VACANCY ANNOUNCEMENT No. 2019 – 002
Voucher Examiner / Travel Assistant
Peace Corps is an international autonomous agency of the US Government with operations in over 60 countries. It operates in Uganda by the invitation of the Government of Uganda. Peace Corps Uganda has memorandum of understanding with government ministries that outline broad areas of agreement of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers are assigned to government and non-government agencies and organizations, community based organizations, universities, colleges and schools who partner to enable Volunteers to provide capacity building in Education, Health and Community Agribusiness. Peace Corps also aims to build cultural understanding between Americans and Ugandans.
Position Title: Voucher Examiner / Travel Assistant
Announcement date: Friday February 8, 2019
Closing date: Friday February 22, 2019
Position type: Personal Services Contract
Supervised by: Deputy Director, Management and Operations (DDMO)
Location: Peace Corps Uganda, Kampala
Revised: February 5, 2019
The Voucher Examiner / Travel Assistant is responsible for all aspects of Peace Corps Uganda voucher examination, preparation of Travel Authorizations and review of Travel vouchers. This is a multi-function position requiring a great degree of planning, flexibility and creativity and a high degree of organization and ethics. Due to the myriad of duties required, the Voucher Examiner / Travel Assistant will need a sense of prioritization, planning and attention to detail and the ability to efficiently juggle multiple tasks simultaneously.
Major Duties and Responsibilities
Finance / Voucher Examiner (50%)
- Examines, analyzes, ensures eligibility and recommends for payment a variety of difficult and complex vouchers, including claims against contracts, purchase orders, grants, and complex travel vouchers. Makes independent judgment as to the accuracy and eligibility of the voucher claim presented for payment; ensures that it conforms to the payment provisions set forth in the obligation. Rejects incomplete or invalid voucher claims and returns the documents to vendors.
- Ensures that the request for payment documents are valid and accurate; the expenditures presented for reimbursement are consistent with the terms and conditions as stated in the contracts; and that they are adequately supported by proper and sufficient documentation.
- Ensures that travel and program advance requests are approved in accordance with PC Cash Management Policy and the established standard operating procedures.
- The incumbent scrutinizes vouchers and works directly with the FAs to resolve discrepancies at the lowest level and informs supervisor of unresolved issues.
- Ensures that administrative approvals, justification and/or additional supporting documentation have been obtained prior to processing claimed expenses.
- Ensures that payments are eligible under current PC guidance and made against valid obligations and sufficient funds in ForPost. Analyzes historical payment records of recurring expenses and coordinates with the Financial Assistants to provide any necessary increments/adjustments in obligated amounts.
- Ensures that all invoices are paid on time and in full compliance with the requirements of the Prompt Payment Act. Assists vendors with the prompt resolution of payment problems and/or inquiries by tracking all payments.
- Provides interpretation of applicable PC UG payment regulations, procedures and guidance to vendors regarding proposed payments.
- Assist in tracking and reconciling of Vendor Payments
- Processing of VAT reimbursement requests; Put VAT stamp on all invoices lined up for VAT reimbursement, collect receipts for paid up invoices, fill the online VAT return form and submit it to the Embassy.
- Preparation of Travel Authorizations
- Review and process Travel vouchers for PC staff and official visitors
- Dissemination of policies related to travel such as allowable travel expenses, reimbursement procedures, travel Regulations, Per Diem rates, and others.
- Coordinate with Travel Agents to ensure that travel related permissions / formalities are adhered to and also that tickets are issued in a timely manner.
- Coordinates with relevant staff to ensure that PC staff travel requirements are appropriately met
- For staff on official travel, coordinate with hosting Posts to ensure that all travel requirements are met in a timely manner e.g. sending TAs, passport information, VISA information, etc.
- Follow up on travel related invoices and payments such as those for tickets, airport transfers, visas etc
- Makes hotel and other travel-related reservations for official Peace Corps travelers and visitors.
- Ensures obligation in FORPOST is done for travel-related expenses to include but not limited to accommodation, Meals and Incidental expenses, tickets and other miscellaneous expenses
- Official Travel Card holder
- Assist with photocopying / collating of non-cashier vouchers.
- Coordinate and track all DHL/FedEx shipment to Peace Corps HQ/GAP.
- Be knowledgeable of the Peace Corps Uganda Safety and Security policies and procedures to include timely reporting of suspicious incidents, persons, or articles.
- Ensure complete confidentiality regarding all information related to PC staff, volunteers and operations.
- Serve as back up for admin staff as assigned.
- Develop and regularly update travel related guidance for all PC official travelers
- Performs other duties as assigned by the DMO and the DDMO.
Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
A university degree or equivalent in accounting, auditing, business administration or a related field.
- Prior Work Experience
A minimum of 5 years of progressively responsible experience in voucher examining, accounts payables, accounting, auditing or related budget and fiscal work. Furthermore, 2 years of experience in Travel and logistics coordination is also a requirement.
US Government experience is an added advantage.
- Post Entry Training
- Language Proficiency:
General familiarity with accounting principles and concepts, financial management and reporting procedures.
- Skills and Abilities
Ability to comprehend and logically, accurately and properly apply the voucher examination process, various and detailed technical program regulations, terms, and conditions as exist. Must have tact and ability to explain clearly and convincingly the rationales for payment disallowances. Must have demonstrable analytical and decision-making abilities. Ability to work under limited supervision, and to organize and prioritize work schedules is also critical. Incumbent must also be able to undertake a critical review of vouchers, applying technical skills together with existing general rules and regulations to each and every voucher submitted for payment and liquidation. Excellent interpersonal and customer service skills.
Legally able to work in Uganda
- Supervision Received
Under direct supervision of the DDMO. Incumbent must be able to perform assigned tasks independently within established rules and procedures and capable of carrying out routine assignments with minimum supervision.
- Supervision Exercised:
- Available Guidelines
Peace Corps manuals and established practices
- Exercise of Judgment
Considerable independence and exercise of judgment is required in the determination of allowable costs and amounts being recommended for payment certification on a variety of voucher payment types
- Authority to Make Commitments
- Nature, Level and Purpose of Contacts
Contact with Peace Corps volunteers, staff, vendors, contractors and banking officials.
- Time Required to Perform Full Range of Duties after Entry into the Position
How to apply
Only Electronic Submissions will be accepted.
Please submit only Ms. Word formatted documents to include: a letter of interest (one page maximum), resume (three pages maximum), names and contact information for three references to firstname.lastname@example.org .
Clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “Katungu Bonita_Voucher Examiner” for the Driver Position. Do not write any other words in the subject line of your mail. Submitted documents become the property of the Peace Corps and will not be returned.
You will be contacted ONLY if you are deemed qualified. If called for an interview, you will be expected to bring a reference letter from your area Local Council (LC1), show proof of current driving license, as well as your academic credentials.