Budget Analyst/Cost Containment Accountant at American Embassy in Tanzania

Closing Date of The Position: October 2, 2014

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking an individual for the position of Budget Analyst/Cost Containment Accountant in Budget and Fiscal Office.

BASIC FUNCTION OF POSITION

Fully responsible for formulation of annual budgets for a variety of post-held accounts and allotments. Maintains accounting for all post-held allotments and accounts. Prepares bills and follows up with collections for costs reimbursable by Embassy employees to the USG including Zanzibar Patterson House.

MAJOR DUTIES AND RESPONSIBILITIES:

A. FINANCIAL PLANNING: 35%

1. Fully responsible for formulation of annual budgets for a variety of post-held accounts and allotments. Incumbent uses appropriate software, cable instructions, and guidance from the current Mission Strategic Goals, Mission Resource Request, ICASS Handbook, Foreign Affairs Manual (FAM), and the Foreign Affairs Handbook (FAH), in addition to any institutional/historical data. When preparing these budgets, incumbent communicates with Senior Post Management and functional officers, as applicable, to obtain information on their anticipated requests/needs/ priorities and any other special issues having an impact on financial resources. In addition, incumbent analyzes post/economic trends, researches allowances for eligible employees, and projects estimated out-year cost implications due to documented anticipated wage/price increases, anticipated/approved changes in Embassy operations (e.g. mission growth), and unfunded priorities.
   
   Consults with the Supervisory Budget Analyst, the Supervisory Financial Specialist, FMO, and other applicable senior management on any concerns during budget preparation. Finally, incumbent presents the final product, complete with suitable narrative justifications, for applicable agency management review and final comments before submission to Bureaus.
2. During the fiscal year, incumbent takes ownership of the budget execution process by closely monitoring actual costs, as well as unanticipated or emergency spending trends. On a monthly basis (or more frequently), prepares summary worksheets for all post-held allotments to keep agency management officials abreast of their financial situation. As part of an on-going analysis, incumbent makes timely recommendations for cost savings where possible. Moreover, when re-allocating or deviating from the original budget becomes necessary, the incumbent ensures that such changes are authorized by the affected agency’s regulations.

B. ACCOUNTING: 35%

3. Using the Global Financial Services Center (GFS) accounting system (RFMS), incumbent maintains accounting for the all post-held allotments and accounts. The incumbent creates obligations, originating from ILMS Ariba (procurement system), E2 Solutions (travel system), or from continuous review and adjustments of other obligations based on input from GFS, Management sections, senior post management, or expenditure patterns for recurring requirements. 
   
   Incumbent ensures that each obligation is valid, accurate, complete, and in accordance with applicable laws and regulations and confirms that all applicable liquidations to these obligations remain legal and within the allotted amount. In so doing, the incumbents keeps in mind various laws, specifically the anti-deficiency law.
4. On daily basis, incumbent monitors post-held accounts in COAST, and on a weekly basis, reconciles the 60 and 62 reports. On a monthly/quarterly basis, reviews all prior year and current year open unliquidated obligations (ULOs) to ensure they are still valid and thereby take necessary action.
5. Researches accounting and voucher issues/queries for all post-held allotments and advises applicable agency management and FMO of the findings and takes timely corrective action as necessary.
6. Drafts all routine and FMO requested correspondence relating to various funding issues and also maintains files on appropriate advice of allotments, obligations, accounting regulations and guidance, and internal FMO policies and procedures. Ensures all applicable files are filed, controlled, and retired as in accordance with Department/other agency regulations.
7. Performs other duties as assigned by the Supervisory Budget Analyst, the Financial Specialist, or the FMO.

C. BILLING AND COLLECTIONS: 30%

8. Prepares bills and follows up with collections for costs reimbursable by Embassy employees to the USG including Zanzibar Patterson House personal usage, landline telephones charges, cellular and Blackberry/smart phone telephone charges, Other Authorized Use of official vehicles, overweight shipping charges for HHE and UAB, medical reimbursements, and R&R/travel cost construct charges. Uses advanced Excel and other tools to automate the billing process for maximum efficiency, and provides instruction to customers on the use of the online payment system pay.gov.
9. Issues accurate, transparent bills to customers on a timely basis as per published post policies. Serves as the customer’s primary point of contact for queries on issued bills. Actively follows-up on customers queries and interfaces with vendors (i.e. TTCL, Vodacom) and other Embassy sections (i.e. travel, Motorpool) to receive more detailed information as needed.
10. Pro-actively follows-up with customers on overdue accounts and uses independent judgment to elevate delinquent accounts to the attention of the Supervisory Financial Specialist or the Financial Management Officer. Actively engages vendors and other Embassy sections to provide billing information on time and in the format required to process bills.
11. Serves as primary point of contact for all departing employees on the status of their accounts. Liaises with other sections (Voucher Examiners, GSO Warehouse, etc) to collect detailed information on any outstanding debts or credits still owed the customer. Provides a comprehensive summary of the customer’s entire account and presents it to the customer or B&F senior management as needed for action.

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education: Advanced diploma in business or related field specialized in finance or accounting is required. Completion of at least two parts of CPA is required.
2. Prior Work Experience: Three to four years of progressively responsible experience in budget work, accounting or auditing is required.
3. Language proficiency: Level IV (Fluent) in English and Kiswahili (speaking, reading and writing) is required.
4. Knowledge: Must have sound working knowledge of pertinent Department of State and other USG laws, procedures, and regulations, especially those relating to budgeting and funds control (including State allotment accounting) and applicable FAM regulations pertinent to contract performance.
   
   Must be able to communicate budget information clearly and completely, both in writing and orally, to Agency Heads, Post Management, Bureau contacts in Washington and GFS, and colleagues within all Management sections at post.


5. Skills and Abilities: Incumbent must be a pro-active, self- motivated employee who can handle an unpredictable and varying workload in a team environment. Must be able to read, interpret and apply various USG and post-specific accounting/budgeting rules and regulations. Incumbent should be very comfortable working under pressure and producing accurate work under tight deadlines. Must be organized, have strong communication skills and the ability multitask in a high energy environment. Must be comfortable communicating clearly with a variety of customers in person, by phone and via email. Advanced skills in Word, Excel and email are essential. Must be able to quickly learn new software specific to USG accounts and budgets.

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:

1. 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
2. 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
3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
4. 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.
5. 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 or 2294970

CLOSING DATE OF THE POSITION: October 2, 2014