Voucher Examiner

Job Description

Statement of Duties to be Performed

i. Examines and audits invoices from multi-million dollar, long-term projects for USAID direct technical assistance. Analyzes transactions to ensure that claims are in accordance with contract provisions, within control of budget line items, the application of indirect cost rates and rate adjustments, the level of effort required and necessary payment documentation. Ensures that all authorizations, certifications, and other documents are on file. Also ensures that payments are in accordance with applicable U.S. and Tanzanian laws and regulations. Much of procurement is multi-appropriation funded requiring detailed reviews and an effective decision making process prior to processing payment. Tracks advances and liquidations for USAID local partners and USAID staff to ensure all advances are liquidated in a timely manner. (40% of time)

ii. Processes payments in the computerized Phoenix financial management system database to track funds availability and for posting and reconciliation purposes. Maintains and periodically reconciles Phoenix reports and records showing amounts obligated and disbursed to project supporting records. Processes funds availability verification in PHOENIX to create disbursement, advances, and collection records. Creates payments schedule in PHOENIX for transmission to RFM Charleston/Kansas. (15% of time) iii. Determines in coordination with the Accountant that funds are obligated and available for payment of the invoice/voucher. Ensures that the fiscal data on the voucher is correct and complete. Obtains additional information, documentation, and/or clarification on doubtful or questionable payments. Advises payees giving reasons for disallowed payments and assists the supervisor in drafting communication to payment queries and related matters from contractors, vendors, etc. by advising the individual or establishment concerned of the internal controls and procedures within the Mission Controllers’ office and the US disbursing office to ensure accuracy, compliance with applicable laws and regulations, and timely payments. (15% of time)

iv. Provides assistance to contractors, grantees and loan recipients in the handling of requests for payments and advances and on the supporting documents necessary to process these payments. Review actual and cumulative disbursements. Reconcile cumulative disbursements with the reports submitted by grantees and contractors. (10% of time)

v. Processes travel vouchers in E2 (advances and liquidations) for all staff. Supports staff, travelers and arrangers who have problems in using E2. Follows up and issues bills to staff with outstanding advance balances. Additionally, reviews and reconciles Declining Balance Cards (DBC) issued to travelers. (10% of time)

vi. Administrative duties: (10% of time)

• • Backstops the work of other Voucher Examiners.
• • Provides support to Accountants and Financial Analysts in conducting financial reviews of recipients as well as in the preparing of the 1221 reconciliations and other data calls as needed.
• • Performs Accounts Payables reconciliations.
• • Provides training and support (as related to the accounting and report requirements as per USAID rules and regulations) to project accountants of USAID funded projects.
• • Maintains the validity and accuracy of ASIST (Agency Secure Image and Storage Tracking) and the Voucher Section’s permanent official files and scans and records data into ASIST.
• • Posts Embassy paid vouchers and collections.
• • Acts as a backup to payroll processing as needed.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a. Education: College/university studies in Accounting, Finance, Business Administration, Public Administration or related Business degree is required.

b. Prior Work Experience: Minimum of three years of progressively responsible experience in payment processing, accounting and related fiscal work is required; one year should clearly demonstrate the ability to perform financial analysis tasks.

c. Language Proficiency: Level 4 in spoken and written English and Level 4 in spoken Swahili is required.

d. Job Knowledge:

• • Standard knowledge of payment functions, accounting structures, and cash reconciliations in a large organizational environment. Thorough knowledge of payment and billing processes, audit standards, and standard payment procedures, collections, cashiering, and advances, required.
• Working knowledge of financial and accounting concepts.
• • Standard knowledge of the features, operations and procedures of financial systems.
• • General knowledge of Tanzania and U.S. commercial and business law.

e. Skills and Abilities:

• • Ability to work under high pressure and conflicting/emergency work demands.
• • A level of analytical skills, professional expertise and sound judgment is required. Ability to maintain effective working relations with other employees is also required, as is the ability to use MS Office applications especially databases, spreadsheets and accounting software.
• • Creativity to conceptualize innovative solutions to increase efficiency and meet changing work demands.
• • Ability to oversee and establish internal controls and policies/procedures to detect and/or prevent misuse or abuse of financial resources, or human errors/mistakes.
• • Attention to detail for ensuring accuracy, completeness, and integrity of the processed payments.
• • Excellent numeric and analytical skills to perform the required complex reconciliations with grantees, and contractors.

DEADLINE: AUGUST 12, 2024