. Reconcile cumulative disbursements with the reports submitted by grantees and contractors.
15% of time - Processes payments in the computerized Phoenix financial management system database to track funds availability and for posting and reconciliation purposes. Maintains and periodically reconciles Phoenix reports and records showing amounts obligated and disbursed to project supporting records. Process funds availability verification in PHOENIX to create disbursement, advances and collection records. Creates payments schedule in PHOENIX for transmission to RFM Charleston/Kansas.
10% of time - Processes travel vouchers in E2 (advances and liquidations) for all staff. Support staff, travelers and arrangers who have problems in using E2. Follow up and issue bills to staff with outstanding advance balances.
25% of time - Responsible for processing bi-weekly payroll, benefits and allowances related payments for FSNs, TCNs and interns. Remits updates of payroll related information for USPSC, FSN and TCN to Washington, Charleston, Lima and Nairobi. Work on payroll maters for FSN, TCN and USPSC for Tanzania. Serve as the Mission liaison with payroll teams in Charleston, Lima and the USPSC. Communicates with individual staff to resolve salaries and leave discrepancies. Help Administrative Assistants in solving payroll related problems as they occur.
- Determines in coordination with the Accountant that funds are obligated and available for payment of the invoice/voucher. Ensure that the fiscal data on the voucher is correct and complete. Obtains additional information, documentation, and/or clarification on doubtful or questionable payments. Advise payees giving reasons for disallowed payments.
- Assist the supervisor in drafting communication to payment queries and related matters from contractor, vendors etc. by advising the individual or establishment concerned of the internal controls and procedures within the Mission Controllers’ office and US Disbursing office to ensure accuracy, compliance with applicable laws and regulations and timely payments.
- Performs all other miscellaneous assigned duties such as:
- Backstops the work of other Voucher Examiners.
- Provides support to Accountants and Financial Analysts in conducting financial reviews of recipients.
- Performs Accounts Payables reconciliations.
- Provide training and support to project accountants of USAID funded projects. (the accounting and report requirements as per USAID rules and regulations.
- Arrange and file all payment documents. Perform other miscellaneous related duties as they arise or assigned.
- Backstops the work of other Voucher Examiners.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.- Education:
University degree in accounting, commerce, business administration, or similar fields is required. - Prior Work Experience:
Minimum 3 years of experience in a payment function -related areas such as voucher examining, accounting and related fiscal work. - Language Proficiency:
Level IV (fluent) in English and Kiswahili (reading, speaking and writing) is required. - Knowledge:
- Standard knowledge of the features, operations and procedures of financial systems.
- Standard knowledge of the US Government payment function, accounting structure, and cash reconciliations.
- Thorough knowledge of payment and billing processes, audit standards, and standard payment procedures, collections, cashiering, and advances, required.
- Working knowledge of financial and accounting concepts.
- General knowledge of Tanzania and U.S. commercial and business law.
- Skills and Abilities:
- Ability to work under high pressure and conflicting/emergency work demands.
- A level of analytical skills, professional expertise and sound judgment is required. Ability to maintain effective working relations with other employees is also required, as is the ability to use MS Office applications especially databases, spreadsheets and accounting software.
- Creativity to conceptualize innovative solutions to increase efficiency and meet changing work demands.
- Ability to oversee and establish internal controls and policies/procedures to detect and/or prevent miss use or abuse of financial resources, or human errors/mistakes.
- Attention to detail for ensuring accuracy, completeness, and integrity of the processed payments.
- Excellent numeric and analytical skills to perform the required complex reconciliations with grantees, and contractors.
SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
TO APPLY
Interested candidates for this position must submit the following for consideration of the application:
- Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or
- A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or
- A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
- 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, certificates, awards) that addresses the qualification requirements of the position as listed above.
3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.
Failure to do so will result in an incomplete application.
- A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References
SUBMIT APPLICATION TO
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
POINT OF CONTACT
Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726
CLOSING DATE OF THE POSITION: January 20, 2014.
The US Mission in Tanzania 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.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
Only shortlisted candidates will be contacted
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