Advert View :: Voucher Examiner | Nairobi | Accounting / Auditing

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Job Title

Voucher Examiner




Advert Details

Recruiter: U.S. Embassy Updated on: 2018-01-27 02:10:01
Contract Permanent
Location: Nairobi Available: Immediately
Category: Accounting / Auditing Offer: FP-06;FSN-8




The Financial Management Center (FMC) has an opening for the position of Voucher Examiner. The position will close on January 26, 2018.


Minimum Requirements

Qualifications Required:

NOTE:  All must address each selection criterion detailed below with specific and comprehensive information supporting each item.

Other Criteria



Job Specification


Serves as a Voucher Examiner in the Financial Management Center (FMC) and reports directly to Supervisory Voucher Examiner.  The incumbent is responsible for processing through the Regional Financial Management System (RFMS/M), all payments for 62 ICASS entities within the U. S Mission. The incumbent’s work involves processing of a wide variety of complex payments in the form of invoices for goods and services received, grants and cash payments. S/he also processes employee claims and vouchers.

As the Financial Management Center (FMC) class B Cashier, incumbent functions as the alternate cashier for the Embassy and all the other agencies.  Incumbent is personally accountable for an operating cash advance of United states (US) Dollar equivalent of 125,000.00.  Incumbent performs a full range of cashiering activities to include making all cash disbursements and collections for all agencies when backing up the principal cashier.


VOUCHERING   (80% of time)

1) Review, audit, analyze and process complex vouchers and/or claims against contracts, purchase orders, blanket purchase agreements, leases, travel authorizations and travel regulations.

Examine complex multi-funded operating expense vouchers e.g. office and residential maintenance, utilities, local guard program, cleaning & domestic refuse services, leases, telephone, cell phones, education allowances and other miscellaneous payments. Examine and processing of complex employee international/ local travel claims and transportation claims (Airfares, shipments of house hold effects, privately owned motor vehicles, unaccompanied baggage, consumables, storage, office equipment and supplies), Permanent Change of Station (PCS), Rest and Recuperation (R & R), Home Leave, Medical evacuation, Emergency Visitation Travel (EVT), Travel for Children of Separated parents, Education Travel, Official Residential Expenses (ORE) for the Ambassador and the DCM, Temporary Quarters Subsistence Allowance (TQSA), Gardening Reimbursements, Miscellaneous Claims, School fees, Extra ordinary Quarters Allowance(EQA), Special Evacuation Allowance and Cashier Replenishment vouchers. Processing, administration, control and reconciliation of travel advances-

2) Review complex international and local travel claims for correctness and verify that they conform to travel authorizations and regulations regarding routings and per diem. Prepares and 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. Advice payees giving reasons when claims are disallowed. Review whether the correct weight is shipped and correctly invoiced, ensuring the correct routing on the air ticket, prepare  bills for collection when any overweight is detected, keeping a worksheet for control of Privately owned Vehicle (POV), Unaccompanied Baggage (UAB) and  Household effects (HHE)-

3) Determine through the Consolidated Overseas Accountability Support Toolbox( COAST), Regional Financial Management System (RFMS/M-Direct connect) accounting systems, or the FMC budget accountant that funds are obligated, available to support the liquidation and payment claims contain appropriate authorization, supported by correct documentary evidence showing validity of the expenditure.  Ensures that appropriate authorizations, certifications, other documents are on file and that payment  claims are in accordance with the provisions, terms, and conditions of the applicable authorizing documents  such as contracts, purchase-orders, receiving and inspection reports, grant and/or loan agreements, SF 1190’s, travel authorizations lease agreements and provisions. Process payment voucher within 0-5 working days to ensure compliance with the Prompt Payment Act and FMC ICASS services standard Memorandum Of Understanding (MOU).

4) Establish and maintain necessary internal controls to ensure that payments are not made in excess of the authorized amounts as well as to prevent improper or duplicate payments. Ensure that the obligated funds are spent for the intended purpose and in accordance with the U.S and host country laws and regulations. Performs in depth research on issues/queries from employees, vendors, Agencies, other Posts, and Charleston Financial Services Centre (CFSC) related to payments, liquidations, obligations and then sends/scans relevant payment and funding documents to the parties involved in the issue and the query.

5) Communicates with contractors, vendors, clients, contractors, mission employees, the Office Managers of the Ambassador’s and the Deputy Chief of Mission’s (DCM) Offices , host government officials, Kenya Revenue Authority   (KRA) officials, Chief Executives, senior managers of companies and contractors both orally and in writing to request additional information regarding bills, invoices, claims, vouchers, financial terms and conditions applicable to contracts, Letters of Commitment and other  agreements. Visit them to provide guidance on how to comply with Embassy payment policies and procedures. Advising the FMO or the DFMO on the findings for corrective action.

6) Ensuring that all types of vouchers processed are funded and scheduled using the RFMS/M, and relevant updates and liquidations are made in the COAST, Integrated Logistics Management System (ILMS), WEBPASS systems before passing them for further review by the Supervisory Voucher Examiner and for final certification and preparation of SF1166 files and transmission to the Charleston Financial Service Center. Sometimes carries out some accounting functions of monitoring, analyzing liquidations against obligations and advises on the amounts the Budget Analysts should de obligate to clear Unliquidated obligations (ULOs) and also provides expenditure inputs during budget formulations.  Performs ICASS work load counts. Advises various Agencies on the charges to their fiscal data by sending the copies of SF1166 and other supporting documents. Prepares SF 1098 form for cancellation of checks which are lost, misprinted or stale for subsequent re-issuance. Also prepares corrective journal vouchers for transfers across appropriations and overcharges-


With a personal accountability of USD 125,000.00, incumbent is responsible to ensure funds are accounted for, handled and safeguarded as in accordance with Department of State/Treasury regulations and in accordance with International Cooperative Administrative Support System (ICASS) Memorandum of Understanding.

-  Responsible to United States Disbursing Officer (USDO) for the balancing and accounting of post’s cash flow within accountability level.

-  Provides cash advances to sub-cashier from own accountability.  Reconciles and replenishes these advances upon presentation of approved petty cash vouchers.

-  Performs accommodation exchange for CODELS on emergency basis with FMO approval for eligible U.S.G. employees; and reverse accommodation exchange for official eligible personnel departing post.

- Makes payments against certified voucher/travel vouchers; and advances for transactions and travel advances receipts for cashier audit and replenishment.

-  Enters all cashier transactions for petty cash sub-vouchers, certified vouchers, collections and any accommodation exchange on the COAST cashiering.

-  On a daily basis, balances the operating advance by reconciling the cash-on-hand with the ACS cash balances and reviewing the balances on the reconciliation statement, RAMC-365 with in-transit/on hand transmittal transactions.

-  Receives/counts all consular collections from the Consular sub-cashier daily and reconciles the MRV fees deposited at the bank before preparation of a separate OF-158 for the Consular Officer as in accordance with specified regulations.

-  Collects Proceeds of sale as in accordance with specified regulations.

-  Collects funds owned to the USG such as personal telephone/fax bills, outstanding travel advances, transportation tickets, health-unit fees, parking fees, education allowance and medical reimbursements.

-  Monitors the Suspense Deposit Abroad (SDA) account as in accordance with specified regulations.

-  Serves as cashiering expert when consulted by the USDO, FMC Personnel, FMO and other state/other agency personnel within the Mission on cashiering/cash processing matters.

-  Aggressively pursues redemption of uncollected (bounced) checks.

-  Handles all banking transactions and correspondence.



Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.  

(1)   AEFM / USEFM who is a preference-eligible U.S. Veteran*
(2)   AEFM / USEFM
(3)   FS on LWOP** 

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

* This level of preference applies to all Foreign Service employees on LWOP.    

 Additional Selection Criteria:

To Apply:

1.  Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

2. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
The U.S. Mission in Nairobi provides equal opportunity and fair and equitable treatment in

Employment to all people without regard to race, color, religion, sex, national origin, age, disability,

Political affiliation, marital status, or sexual orientation. The Department of State also strives to

achieve equal employment opportunity in all personnel operations through continuing diversity

enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied

Equal opportunity based upon marital status or political affiliation.  Individuals with such

complaints should avail themselves of the appropriate grievance procedures, remedies for

prohibited personnel practices, and/or courts for relief. 


1.  Eligible Family Member (EFM): 
    An individual related to a U.S. Government employee in one of the following ways:

The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal    guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;

 2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified
    position, an
EFM who meets the following criteria: 

  1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
  2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
  3. Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for
          purposes of Mission employment: 
    ·         Is a U.S. citizen; and

·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and

·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan.

·         Does not receive a Foreign Service or Civil Service annuity

 4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service
     member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office
     of the American Institute in Taiwan.  An MOH is:

   A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls 
  outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S.
5. Not Ordinarily Resident (NOR)An individual who: 

 NOR employees are compensated under a GS or FS salary schedule, not under the LCP. 
6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who: 

  EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are 
  compensated in accordance with the Local Compensation Plan (LCP).



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