US EMBASSY Voucher Examiner IN KENYA

Introduction

IN-HOUSE ONLY The Financial Management Center (FMC) has an opening for the position of Voucher Examiner. The position will be available immediately. The closing date of this position is July 16, 2012. Note: You will be notified when the decision is made.

Minimum Requirements

à University degree in Accounting, Finance, or Business Administration or Economics is required. à 3 years of progressive experience in voucher examination, cashiering, payroll, allotment accounting, and disbursing, bookkeeping and related fiscal work is required. Of these, at least 2 years experience should be in voucher examining and cashiering work for any of the U.S. Government agencies. à Level IV English ability is required and Level IV Kiswahili ability also required. Other Criteria à Must have a thorough working knowledge of pertinent State Department and/or associated agency laws, procedures, Standardized Regulations, Joint Federal Travel Regulations (JFTR) and applicable Foreign Affairs Manuals (FAM) regulations pertinent to contract performance and payment regulation, and the ability to use such knowledge. à Must be proficient in using computer packages such as Word, Excel, RFMS/M, ILMS, WEBPASS, COAST, E2 or equivalent Financial Management Software. à Must have skills to operate a calculator.

Job Specification

BASIC FUNCTION OF POSITION

a) Serves as a Voucher Examiner in the Financial Management Center (FMC) and is responsible for examining, reviewing, auditing, monitoring and processing through the Regional Financial Management System (RFMS/M), all payments for forty five (45) Agencies within the U. S Mission in Kenya. The incumbent’s work involves processing of a wide variety of complex, challenging, difficult, laborious and bulky payments in the form of invoices for goods and services received rent and lease liabilities, transportation, airfares, local guard contracts, telephones, cell phones, grants and cash payments. In addition, does complex and intricate vendors’ accounts reconciliations, prepares Tax exemptions and Diplomatic Notes and liaises with the relevant Tax Authorities and the Ministry of Foreign Affairs respectively. Also, processes employee claims and vouchers for Representation, Travel Vouchers, Permanent Change of Station (PCS), Rest and Recuperation (R& R), Home Leave, Medical Evacuation(Medevac), Emergency visitation Travel ( EVT), Education Travel, Official Residential expenses (ORE) for the Ambassador and the DCM, Temporary Quarters Subsistence Allowance (TQSA), Gardening Reimbursement, School fees and issues, controls and administrates travel advances. b) As the Financial Management Office (FMO) class B Cashier, incumbent functions as the principal cashier for the Embassy and all the other agencies. Incumbent is personally accountable for an operating cash advance of United states (US) Dollar equivalent of 125,000.00. Incumbent performs a full range of cashiering activities to include making all cash disbursements and collections for all agencies of the Embassy except USAID. Reports directly to and performs other duties as assigned by the American Financial Management Officer. 80% VOUCHERING 1) Review, audit, analyze and process complex vouchers and/or claims against contracts, purchase orders, blanket purchase agreements, leases, travel authorizations and travel regulations. a) Examine complex multi-funded operating expense vouchers e.g. office and residential maintenance, utilities, local guard program, cleaning & domestic refuse services, leases, telephone, cell phones, education allowances and other miscellaneous payments. Examine and processing of complex employee international/ local travel claims and transportation claims (Airfares, shipments of house hold effects, privately owned motor vehicles, unaccompanied baggage, consumables, storage, office equipment and supplies), Permanent Change of Station (PCS), Rest and Recuperation (R & R), Home Leave, Medical evacuation, Emergency Visitation Travel (EVT), Travel for Children of Separated parents, Education Travel, Official Residential Expenses (ORE) for the Ambassador and the DCM, Temporary Quarters Subsistence Allowance (TQSA), Gardening Reimbursements, Miscellaneous Claims, School fees, Extra ordinary Quarters Allowance(EQA), Special Evacuation Allowance and Cashier Replenishment vouchers. Processing, administration, control and reconciliation of travel advances- b) 2) Review complex international and local travel claims for correctness and verify that they conform to travel authorizations and regulations regarding routings and per diem. Prepares and verifies hypothetical travel itinerary when traveler deviates from authorized routing. When travel claim exceeds amount that can be paid under travel authorization, prepares travel exception giving detailed explanation of claims disallowance, citing pertinent regulations. Advice payees giving reasons when claims are disallowed. Review whether the correct weight is shipped and correctly invoiced, ensuring the correct routing on the air ticket, prepare bills for collection when any overweight is detected, keeping a worksheet for control of Privately owned Vehicle (POV), Unaccompanied Baggage (UAB) and Household effects (HHE)- 3) Determine through the Consolidated Overseas Accountability Support Toolbox( COAST), Regional Financial Management System (RFMS/M-Direct connect) accounting systems, or the FMC budget accountant that funds are obligated, available to support the liquidation and payment claims contain appropriate authorization, supported by correct documentary evidence showing validity of the expenditure. Ensures that appropriate authorizations, certifications, other documents are on file and that payment claims are in accordance with the provisions, terms, and conditions of the applicable authorizing documents such as contracts, purchase-orders, receiving and inspection reports, grant and/or loan agreements, SF 1190’s, travel authorizations lease agreements and provisions. Process payment voucher within 0-5 working days to ensure compliance with the Prompt Payment Act and FMC ICASS services standard Memorandum Of Understanding (MOU). 4) Establish and maintain necessary internal controls to ensure that payments are not made in excess of the authorized amounts as well as to prevent improper or duplicate payments. Ensure that the obligated funds are spent for the intended purpose and in accordance with the U.S and host country laws and regulations. Performs in depth research on issues/queries from employees, vendors, Agencies, other Posts, and Charleston Financial Services Centre (CFSC) related to payments, liquidations, obligations and then sends/scans relevant payment and funding documents to the parties involved in the issue and the query. 5) Communicates with contractors, vendors, clients, contractors, mission employees, the Office Managers of the Ambassador’s and the Deputy Chief of Mission’s (DCM) Offices , host government officials, Kenya Revenue Authority (KRA) officials, Chief Executives, senior managers of companies and contractors both orally and in writing to request additional information regarding bills, invoices, claims, vouchers, financial terms and conditions applicable to contracts, Letters of Commitment and other agreements. Visit them to provide guidance on how to comply with Embassy payment policies and procedures. Advising the FMO or the DFMO on the findings for corrective action. Acts as alternate Principal Embassy Cahier. 6) Ensuring that all types of vouchers processed are funded and scheduled using the RFMS/M, and relevant updates and liquidations are made in the COAST, Integrated Logistics Management System (ILMS), WEBPASS systems before passing them for further review by the Supervisory Voucher Examiner and for final certification and preparation of SF1166 files and transmission to the Charleston Financial Service Center. Sometimes carries out some accounting functions of monitoring, analyzing liquidations against obligations and advises on the amounts the Budget Analysts should de obligate to clear Unliquidated obligations (ULOs) and also provides expenditure inputs during budget formulations. Performs ICASS work load counts. Advises various Agencies on the charges to their fiscal data by sending the copies of SF1166 and other supporting documents. Prepares SF 1098 form for cancellation of checks which are lost, misprinted or stale for subsequent re-issuance. Also prepares corrective journal vouchers for transfers across appropriations and overcharges-

ALTERNATE CASHIER

20%With a personal accountability of USD 125,000.00, incumbent is responsible to ensure funds are accounted for, handled and safeguarded as in accordance with Department of State/Treasury regulations and in accordance with International Cooperative Administrative Support System (ICASS) Memorandum of Understanding.

- Responsible to United States Disbursing Officer (USDO) for the balancing and accounting

of post’s cash flow within accountability level.

- Provides cash advances to sub-cashier from own accountability. Reconciles and

replenishes these advances upon presentation of approved petty cash vouchers.

- Performs accommodation exchange for CODELS on emergency basis with FMO approval for eligible U.S.G. employees; and reverse
accommodation exchange for official eligible personnel departing post.- Makes payments against certified voucher/travel vouchers; and
advances for transactions and travel advances receipts for cashier audit and replenishment.
- Enters all cashier transactions for petty cash sub-vouchers, certified vouchers, collections and any accommodation exchange on the Automated
Cashier Software ACS and/or WINACS.

- On a daily basis, balances the operating advance by reconciling the cash-on-hand with the ACS cash balances and reviewing the balances
on the reconciliation statement, RAMC-365 with in-transit/on hand transmittal transactions.

- Receives/counts all consular collections from the Consular sub-cashier daily and reconciles the MRV fees deposited at the bank before
preparation of a separate OF-158 for the Consular Officer as in accordance with specified regulations.
- Collects Proceeds of sale as in accordance with specified regulations.
- Collects funds owned to the USG such as personal telephone/fax bills, outstanding travel advances, transportation tickets, health-unit fees,
parking fees, education allowance and medical reimbursements.
- Monitors the suspense Deposit Abroad (SDA) account as in accordance with specified regulations.
- Serves as cashiering expert when consulted by the USDO, FMC Personnel, FMO and other state/other agency personnel within the
Mission on cashiering/cash processing matters.
- Aggressively pursues redemption of uncollected (bounced) checks.- Handles all banking transactions and correspondence.


Additional Selection Criteria:

à Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on
their most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.

DEFINITIONS

1. Eligible Family Member (EFM): An individual related to a U.S. Government employee in one of the following ways:

• Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
• Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
• Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
• Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.

2. U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria:

• U.S. Citizen; and,
• EFM (see above) at least 18 years old; and,
• Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:

• 1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
  2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.

3. Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment: · Is a U.S. citizen; and

· Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and

· Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

· Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan.

· Does not receive a Foreign Service or Civil Service annuity

4. Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is:

• Not an EFM; and,
• Not on the travel orders of the sponsoring employee; and,
• Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.

A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member. A MOH does not have to be a U.S. Citizen.

5. Not Ordinarily Resident (NOR) – An individual who:

• Is not a citizen of the host country; and,
• Does not ordinarily reside (OR, see below) in the host country; and,
• Is not subject to host country employment and tax laws; and,
• Has a U.S. Social Security Number (SSN).

NOR employees are compensated under a GS or FS salary schedule, not under the LCP.

6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who:

• Is locally resident; and,
• Has legal, permanent resident status within the host country; and,
• Is subject to host country employment and tax laws.

EFMs without U.S. Social Security Numbers are also OR. All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).

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