NOTE TO APPLICANTS:

Applicants who applied previously after February 3, 2020 and by closing date of February 21, 2020 in response to Solicitation Number 20-10 do not need to re-apply as those applications will be evaluated along with those received in response to this new solicitation.

GENERAL INFORMATION 

1.  SOLICITATION NO.: 20-34 

2.  ISSUANCE DATE: March 2, 2020  

3.  CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 6, 2020 (4:30 PM East Africa Time)

4.  POSITION TITLE: Voucher Examiner (One or more Positions) 

5.  MARKET VALUE: Equivalent to FSN-PSC 8 (Step 1:2,063,394.00 KSH to Step 13: 3,507,744.00 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

 

6. PERIOD OF PERFORMANCE: Initial 1-year probationary period with 4 additional option years contingent on performance, position need, and funds availability.

7.  PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.   

8.  SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected Candidate will be required to:

• Undergo a comprehensive background investigation
• Undergo a health check to obtain medical clearance and;
• Obtain and Retain an embassy issued Security Certification.

 9.  STATEMENT OF DUTIES: (See Below)

10.  AREA OF CONSIDERATION: Open to qualified U.S Mission employees. Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.

11. PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

BACKGROUND

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.

AREA OF CONSIDERATION:

Open to qualified Kenyan Citizens and current employees of the U.S Mission. Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.

PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

MAJOR DUTIES AND RESPONSIBILITIES

A. 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.

i. 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.

ii. 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, TA’s, and lease agreements

iii. 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.

iv. 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.

v. Reviews complex international entitlement travel claims for the correctness and verify that they conform to travel authorizations and regulations regarding routings and per diem. Prepares or verifies hypothetical travel itinerary when traveller deviates from authorized routing. When travel claim exceeds the amount that can be paid under travel authorization, prepares travel exception giving a detailed explanation of claims disallowance, citing pertinent regulations. Advises payees giving reasons where payment is disallowed.

vi. 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.

vii. Manages and Processes Payroll for about 250 FSN Contractors at USAID Kenya and East Africa.

viii. 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.

B. 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%

C. 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. 10%

D. Undertakes special assignments as needed and provides voucher examiner’s coverage to other USAID posts. 10%

POSITION ELEMENTS

A. Supervision Received: Supervision Received: The incumbent works under the supervision, and policy guidance, of the Supervisory Accountant - Accounts Payable. Assignments are made orally and in writing. The Controller provides guidance on major decisions regarding activities. The work is subject to occasional review to ensure compliance with USAID policies and procedures.

B. Supervision Exercised: None

C. Available Guidelines: USAID ADS, AID Handbooks, Foreign Affairs Manual, U.S. Standardized regulations, and OFM Systems procedures and guidelines.

D. Exercise of Judgment: The incumbent must carefully review vouchers and invoices which are difficult and complex; exercise individual judgment and discretion in applying regulations and procedures; decide whether all necessary documentation is available; and, determine what additional material is needed from suppliers, USAID employees, etc.

E. Authority to Make Commitments: The incumbent may not commit the USG with respect to the expenditure of funds.

F. Nature, Level, and Purpose of Contacts: Establishes contacts with counterparts within the Mission and its internal and external clients. Works closely with the staff in coordinating approvals and other requirements for payment processing.

G. Time Expected to Reach Full Performance Level: 12 months

Job Knowledge:

• Familiarity with accounting principles and concepts, relevant USG laws, Treasury, USAID, OMB policies, procedures and regulations pertaining to payments; A thorough 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.

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.

Skills and Abilities:

• Ability to comprehend 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 the 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.

MARKET VALUE:

Equivalent to FSN-PSC 8 (Step 1: 2,063,394.00 KSH to Step 13: 3,507,774.00 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

PERIOD OF PERFORMANCE: Initial 1-year probationary period with 4 additional option years contingent on performance, position need, and funds availability.

PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected Candidate will be required to: Undergo a comprehensive background investigation Undergo a health check to obtain medical clearance and; Obtain and Retain an embassy issued Security Certification

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above. As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided. The selection committee may conduct reference checks at any time during the selection process. Applications that do not meet the required minimum qualifications will not be scored. Prior work experience (30 points) Job Knowledge (40 points) Skills and abilities (30 points) Total possible points: 100 Candidates meeting the above-required qualifications for the position will be evaluated based on information presented in the application and reference checks. References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria. USAID reserves the right to conduct interviews with the top-ranked short-listed applicants. The interview will be one of the determining factors in the final selection.

How to Apply:

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application questionnaire at www.myjobsinkenya.com The applicant must answer all the questions in the Questionnaire.

Step 3: Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to MyJobsKenya. (Please use Internet Explorer to access this site.) OR External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsKenya. (Please use Internet Explorer to access this site)

Note to Applicants:

1. Applications must be received by the closing date and time specified above and submitted through myjobsinkenya.com 

2. Submissions will only be accepted through www.myjobsinkenya.com   Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICATION.