SALARY: Ordinarily Resident (OR): FSN- 7; (Step 1- TZS 21,408,180 through Step 13- 32,112,276 per annum)
Not-Ordinarily Resident (NOR): FP- 7*
*Final grade/step for NORs will be determined by Washington.
ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Voucher Examiner in the Budget and Fiscal section.
BASIC FUNCTION OF POSITION
Responsible for timely and accurate payments for up to 15,000 vouchers per year ranging from vendor invoices to grants and travel advances for no less than ten USG agencies and their multiple programs. Responsible for ensuring the proper payment and account reconciliation of assigned accounts including utilities and medical bills, leases and Citibank credit card payments. Processes allowances (education, travel advances, post COLA and differential, medical insurance) for over 300 local employees (over 1000 including family members for medical) and around 70 American employees annually. Processes rejections and advances clearances (TX vouchers)_.Under the guidance of the Supervisory Voucher Examiner responds to Charleston audit queries as required.
MAJOR DUTIES AND RESPONSIBILITIES
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 15,000vouchers 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 20%
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 20%
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. Reports directly to the Supervisory Voucher Examiner.
All applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
Completion of high school and an advanced diploma in accounting or business is required.
Minimum Two years of experience in voucher examination or book keeping in required.
Level IV (fluent) in English and Kiswahili (speaking, writing and reading) is required. (This will be tested)
d. Skills and Abilities:
Fully skilled in the use of MS-Word, Excel, Internet, Intranet and windows applications, and typing skills required.
FOR FURTHER INFORMATION: The complete position description listing all of the duties and responsibilities can be obtained on our website and/or by contacting the Human Resources Office DarRecruitment@state.gov.