Job Description
Statement of Duties to be Performed
a. Payments and Control Functions:
- Examines a variety of vouchers in conformance with Agency policies and regulations prior to final release to Supervisor or Authorized Certifying Officer. The FMO Assistant is familiar with Phoenix, Phoenix viewer, E2, GOVTA, GLAAS, and any other Financial Management System.
- Serves as backstop for the Voucher Examiner and is fully trained on a wide variety of vouchers including those for leases, utilities, allowances, and more. Examines and analyzes international travel vouchers, including those for post assignment, transfer, repatriation, and home leave return to post travel. Processes travel vouchers and advance records in the Agency’s E2 Travel System. Prepares adhoc reports to promptly resolve issues.
- Processes and submits Value Added Tax exemptions (VAT) forms for all actions as needed. Ensures that forms are filled out accurately to prevent the USAID’s Tax Identification Number being frozen. Assists the Voucher Examiner to conduct training sessions for mission personnel and implementing partners on the appropriate VAT exemptions procedures and guidelines. Keeps an up-to-date list of VAT users in the Government of Guatemala system. Also, follows up on all VAT forms pending to be completed by the Mission’s Institutional Project (IPs) from Created Status to Authorized Status. The individual will also be responsible for following up on the VAT exemption cards for accredited US diplomats and their eligible dependents.
- Serves as FMO timekeeper and Alternate Lead timekeeper for the Automated Payroll and Time and Attendance systems (GovTA). This activity means that the incumbent must be current on a variety of personnel regulations.
- Serves as a member of the Management Control and Review Committee to assist and support the Controller in the completion of the annual internal control assessment (FMFIA) and enterprise risk management (ERM).
- Works on specific projects including research of information for the Accounting and Payment sections when required.
- Serves as GLAAS requestor for the Financial Management Office, with responsibilities including initiating, processing, and tracking GLAAS requests while ensuring accuracy and compliance with regulations. The incumbent will develop proficiency in GLAAS procedures, attention to detail, knowledge of financial regulations, and strong communication skills.
- Serves as backstop in the administration of the Declining Balance Card program used by USAID local travelers.
b. Administrative Support Functions:
- Responsible for handling the receipt, distribution, and filing of documents received by FMO for action. This will include the receipt and distribution of vouchers and documents of a different nature, e.g., accounting (obligations, commitments, and others), cables, and other correspondence. Oversees the maintenance and organization of an effective electronic filing system that meets USAID established security and control standards.
- Liaises between FMO and the C&R division to prepare and report the Annual Submission of Records Inventory Report.
- Utilizes computer and web-based word processing, spreadsheets, and software applications to perform a variety of assignments. Drafts electronic country clearances (eCCs); reports time and attendance; assists incoming personnel with check-in procedures and assists departing personnel with check-out procedures. Prepares travel requests for the Office staff for official travel.
- Types a variety of correspondence, creates electronic trackers, develops charts, and prepares other documents in draft and final form, proofreading for format and consistency with standard formatting requirements prior to submitting for signature. Locates documents routed for clearance, and obtains and tracks clearances and signatures, using the APECs system as required.
- Assists in creating Google Drive files to follow up on all overdue travel vouchers in the E2 system with travelers and/or arrangers.
- Maintains up-to-date controls over the Controller’s calendar and prepares hard copy activity reports (by priority action) for follow-up and compliance. Additionally, the incumbent will:
- Coordinate support staff calendars to ensure their timely attendance at high-level scheduled meetings.
- Ensure the availability of conference rooms and audiovisual equipment for CFO and support staff presentations.
- Maintain notes of meetings and report on results.
- Follow up on tasks assigned by Controller to FMO personnel to ensure timely completion before due dates.
- Develop, control, and report on the status of FMO personnel annual leave projections.
- Support all audit and investigative liaison actions, e.g., country clearance cables, hotel reservations, transportation needs, meeting arrangements, etc.
- Gather and distribute information of general interest to FMO personnel and receive/forward calls for the CFO and other key FMO personnel as appropriate.
- Coordinates activities and manages information between USAID/EXO, STATE Human Resources Staff, Superintendencia de Administración Tributaria (SAT), and Banco Industrial, S.A. (CONTECNICA) to manage processes related to new requests, replacements, and cancellations of the exempted cards (EXENIVA) for arriving and departing officers (Diplomatic Staff). Provides guidance and assistance in the use and administration of the Guatemalan Tax Exemption System (EXENIVA) for managing tax-exempt forms/transactions, as well as generating quarterly reports for the diplomatic community in USAID/Guatemala.
Minimum Qualifications Required for This Position:
a) Education: Completion of Secondary school plus two years of College/University studies in Accounting, Finance, Business Administration, or related field.
b) Prior Work Experience: Minimum of three years of progressively responsible experience in administrative or secretarial work, including at least one year of experience in accounting, accounts payable, auditing, or other financial management-related field.
c) Language Proficiency: Fluent in Spanish (Level IV) and Good Working Knowledge in English (Level III).
d) Job Knowledge: Knowledge of the features and operations of electronic accounts payable modules, best practices related to accounts payable, standard internal controls, audit regulations, cashiering, and reporting. Good knowledge of regulations, procedures, and practices governing project documentation and office procedures. General knowledge or the potential to acquire knowledge of US Government organization and program activities. Knowledge of office applications, such as Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat.
e) Skills and Abilities: Analytical skills and the ability to comprehend and effectively apply a wide variety of detailed regulations and procedures regarding VAT regulations, technical program rules, contract terms, and other requirements of the voucher examination process. Excellent customer service and communication skills required to communicate effectively with internal and external clients to explain USAID and USG policies and procedures.
CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 12/11/2024 before and/or at 11:59 p.m. Guatemala time.
