Job Description
Statement of Duties to be Performed.
Voucher Examining Processing 70%
- Ensures that invoices are processed timely and accurately.
- Determines, using Phoenix system and in coordination with the accountant, that funds are obligated and available for payment.
- Analyzes the invoices and supporting documents to ensure that claims are mathematically correct and in accordance with provisions, terms, and conditions of the applicable authorizing documents such as contracts, cooperative agreements, fixed amount awards, purchase-orders, SF 1190’s, TA’s contract/purchase order/etc. And in line with provisions, ADS, FAM, FTR, AFR, requirements
- Assures that appropriate authorizations, certifications, and other documents are on file.
- Examines most complex advances and reimbursement payment requests from USAID implementing partners (e.g. contractors, grantees, PIOs). Determines that payment claims are in accordance with the provisions, terms, and conditions of the applicable awards and compares it against the contract/grant budget and determines that proper allocation of disbursements to various funding sources within an award.
- Rejects incomplete or invalid vouchers/claims and returns them to the requestor in strict adherence to the U.S Government prompt payment rules.
- Records payment transactions in Phoenix and ensures adequate and legible supporting documents in the ASIST paperless filing system. Takes responsibility for implementing appropriate controls to avoid duplicative or improper payments and ensures payment fully complies with the Prompt Payment Act requirements.
- Monitors program advances monthly to ensure timely liquidation following the applicable policies and regulations.
- Communicates with contractors, vendors, client missions’ officials, employees, host government officials, etc. both orally and in writing to request additional information regarding payment claims, financial terms and conditions or applicable contracts, Letters of Commitment agreements. Conducts field visits at Grantee, Contractor, and Host Government Offices to provide advice on how to comply with USAID payment policies and procedures. Performs financial analysis of the grants and Host Government agreements to determine the level of advances versus reported expenditures and advising the recipient accordingly.
- Reviews complex international and local travel claims for correctness and verifies that they conform to the travel authorizations and regulations regarding routings and per diem and processes the payment using E2 system. When travel claims are disallowed, provides detailed explanation of claims disallowance, citing pertinent regulations.
- Examines administrative type of vouchers for which claims are lodged under, purchase orders, contracts, leases and for telephone, utilities, education allowance, COLA, SMA, Living Quarter Allowance and other miscellaneous payments and ensures that payment claims are consistent with regulations and provisions of the purchase order, leases, contract etc. and determines the funding sources to be charged.
- Reviews transportation vouchers for storage, air ticket, shipment of UAB, HHE, Office Equipment and supplies. Review whether the correct weight is shipped and correctly invoiced, ensuring the correct routing on the air ticket, send the appropriate fiscal data to the Administrative Assistant for preparation of Bill for Collection when any overweight is detected.
- Ensures timely acceptance and approval of vouchers and monitors Prompt Payment requirements and ensures that payments are processed accurately and timely in Phoenix system, without improper or duplicate payments.
- Manages and Processes Payroll for about 250 FSN Contractors at USAID Kenya and East Africa • Performs the Accounting work of ensuring that all types of vouchers are processed, funded and scheduled using Phoenix before passing them for further review by the Supervisory Voucher Examiner and for final certification and transmission to the appropriate Financial Services Center.
- Sends payment notifications, wherever required.
Prepare and Coordinate Value Added Tax (VAT) Refund from GoK and provide expert advice to various stake holders. (30%)
- The incumbent is responsible preparing and filing VAT refund claims to Government of Kenya (GoK). When Implementing Partners (IPs) submit the completed forms to USAID/KEA, the incumbent is responsible to log the forms in the DA-1 Tracker, verify the completeness of the forms, and in coordination with the Voucher Examiners, stamp each page of the DA-1 form. The incumbent delivers the complete package to the GoK Treasury, visits Kenya Revenue (KRA) to inquire regarding approved forms, collects approved/rejected forms, scans and sends the approved/rejected forms to the IP’s. Once the approved forms are received, the incumbent follows up with the IPs to ensure refund is received and reported to USAID.
- Provides expert guidance to USAID contracting/agreement office representatives (CORs/AORs), contractors, and other participating organization personnel regarding the voucher examination process and USAID regulations and procedures. Provides training, guidance, instructions, and advice to client Mission staff. Provides voucher examiner’s coverage to other USAID posts.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Any application that does not meet the minimum requirements stated below will not be evaluated.
a. Education: At least two years of post-secondary collegiate/university education with a focus in accounting, finance, and business administration or related is required.
b. Prior Work Experience: Minimum of three years of progressive experience in accounting, payment processing, payroll management or voucher examination is required.
c. Language Proficiency: Level IV (fluent) oral and writing ability in English and Swahili is required.
DEADLINE: JULY 28, 2024
