Voucher Examiner at U.S. Embassy

Job Description

Voucher Examiner 

Overview

Hiring Path: Open to the public

Who May Apply/Clarification From the Agency:

All Interested Applicants / All Sources

Security Clearance Required: Public Trust – Background Investigation

Appointment Type: Permanent

Appointment Type Details: Indefinite subject to successful completion of probationary period

Marketing Statement: We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The U.S. Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Voucher Examiner in the Financial Management Section.

Supervisory Position: No

Relocation Expenses Reimbursed: No

Duties

Designated Billing Officer 20%:

Under supervision of Supervisory Voucher Examiner, Incumbent receives all invoices for the Mission as the Designated Billing Officer and routes them to the appropriate section/agency for required approvals and documentation. The incumbent is the FMC point of contact for vendors, consulate staff and colleagues in other sections with respect to voucher processing and invoice payments. For rejected vouchers the incumbent works with the section/agency submitting the voucher to correct and resubmit.

Voucher Indexing: Incumbent is responsible for all voucher submissions into the voucher invoice processing system. S/he reviews all vouchers submitted for completeness and determines if the voucher should be processed. After the vouchers are deemed adequate to process, the incumbent accurately enters the voucher into system (einvoicing).

Payment Processing and Account Reconciliation 60%

Directly responsible for ensuring legal and correct invoice processing throughout the entire voucher payment lifecycle from receipt of invoice to final payment and proper record retention. Responsible for correctly processing annually up to 15,000 vouchers for no less

than ten USG agencies and their multiple programs. Ensures invoices are valid, supporting documentation (e.g. obligating documents, receiving reports) is attached; appropriate signatures obtained; funds are properly obligated; liquidation remains within the obligated amount; and that payments are in accordance with all applicable USG laws and regulations. Responsible for accurately processing some highly complex vouchers such as local guard invoices, purchase and travel card invoices, and multi-agency funded invoices.

Uses post policy guidance and reasonable judgment to identify invoices suitable for processing at the offshore Post Support Unit versus invoices that should remain at post. Pro-actively follows up with vendors and customers to ensure correct documentation is

received on time and payments are processed within the requirements of post’s uniform service standards to avoid delinquency and penalty charges associated with Prompt Payment Act.

Maintains current and accurate payment records on vendor accounts to ensure no duplicate invoices. Performs regular reconciliation on assigned accounts in order to prevent over- or under-payments and respond swiftly to vendor or audit inquiries. At request of Supervisory Voucher Examiner, may perform special, in-depth analysis or review of accounts to track payments and processing times.

Prepare Cash and Travel Advances 10%

Prepares off-line cash travel advances and cash payments (ORE, PSA laborers, local guard stipends) for assigned accounts. Provides technical support for all E2 travel processing. Applies applicable USG and post-policy guidance to accurately calculate travel cash advance as required. Prepares official cash advance forms and attaches supporting documentation and calculations for Certifying Officer approval and signatures. Directly liaises with appropriate Embassy office (i.e. GSO, HR, Facilities, Diplomatic Security) to verify data critical to processing cash payments for day laborers, police stipends and vendors requiring cash payments. Processes over 300 cash and travel advance payments annually.

Communication and Coordination 10%

Maintains open and regular communication with over 1000 internal and external vendors/customers on voucher-related payments. Pro-actively contacts vendors to request corrected invoices and other documentation and responds to vendor queries on account reconciliation or payment status. Engages other Embassy sections such as GSO, Facilities and the B&F Budget Section as required to resolve payment issues and inform about price fluctuations, but maintains primary communication with the vendor through the entire payment lifecycle.

Interacts with the Post Support Unit (PSU), ILMS coordinators and Charleston accountants as required and directed by the Supervisory Voucher Examiner.

Job holder will perform other related duties as assigned.

Requirements:

EXPERIENCE:  Two years of experience in voucher examination or book keeping in required.

Education Requirements:

Bachelor Degree in Accounting, Finance or Economics is required.

Evaluations:

LANGUAGE:  Fluent in English is required (speaking, writing and reading) is required and Fluent Kiswahili (speaking, writing and reading) is required. (this may be tested)

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission 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.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:

Agency Benefits:

The U.S. Mission in Tanzania offers compensation package that may include health, separation, and other benefits.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:  Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

AEFM / USEFM who is a preference-eligible U.S. Veteran*

AEFM / USEFM

FS on LWOP and CS with reemployment rights **

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply:

To apply for this position, applicants MUST apply electronically via ERA.

For more information, visit this link https://tz.usembassy.gov/embassy/jobs/

Required Documents:

In order to qualify based on education, you MUST submit the requested diploma and / or transcripts as verification of educational requirement by the closing date of this announcement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you will not be considered for this position.

• Copy of Bachelor Degree
• Transcripts
• Proof of Citizenship
• Work Permit (if not a TZ national)
• Other document (if any)
• Other Documents 2 (If any)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted only via email.

Thank you for your application and your interest in working at the U.S. Mission in Tanzania.

The deadline for submitting the application is 23 August 2021.

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