USAID Jobs in Lusaka Supervisory Voucher Examiner Carreer opportunities in Lusaka vacancies in USAID at Lusaka All Jobs in Lusaka August 2021




# Job Description


BASIC FUNCTION

Serves as Supervisory Voucher Examiner in the Office of Financial Management
OFM for the USAID/ZAMBIA Mission. Manages the Payment Section within OFM and
is responsible for ensuring the eligibility, accuracy, and integrity of all
payments processed by the Mission. Responsibilities include, but are not
limited to, supervision of three Voucher Examiners. Gives guidance to and
trains subordinates on USAID payment processing, as well as monitors and rates
overall performance. Serves as a technical expert on USAID rules and
regulations in payment-related areas. Provides advice, guidance and technical
assistance to Mission staff, contractors, grantees, and vendors. Reviews and
analyzes complex vouchers and/or claims against technical projects, contracts
and grants along with complicated international travel vouchers and more
complex vouchers against purchase orders. Takes the lead in payment-related
special activities to research issues and organize decision-making processes.
Prepares detailed reports as detailed below under Major duties and
responsibilities; Supervision of payment and vouchering team.

MAJOR DUTIES AND RESPONSIBILITIES

1\. SUPERVISION OF PAYMENT AND VOUCHERING TEAM 35%

Plans, organizes, directs and supervises the work of three Voucher Examiners
one grade 8 and two grade 7 engaged in providing the full range of voucher
examination, payment, cashiering, and payroll liaison services for
USAID/ZAMBIA. Organizes, assigns and distributes work among staff. Shifts
assignments as required by absence or sudden increases in workload.
Establishes priorities when conflicting demands for service arise. Approves
and manages the leave schedule and controls leave during the year to ensure
adequate staff presence to carry out work. Ensures that staff receives
adequate formal or on-the-job training for complete understanding of their
responsibilities and for the effective execution of their duties. Conducts on-
the-job training for staff. Ensures that all positions are properly
backstopped, making sure that employees are properly cross-trained.
Participates in the selection of subordinate staff, establishes work
objectives, rates and conducts performance reviews of subordinates, and makes
recommendations with regard to awards, promotions, disciplinary action.

Reviews completed work to ensure compliance with USAID regulations and
procedures with terms of the authorized obligating document, for accuracy and
technical adequacy, and that all required documentation is attached. Tracks
work in-progress and follows up to ensure compliance with the Prompt Pay Act;
that is, sees that payments are made on time. Reassigns work or intervenes as
required to avoid payment of late penalties. Adds interest in cases where
payments are unavoidably delayed. Reviews outstanding advances, ensuring that
appropriate and timely follow-up is made on overdue outstanding advances.
Reviews collection documents for accurate and timely posting into the
accounting system. Oversees the liaison with regional FSN payroll processing
centers. Monitors the administration of allowances for example COLA,
education, separate maintenance for eligible staff.

Provides technical guidance to staff regarding interpretation and application
of payment regulations and procedures. Resolves questions of propriety and
adequacy of documents and any other payment-related issues raised by staff.
Analyzes and evaluates new and revised systems and regulations to determine
their impact on the Payments and Vouchering Team. Recommends and guides the
implementation of substantive changes in current methods and procedures to
comply with new requirements and/or to improve operation, and gives staff
instructions on new or revised requirements. Analyzes needs/problems in
payment-related activities and takes the lead to research and gather
information about the issue and prepares documented preliminary
determinations.

Review employee travel and project vouchers, track and monitor advance
requests, balances and liquidations and ensure they comply with the policies,
regulations and provisions and prepare and distribute detailed reports on a
periodic basis. Follow-up on advance balances requiring liquidation. Regularly
review employee salary obligations and prepare a detailed report with
recommendations on the status and required actions. Regularly review and
reconcile the Citi travel card account and prepare a detailed report. Prepare
the quarterly self-reporting improper payments data call detailed report.

2\. PAYMENT PROCESSING 30%

Examines and analyzes complex program vouchers against contract/grant
provisions, terms and conditions, U.S. and host country laws, and USAID rules
and regulations, which may vary against instruments utilized contracts,
cooperative agreements, grants, participating agency service agreements,
interagency agreements, implementation letters, host country contracting,
etc.. Vouchers reviewed include a variety of activity types such as
construction, technical assistance, commodities, etc., and may represent
different payment provisions, including fixed price, cost reimbursement, fixed
fee plus cost reimbursement, progress payments, and advance liquidations.
Also, examines and analyzes other difficult and complex vouchers such as
complex travel vouchers and complex claims against purchase orders. Prepares
journal vouchers for adjustments and 1081s to transfer funds from one
appropriation to another.

Proactively and independently communicates with vendors and employees both
orally and in writing to provide guidance or interpretation of payment
requirements, which includes project technical procedures related to financial
terms or conditions of implementing mechanism. Drafts or reviews
communications concerning disallowance of payment and request for additional
documentation, and replies to inquiries on these and other payment related
matters. As may be required, requests additional information needed to make
payment.

3\. COORDINATION 20%

Serves as the Mission’s technical expert on the payment process and provides
technical assistance as required.

Responds to inquiries from Mission employees and outside vendors/payees on
queries regarding payments. As required, participates on management teams and
committees, to provide technical input to the solution of payment-related
issues and to determine Mission policy and procedures for such issues, such as
new or revised Mission Orders or Notices. As needed, participates with USAID
program and technical officials, and occasionally, host country officials in
the development of procedures for processing vouchers for new technical
projects.

Provides the Chief Accountant and Controller periodic reports related to the
ongoing work of the Payment and Vouchering Teams.

4\. E2 Travel solutions 15%

Serves as a Subject Matter Expert SME on E2 Travel Solutions, the Agency’s
mandated automated travel system and provides technical assistance, as needed.
Conducts training on the utilization of E2 for Mission staff.

Participates in new partner pre-award orientations as relates to payments
processing. Conducts training on USAID rules and regulations for Mission staff
as relates payments matters- travel, vouchers, advances and liquidations.

Ensures payroll related actions are processed in a timely manner and Locally
Engaged Staff LES Earnings and Leave statements/reports are generated and
distributed timely. In coordination with other teams in the Mission, performs
payment verifications in response to queries.

REQUIRED QUALIFICATIONS FOR EFFECTIVE PERFORMANCE

a. Education Minimum of Bachelor’s degree in Accounting, Finance, Auditing,
Business Administration is required
b. Prior Work Experience At least minimum of three years of progressively
responsible experience in payments/voucher examination or accounting. A
minimum of three years in voucher examination international organizations or
host Government institutions and in reviewing complicated payments is required
c. Post Entry Training Complete on-the-job and/or other formal training in
USAID payment systems and voucher review procedures, training on the
accounting systems Phoenix, the electronic travel system e2i, the ASIST
paperless voucher processing system e-signature, and other Agency software
systems, as necessary.
d. Language Proficiency Level IV abilities in English is required
e. Job Knowledge Knowledge and proficiency in features, operations and
procedures of Phoenix, the Mission’s financial management system. Knowledge
and proficiency in E2 Travel System, the Mission’s travel system. Knowledge
and proficiency in Documentum/ASIST, the Payment Section’s voucher archiving
system. In-depth knowledge in Foreign Affairs Manual, Department of State
Standardized Regulations, FAR/AIDAR/CFR provisions, Federal Travel
Regulations, Prompt Payment Act, ADS, Mission Orders/Notices and Cashier
Regulations. Expert knowledge in cost principles, prudent business practice in
payments and billings, audit standards, and USAID policies for payment,
accounts receivables, collections, cashiering, and advances. Knowledge of
USAID appropriation and accounting structure. General knowledge of ZAMBIA’s
commercial law. General knowledge of USAID/ZAMBIA’s program.
f. Skills and Abilities Supervisory skills, plus the ability to plan,
organize, delegate, and follow-up are mandatory. Good interpersonal and
customer service skills. Must be able to comprehend and apply to the voucher
examining process detailed regulations and procedures pertaining to the work.
Must possess considerable tact and diplomacy and good cross-cultural
communications skills to explain clearly and convincingly to employees,
project officers, Office Team Leaders, contractors, grantees, vendors and
others, as well as explain applicable USG and USAID rules regulations and
procedures. Good computer skills with proficiency in Microsoft MS Word and
Excel ability to design, develop and maintain Excel spreadsheets, and the
ability to use a calculator are required.
Supervisory Relationship Works under the direct supervision of the Chief
Accountant or, in his/her absence, the Controller.

Supervisory Control Serves as the supervisor and rating official for three
Voucher Examiners.

EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in
accordance with FAR 52.215-1. The CO reserves the right at any point in the
evaluation process to establish a competitive range of offerors with whom
negotiations will be conducted pursuant to FAR 15.306c. In accordance with
FAR 52.215-1, if the CO determines that the number of offers that would
otherwise be in the competitive range exceeds the number at which an efficient
competition can be conducted, the CO may limit the number of offerors in the
competitive range to the greatest number that will permit an efficient
competition among the most highly rated offers. The FAR provisions referenced
above are available at https//www.acquisition.gov/browse/index/far.

TERMS OF APPOINTMENT

Subject to availability of funds, this will be a five-year contract, with an
option to extend, depending upon continuing need of the services.

BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized
benefits and allowances in accordance with the Local Compensation Plan. The
final salary of the successful candidate will be negotiated within that range,
depending on qualifications and previous earnings history.



Read and Apply Now Through




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Email exozambiahr@usaid.gov

Eligible and qualified offerors/applicants are required to complete and
submit

1\. A formal application letter or cover letter.

2\. A current CV.

3\. Photocopies of all professional certificates and degrees.

4\. A fully complete application form DS-174 available online at
https//eforms.state.gov/Forms/ds174.pdf. And 5\. Contact information for at
least three professional references.

Submit your application materials to ** exozambiahr@usaid.gov** noting to
reference the solicitation number in the subject of your email.

Only short-listed candidates will be contacted.

The U.S. Mission in Zambia 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, arital status,
or sexual orientation. USAID/Zambia also strives to achieve equal employment
opportunity in all personnel operations through continuing diversity
enhancement programs. We welcome candidates of all backgrounds and with
diverse experiences to apply. We are committed to evaluating applications
fairly




USAID Jobs in Lusaka Supervisory Voucher Examiner Carreer opportunities in Lusaka vacancies in USAID at Lusaka All Jobs in Lusaka August 2021


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