Apr 12, 2018

Voucher Examiner at US Embassy in Ethiopia

  • Embassy of The United States of America in Ethiopia
  • Addis Ababa, Ethiopia
Full time Administration/Clerical Jobs in Ethiopia

Job Description

Job by US Embassy in Addis Ababa

Job Title: Voucher Examiner

 

  1. GENERAL INFORMATION

 

  1. SOLICITATION NO.:                         72066318R10009
  2. ISSUANCE DATE:                         April 11, 2018
  3. CLOSING DATE/TIME

FOR RECEIPT OF APPLICATIONS:       April 25, 2018 before and/or on 5:00 PM (Close of Business)

  1. POSITION TITLE:                         Voucher Examiner
  2. MARKET VALUE: FSN-7, $10,721 – $19,301 per annum

In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/ Ethiopia. Final compensation will be negotiated within the listed market value.

  1. PERIOD OF PERFORMANCE: 5 Years
  2. PLACE OF PERFORMANCE:               US Embassy,  Entoto Road
  3. SECURITY LEVEL REQUIRED:           RSO Certification
  4. BASIC FUNCTIONS:

The Voucher Examiner is a member of the USAID/Ethiopia Office of Financial Management team and reports to the Supervisory Voucher Examiner. The incumbent examines, analyses and recommends for payment of a variety of vouchers, including claims against purchase orders, contracts, travel authorizations, various types of allowances, and other obligating documents; ensures voucher and supporting documents are valid and accurate; the expenditures presented for reimbursement are consistent with the terms and conditions as stated in the authorizing document; and that claims are adequately supported by proper and sufficient documentation. In addition, he/she provides technical guidance and expert interpretation of applicable USG payment regulations and procedures to employees, implementing partners and vendors.

  1. STATEMENT OF DUTIES:

 

  1. Examines, analyses, and recommends for payment vouchers and/or claims against contracts, purchase orders, leases, and complex travel vouchers in accordance with the provisions, terms and conditions for the procurement documents, contracts, grants and cooperative agreements, purchase orders, lease agreements, and travel authorizations. Examination includes determination as to whether the obligations contain appropriate authorizations and funds availability, all payments are supported by invoices or claims and other documentary evidence showing that the goods and services have been furnished. Examines travel voucher and invoices in connection with travel involving transfers, movements of HHE, POV, UAB and consumables. Processes local and international advance requests; collects receipts from cashier and posts to Phoenix collections and advance liquidations. Computes entitlements due to travelers and advises travelers on what was allowed and disallowed in accordance with travel regulations. Advises vendors, contractors, shipping agents, procurement personnel, program officials, and other employees about questions that need clarification and resolves problems related to payments and deductions. Ensures that payees are advised of any payment suspensions on a timely basis. Reviews the status of pending payment vouchers and tracks activity to ensure that Prompt Payment Act Regulations and Procedures are followed. In addition to processing vouchers in a timely manner, the incumbent ensures the payee name, address and banking information is correct; the invoice number and description in the database is inclusive; and the Phoenix description is appropriate and as detailed as possible given the constraints imposed by the system. Prepares journal vouchers for funding adjustments and prepares SF 1081 as needed to transfer funds from one appropriation to another to correct discrepancies. The incumbent is also responsible for calculating various types of allowances that are due to employees. Maintains up-to-date obligation and payment files. (70%)
  2. Assists the operating expense and project accountants with reconciliation and budgeting information/documentation requirements. Provides coverage in the absence of others in the voucher examination section which involves review and examination of the entire spectrum of payment vouchers received by the mission. (20%)
  3. Assists the Supervisory Voucher Examiner in the preparation of payment related reports as required and performs other duties as determined by the Supervisory Voucher Examiner, Chief Accountant, Deputy Controller and Controller. (10%)

Supervisory relationship: Works under the direct supervision of the Supervisory Voucher Examiner. The position doesn’t involve supervising others.

  1. AREA OF CONSIDERATION: Cooperating Country Nationals (CCNs) applicants. Cooperating country national means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
  2. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
  3. POINT OF CONTACT: addisusaidjobs@usaid.gov ; Fekadu Tamirate  at Ftamirate@usaid.gov.

 

  1. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

EDUCATION: A completion of Secondary Schooling, and an additional two years of post-secondary studies in accounting or business administration is required.

EXPERIENCE: At least three years of progressively responsible experience in voucher examining,

accounting or related fiscal work.

LANGUAGELevel IV in both English and Amharic are required.

KNOWLEDGE, SKILLS AND ABILITIES: A thorough knowledge of applicable sections of the Foreign Affairs Manual and Handbook, Department of State Standardized Regulations, FAR/AIDAR provisions, Joint Travel Regulations, and pertinent sections of the ADS and other USAID regulations and procedures.

Requires considerable tact and diplomacy, and good cross-cultural communications skills. Incumbent must have the ability to undertake a critical review of vouchers, applying technical skills

together with existing USAID rules and regulations to each and every voucher submitted for payment and liquidation. Must be able to explain clearly the reasons for payment suspensions. Excellent computer skills with proficiency in Microsoft Word and Excel are required.

POST ENTRY TRAINING: USAID and Federal regulations relating to communications and records management.

  • EVALUATION AND SELECTION FACTORS

APPLICATION & SELECTION PROCESS: All applicants must submit a completed form {Universal Application for Employment (DS-174)} along with the credential documents to USAID/Ethiopia, Human Resources Office via the email address addisusaidjobs@usaid.gov.  Each applicant must fully explain his/her job-related duties and qualifications on the application form in order to provide for an accurate evaluation of his/her education, training, and experience. All applicants will be considered without regard to race, color, religion, national origin, marital status, political affiliation, age, sex, sexual orientation, physical disabilities, or membership in an employee organization. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process please notify the Agency. Applicants who are not contacted within thirty days after the final filing date are to assume that their applications were not accepted.

For your application to be considered, the following documents must be submitted:-

  • Letter of Application/Cover Letter;
  • Completed and Signed Application for Employment Official Form–DS-174 found here https://et.usembassy.gov/embassy/jobs/;
  • Current Resume/CV;
  • Copies of credential documents (i.e., degree, training certificates, etc.);
  • Application must be submitted ONLY via addisusaidjobs@usaid.gov and the email subject must say– solicitation 72066318R10009 – Voucher Examiner.
  • Please submit the application only once; and
  • Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (Close of Business).

Applications must be received by the closing date and time specified in Section I, item 3, and submitted to the addisusaidjobs@usaid.gov Section I, Item 13.


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