USAID Voucher Examiner Jobs in Kenya

USAID Voucher Examiner Jobs in Kenya

General Statement of Purpose of the Contract

The incumbent serves as Voucher Examiner in the Disbursing Division of OFM and is responsible for reviewing, auditing and processing through USDO Charleston and U.S. Treasury Centers within the Continental United States all payments for the USAID Missions serviced.

This is by examining the most difficult and complex invoices and other requests for payment of goods and services in connection with and prepares and/or audits vouchers relating to AID Technical Program, project-type activities, and programmatic administrative vouchers and related reports for all Agency programs.

The voucher examiner handles, and processes claims for such payments against contracts and grants used to implement these activities, as well as a variety of programmatic administrative vouchers such as grants, government implementation letters, leases, contracts, and travel vouchers. In addition to program vouchers, the Voucher Examiner examines the most difficult and complex invoices and other claims associated with the Mission Operating Expense funds.

As a member of the Office of Financial Management (OFM), the incumbent ensures performance of assigned duties reflect well on the section and recognizes the importance of timely performance of responsibilities to enable all staff to meet the commitments of the Mission.

Statement of Duties to be Performed

1. Reviews and analyzes vouchers and/or claims against technical projects, contracts, grants, , complex international travel claims, complex and multi-funded programmatic and administrative vouchers, consulting, advising and providing disbursement assistance for Regional Post client Missions serviced by OFM, processing Lease payments and all types of vouchers related to Allowances including Education Allowances, and Cashier Replenishment vouchers. 70%

Determines in coordination with the accounting Division that funds are obligated and/or earmarked/committed, and also, ensures that appropriate authorizations, certifications, and other documents are on file.

Assures that the claims are in accordance with the provisions, terms, and conditions of the applicable authorizing documents such as contracts, purchase-orders, PIO/C's, grant and/or loan agreements, SF 1190’s, TAs, and lease agreements.

Maintains necessary controls and files on these claims to ensure that payments are not made excess of the authorized amounts and to prevent improper or duplicate payments.

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 entitlement travel claims for correctness and verifies that they conform to travel authorizations and regulations regarding routings and per diem.

Prepares or verifies hypothetical travel itinerary when traveler deviates from authorized routing. When travel claim exceeds amount that can be paid under travel authorization, prepares travel exception giving detailed explanation of claims disallowance, citing pertinent regulations.

Advises payees giving reasons where payment is disallowed.

Examines administrative type of vouchers for purchase orders, contracts, leases, telephone, utilities, COLA, education allowances, Post Differential, Danger Pay, Separate Maintenance Allowance, Foreign Service Transfer Allowance, Temporary Quarters Subsistence Allowance and other miscellaneous 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.

2. Assists Chief of the division by preparing answers to payment queries and related matters from client posts and/or employees; by establishing or advising the establishment of necessary internal controls and procedures within OFM to ensure accuracy compliance with applicable laws and regulations and timely payments. 20%

3. Imparts knowledge regarding payment processing for non-controller posts’ employees, through AID Handbook, FAM, U.S. Standardized Regulations, and acquaints them with OFM Systems, procedures and guidelines. Provides training, guidance, instructions, and advice to client Mission staff. Provides voucher examiner’s coverage to other USAID posts. 10%

Supervisory Relationship

The incumbent works under the supervision, and policy guidance, of the Supervisory Voucher Examiner. Assignments are made orally and in writing. The Controller also provides guidance on major decisions regarding activities and the work is subject to occasional review to ensure compliance with USAID policies and procedures.

Minimum Qualifications Required for This Position

Education:

At least two years of post-secondary collegiate/university education majoring in accounting, finance, and business administration is required.

Practical knowledge of basic accounting concepts is required.

Prior Work Experience:

Minimum of three years of progressive experience in accounting, payment processing, payroll management or voucher examination is required, at least two years of which should have been with an international organization.

Language Proficiency:

Level IV (fluent) in English and Kiswahili language (written and verbal).

Job Knowledge

Familiarity with accounting principles and concepts, knowledge or the potential to acquire knowledge of relevant USG laws, Treasury, USAID, OMB policies, procedures and regulations pertaining to payments;

A thorough knowledge or the potential to acquire knowledge of applicable sections of Foreign Affairs Manual, Standardized Regulations, joint Travel Regulations, and AID regulations and procedures such as: Financial Management and Accounting systems including Payroll Procedures.

Skills and abilities

Ability to comprehend and logically and properly apply detailed technical project regulations, terms, and conditions to the voucher examination process.

The Voucher Examiner must display tact, and the ability to clearly and convincingly explain the rationale for payment disallowances and the need for various documentation steps to be taken in order to comply with maintenance of financial record and reporting requirements.

Must have the ability to analyze and reconcile numerous accounting records and determine the need for various types of entries and adjustments;

The Voucher Examiner must have the ability to present analysis and recommendations in clear written and oral formats; the ability to lead and motivate team members positively, and to maintain cordial and professional relationships with USAID, Host Government, NGO, and Contractor personnel;

The ability to perform analysis of management controls and capabilities of partner/beneficiary organizations is required; and must be skilled in the use of computer based analytical programs and USAID data management systems.

How to Apply

For more information and job application details, see; USAID Voucher Examiner Jobs in Kenya

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