Voucher Examiner US Embassy Career kenyas in Kenya July 2013

Job Title: Voucher Examiner (Pre-Certifying)
REF: VA-55-12
Recruiter: U.S. Embassy Updated on: 2013-03-28 12:20:16
AA/EE: Not Applicable Contract Permanent
Location: Nairobi Available: Immediately
Category: Accounting / Finance / Auditing Offer: FP-6; FSN-8
Introduction
IN-HOUSE ONLY

Open to: Current Employees of the Mission, US Citizen Eligible Family Members (AEFMs),
Eligible Family Members (EFMs), and Members of Household

The Financial Management Center (FMC) has an opening for the position of Voucher Examiner (Pre-Certifying). The position will be available immediately.

The closing date of this position is April 4, 2013.
Minimum Requirements
◊ Completion of a university degree in Business Administration or related field is required.
◊ Five years of performing progressively responsible specialized work in voucher examining, allotment accounting, disbursing or bookkeeping is
required. Two years of this experience must have been in the U.S. Government service at the next lower level.
◊ Level IV English ability is required. Level IV Kiswahili ability is also required.
◊ Must be able to supervise subordinates performance and foster a team spirit within the group.
◊ Must be proficient in Microsoft Office applications and maintain financial data to prepare cables to Department of State and Financial Service
Centre (FSC) Charleston.
Job Specification
BASIC FUNCTION OF POSITION:

As the Financial Management Center (FMC) employee Claims Team Leader, incumbent is responsible for the proper preparation and pre-certification audit of a wide variety of difficult and complex vouchers presented by the entire Employee Claims Team related to employee claims in compliance with applicable agency laws, regulations and FMC ICASS MOU. The agencies/organizations are as follows: State Department, Refugee, Public Affairs, Security Supplemental, Department of Defense – Kenya July United States Liaison office (DOD-KUSLO), Department of Defense – Defense Attaché’ office (DOD-DAO), Department of Defense – Medical Research Unit (DOD-MRU), Center for Disease Control (CDC), Library of Congress (LOC), Federal Bureau of Homeland Security (HS), Foreign Agriculture Service (FAS), Commercial Service (FCS), Federal Bureau of Investigation (FBI), Overseas Building Operations (OBO), Marine Security Guards (MSG) AND International Cooperative Administrative Support Services (ICASS). Position is responsible for the review of all work done in the 3-person team. Reports directly to the Financial Specialist and perform other duties as assigned by the Financial Management Officer (FMO) and/or Deputy Financial Management Officer (DFMO.

MAJOR DUTIES AND RESPONSIBILITIES:

A. SUPERVISORY/MANAGEMENT ACTIVITIES:

–Incumbent directly supervises three FSN employees. Assists the FMO and/or DFMO in personnel related matters such as interviewing candidates whenever a vacancy occurs in FMC Employee Claims Section; counseling employees when necessary; training newly hired voucher examiners; preparing evaluation reports for all the voucher examiners on the team; and assisting in documenting for dismissal of an employee when necessary. Monitors the team’s workflow and provides technical voucher guidance as necessary.

–Audits and pre-certifies all E-2 travel voucher, school grants, school tuition payments for employee claims of various level of complexity processed by the FMC Voucher Section before certification by FMO/DFMO and payment. These payments are for goods and services; leases; reimbursements of medical and hospitalization costs; allowances such as education, representation and official residence expenses; all travel vouchers and miscellaneous expenditure vouchers and accounts receivables; suspense deposit abroad accounts; any other payments requested by50 agencies including State and payment requests from Washington and other posts; and any other complex payments due to unique circumstances. In the same manner as the certifying officer, incumbent ensures before voucher is sent to the FMO that it has appropriate authorizations; proper forms were used; funds have been obligated; fiscal data is valid and complete; accompanying documentation adequately supports the transaction; liquidation remains within the obligated amount; funds spent on intended purpose and in accordance with applicable laws and regulations. Incumbent also ensures (1) the vouchers are processed within 5-10 working days after receipt by FMC to ensure compliance with Prompt Pay Act and the FMC ICASS Service Standards, accuracy; cleared in accordance with FMC policies and procedures; and (2) ensures that all employee claims submitted, as well as the travel contractor’s Monthly Statement of Account, are current and no more than two weeks old unless for a documented necessary reason. After certification by the FMO, reviews procedures to ensure successful transmission to FSC Charleston, and that paid vouchers are properly perforated to prevent duplicate payments and then filed.

–In consultation with the FMO, DFMO, and/or Financial Specialist, develops and implements any necessary Standard Operating Procedures (SOPs) for improving overall efficiency and effectiveness of the FMC Employee Claims Team operation.

–Prepares statistics on vouchers processed per each Voucher Examiner to assist FMO/DFMO and/or FMC in evaluating workload of the Employee Claims Team.

–Monitors the response turn-around to travel contractor and customer queries as they apply to each applicable Voucher Examiner.

–Oversees the maintenance of FMC RFMS/Voucher related files/data ensuring all applicable files are controlled, current, organized and retired and/or destroyed in accordance with Department/other agency regulations and guidance.

TECHNICAL ADVISORY/OTHER DUTIES AS ASSIGNED:

–Undertakes other duties as assigned by the Financial Specialist, FMO and/or FMO as need arises.

–Researches voucher issues/queries for all serviced agencies, advises applicable agency management and FMO/DFMO of the findings, and takes corrective action as necessary. Uses extensive knowledge gained from work experience and intellectual skills to resolve problems as they occur with mission employees and the travel contractor.

–Works with FMO/DFMO and Financial Specialist on procedures and stays current on the latest regulations regarding Official Residence Expense (ORE) claims. Acts as the first stop for questions relating to ORE.

–In conjunction with the other Team Leader, incumbent drafts all routine and FMO/DFMO requested correspondence relating to wide – routine spectrum of issues using Microsoft Word for Windows, Microsoft Excel for Windows, Microsoft Mail and CD-ROM.

–In the absence of the Vendor Claims Team Leader incumbent becomes Acting Team Leader for that section as well.

Selection Process:

WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.

Additional Selection Criteria:

à Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on
their most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.

How to Apply:

or to apply for this vacancy.
When applying for this position, kindly email us with the additional documents as specifically required for the position (e.g. licenses, certificates, diplomas, degrees) to nairobidocs@state.gov. Kindly set the subject of the email in the following format: Career kenya ref/Job title/Your Full Name/ID

Deadline: 4th April 2013







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