USAID Voucher Examiner at U.S. Embassy

The U.S. Mission to Nigeria comprises of the Embassy in Abuja, FCT, and the Consulate General in Lagos. U.S. Consulate General Lagos is the Mission’s representative to the Nigerian people in the southern region.

We are recruiting to fill the position below:

Job Title: USAID Voucher Examiner (Current Mission Employees Only) (72062021R10032)

Announcement Number: Abuja-2021-094
Location: Abuja
Series/Grade: LE – 0540 8
Hiring Agency: Embassy Abuja
Promotion Potential: LE-8
Work Schedule: Full-time – 40 hours per week

Overview

• Hiring Path: Open to the public
• Who May Apply / Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Current Mission Nigeria Employees only
• Security Clearance Required: Public Trust – Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after December 2021

Summary

• This position is responsible for advancing robust risk management in reviewing advance, liquidation, and reimbursement vouchers for implementing partners, employees, and various vendors that serves as the principal administrative support person for the Office of Financial Management. The employee operates independently to ensure that payments functions are performed effectively, efficiently, and in a manner that promotes harmony and problem solving.
• Supervisory Position: No
• Relocation Expenses Reimbursed: No
• Travel Required: Not Required

Duties
Voucher Review (50%):

• Examines and audits advances, liquidations, and reimbursement vouchers of both implementing partners, employees, and various vendors. Analyzes the transactions to ensure that claims are in accordance with contract provisions, control of budget line items, application of indirect cost rates and rate adjustments, level of effort required, and payment documentation. Determines through the Phoenix Accounting system that funds are obligated and/or committed and are available for payment of the claim. Ensures that all authorizations, certifications, and other documents are on file and that payments are in accordance with applicable U.S. and other applicable host country laws and regulations. Much of procurement is multi appropriation funded requiring detailed reviews and an effective decision-making process prior to processing payment. Analyzes the budget and controls the funds. Estimates expected average monthly cost and questions over or under expenditures. Analyzes requests for advances and maintains control with expenses reports submitted by contractors and grantees.
• Verifies that vouchers/invoices are correct and conform to the terms and conditions (contract-specific provisions and AIDAR/FAR clauses) of the authorizing documents such as purchase orders, contracts, etc.; and with applicable regulations; are charged to appropriate budget line items, supported by travel authorization, Lease Agreements, and have required payment documentation. Verifies that all arithmetical computations on invoices/vouchers are correct and accurate.
• Verifies that all invoices/vouchers are administratively approved by the authorized and/or receiving officer indicating that the ordered goods and/or services are received in satisfactory condition and that the invoice/voucher is proper for payment.
• Ensures that all supporting documentation including the original invoice, delivery or consignment note, or commercial bill of lading or airway bill, as applicable, are attached to the voucher.
• Determines in coordination with the accountant that funds are obligated and available for payment of the invoice/voucher. Verifies 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 when payment is disallowed.
• Reviews USDH/USPSC allowances claims such as COLA, health reimbursement, and limited E2 vouchers processed at Post i.e., HL.

Determining accuracy of information (15%):

• Corresponds with contractors, vendors, and employees concerning vouchers being examined to request additional information regarding invoices and to provide guidance on voucher requirements.
• Prepares draft documents outlining rationales concerning disallowances for COR/AOR’s or Financial Analysts’ use in communicating with contractors or vendors.
• Corresponds with stakeholders to ensure accuracy of documents submitted for payments. Meets with grantees and advises them on how to submit vouchers, attachments required, timeliness, etc.
• 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.
• Maintains a constant monitoring process of actual and cumulative disbursements. Reconciles cumulative disbursements with the reports submitted by grantees and contractors.

Payment processing (15%):

• Processes payments in the computerized Phoenix database to track funds availability and for posting and reconciliation purposes. Maintains and periodically reconciles Phoenix reports and records showing amounts obligated, committed, and disbursed to project supporting records. Posts EFT special payment vouchers and SF 1080 charges between Agencies directly into the Phoenix accounting system. Reconciles these entries in the system. Record documents in ASIST.

OFM support (15%):

• Backstops other two VEs. Enhances the financial analysis team’s financial reviews and NUPAS.

Citibank Voucher review (5%):

• Review Citibank Statement travel vouchers for processing.

Requirements

• Physical Demands: The work requested does not involve undue physical demands.
• Education Requirements: A College / University studies in Business Administration, Accounting, Finance, or Economics is required.

Evaluations
Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.

• Knowledge: 10 points
• Skills and abilities: 10 points
• Communication and Language skills: 10 points
• Interview Performance: 70 points
• Total Possible points: 100 points

Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.

Reference checks will be made only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application letter.

Qualifications
Prior Work Experience:

• A minimum of three years of accounting work experience, of which two years should be in related work with Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.

Job Knowledge:

• A thorough knowledge and understanding of basic accounting knowledge is required.

Skills and Abilities:

• Excellent interpersonal skills are required as the incumbent will frequently be working with Mission employees at all levels.
• Must be able to multitask, be a self-starter, and possess strong organizational skills.
• Must have the ability to understand basic requirements of various applicable regulations and procedures.
• Must be able to identify, interpret, and apply law, rules, regulations, and grant/contract provisions.
• Must be able to communicate clearly to internal and external customers and be able to establish and maintain effective working relationships in a team environment.
• Must have good computer and typing skills and a good understanding of the Microsoft Office programs, like Word, Excel, and PowerPoint, and must be comfortable.
• Must have the ability to analyze numerous accounting records and determine the need for various types of entries and adjustments; to reconcile and balance accounts; and to relate the purpose and objectives of projects to their costs and fiscal requirements.

Language Proficiency:

• Level IV English ability (fluent) is required.

Benefits and Other Info

Benefits
Agency Benefits:

• As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance

Other Information:

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at: https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• Contract Cover Page form AID 309-1 available at: https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at: http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See: https://www.oge.gov/web/oge.nsf/OGE%20Regulations

Hiring Preference Order:

• AEFM / USEFM who is a preference-eligible U.S. Veteran*
• AEFM / USEFM
• FS on LWOP and CS with reemployment rights **

USAID is an Equal Opportunity Employer

• All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world.
• Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance.
• We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
• For more information about USAID, visit: http://www.usaid.gov

Taxes:

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations.
• Payment of such taxes is a matter between the individual employee and the Nigerian Government.
• In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

Salary
NGN8,664,538 / Annum.

Deadline: 28th September, 2021.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Important Information and Notice

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Required Documents:

• Current Resume
• Cover Letter
• Relevant Certificates
• University Degree Certificate
• List of 3 References

Next Steps:

• After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed.
• Applications from candidates which do not meet the required selection criteria will not be considered.
• A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria as stated above.
• Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.