Note: This job has been closed due to the foreclosure of the USAID website.
Statement of Duties to be Performed
ACCOUNTING: 50%
● Responsible for the oversight, maintenance and transaction recording (inputs and outputs) of the Client’s accounting operations in Phoenix, the Agency’s accounting system.
● Jobholder is responsible for the maintenance and accuracy of accounting data included in numerous subsidiary accounting systems (e.g. non-expendable property ledgers, capitalized property ledgers, etc.).
● Ensures full compliance with funds controls procedures and enforcing high standards of data accuracy, including when providing fiscal (funding) data and issuing mission generated financial reports.
● Ensures that all transaction documents are processed in a timely manner and supported by source document files.
● Performs professional accounting functions providing expert review and clearance of all documents (commitments and obligations) supporting the Clients’ operations, including all Client funded transactions processed via the Department of State (DOS) Integrated Logistics Management System (ILMS) and travel orders processed by the Client using USAID’s travel system (currently e2).
● Ensures compliance with USAID accounting regulations, policies and procedures and verifies that the proper funding source is applied to all funding requests.
● Reviews and provides clearance to GLAAS and non-GLAAS Contracts and Purchase Orders, Travel Authorization, Leases, etc.
● Establishes and maintains formal accounting records related to the execution of all operational support transactions through Phoenix.
● Responsible for assigning the corresponding Expanded Object Class Codes (EOCCs) to these transactions and for the accuracy and integrity of financial data entered in Phoenix.
● Verifies the accuracy of financial and accounting data for document validity and sufficiency to ensure that accounting entries accurately communicate any conditions precedent to disbursement.
● After review of documents for compliance with regulations and mathematical accuracy, the jobholder enters contract and purchase order commitments and obligations into Phoenix for employee allowances, leases, recurring obligations, and travel authorizations.
● Analyzes new financial requirements, prepares and submits relevant reports to Senior Management.
● Responds to requests for research on difficult accounting issues and questions.
● Jobholder develops and creates new accounting and budgeting reporting formats as needed.
● Routinely monitors internal operations to ensure greater efficiencies and improve internal controls across all Clients accounting and budgeting operations.
● Proposes new procedures to improve the performance of the accounting functions.
● On a quarterly basis, analyzes, prepares, and records Miscellaneous Obligating Documents (MODs) to fund the Client’s recurring costs.
● In accordance with guidance provided in AAPD 06-08, and in close coordination with the EXO, reviews and updates the Master PSC Funding Document (MFD) tool which provides cost estimations for locally hired employees and to incrementally fund the MFD.
● Ensures full compliance with Agency forward funding guidance.
● Considers exchange rate required for posting dollar amounts related to relevant transactions in various currencies.
● Prepares and posts upward and downward adjustments, as necessary, to accommodate exchange rate fluctuations.
● Performs quarterly Section 1311 reviews of obligations, and commitments.
● Initiates de-obligation Journal Vouchers or upward adjustment funding, as appropriate.
● Obtains necessary approvals, takes required actions to update the accounting system and maintains files for audit purposes.
● Monitors status of expired obligations and obligations nearing expiration.
● Coordinates with EXO and GSO Procurement on contract closeouts.
● Reviews the expenditure records in Phoenix. In case of discrepancies, takes the necessary corrective action, and advises affected parties accordingly.
● Executes the deobligation of funds in Phoenix during the contracts/grants closeout process. Coordinates these actions with the CORs and EXO procurement staff.
● As part of the accounting section, performs various reconciliations between reported Client disbursements and those recorded by USDO Financial Management Center (SF 1221) and/or the U.S. Treasury (formerly called SF 224).
● Investigates reconciling items and takes corrective action to resolve all discrepancies.
● Prepares SF 1081s to transfer funds from one appropriation to another.
BUDGETING: 40%
● Following RFMO and USAID/W directives, participates in preparation of clients’ budgets for joint review by senior management, including the Chief Accountant, cognizant Controller and EXO and the client’s principal officer.
● Maintains budget information in readily available formats or as directed by USAID/W and/or the MERP Regional Controller or designee, including documentation supporting projected annual budget levels.
● Collects appropriate financial and staffing data for preparation of the budget estimates, consolidates the data and prepares draft budgets in accordance with USAID policy, including the use of proper Expanded Object Class Codes (EOCCs).
● Works in close coordination with the Chief Accountant, cognizant Controllers and EXOs to identify proper funding sources to support Client operations and to quantify all operational support costs that should be included during the budget formulation process.
● Analyzes and advises on the financial and budgetary aspects of the Client’s operating costs.
● Monitors and controls funds usage to ensure that approved budget levels are not exceeded.
● Performs analysis of past expenditure rates, current and projected pipelines and future burn rates to ensure that adequate funding is always maintained.
● Advises senior management through reports and special studies on the status and adequacy of operational support funding levels.
● Provides information and guidance regarding the formulation and modification of budgets and transactions, as well as measures for tracking key activities.
● As required, the jobholder periodically modifies budgets to meet emerging customer requirements.
● Alerts Client’s senior management to problems and/or trends that result from significant deviations between actual and projected resource levels, particularly those resulting in potential budget shortfalls.
● Contributes to the establishment of the organization’s long-term budgetary objectives.
● Manages the Client’s funds under Chief Accountant’s supervision and guidance.
● Participates in management meetings when deliberating budgetary issues, and, when needed, drafts the defense and justification of budget levels requested.
ANALYSIS 10%
● Assists in gathering data needed to respond to AID/Washington data calls and/or other ad-hoc requests for financial information.
● Data calls relate to: property plant and equipment, accounts receivable, operating leases, expendables, payroll related accruals, FSN severance pay.
● The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education:
A four-year University degree with a concentration in accounting, finance, or business administration related subjects is required.
b. Prior Work Experience:
Requires five (5) years of progressively responsible experience in accounting, budgeting, financial reporting, and/or closely related work is required.
c. Post Entry Training:
Training in USAID accounting and budgeting, Government accounting regulations, E2 travel system and the Phoenix financial system will be provided. Special training courses in U.S. Government accounting will be provided. Appropriations law course should be taken as soon as practical. On the job training in USAID accounting and cash management policies will be provided.
d. Language Proficiency
English ability - level IV (fluent) – reading, writing, and speaking required.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 02/16/2025, (11:59 pm Germany time).
