Voucher Examiner

Огляд

The USAID Mission to Ukraine is responsible for the development, implementation and oversight of USAID-funded programs operating throughout Ukraine. USAID development assistance promotes Ukraine’s transition to a democratic, prosperous, stable, healthy country united in its European aspirations.

As a member of the USAID Mission to Ukraine, this position is located at the Voucher Examination Unit of the Office of Financial Management team (OFM). The Voucher Examiner (VE) performs a full range of Mission support functions to USAID/Ukraine. The VE also provides support services to the USAID/Moldova mission.

Обов'язки

1. Program Vouchers: 50%

• analyzes 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 are available for payment of the claim
• estimates expected average monthly cost and questions over or under expenditures
• ensures that authorizations, certifications and other documents are on file
• ensures that payments are in accordance with applicable U.S. and Ukrainian or other applicable host country laws and regulations
• some of the contracts and grants are funded from multiple appropriations. For these multiple appropriation instruments, perform analysis and select the appropriate appropriation for the situation
• analyzes requests for advances and maintains control with expenses reports submitted by contractors and grantees
• controls advances to implementing partners, ensuring cash balance maintained by implementers is within USAID regulations and following up to ascertain why long-term unliquidated advances have not been liquidated
• maintains constant monitoring of actual and cumulative disbursements
• reconciles cumulative disbursements with the reports submitted by grantees and contractors.
• corresponds with contractors, grantees, host government officials, vendors and employees concerning vouchers being examined to request additional information regarding invoices and to provide guidance on voucher requirements
• prepares drafts outlining rationale for disallowance of questionable costs under grants and contracts
• along with Contracting Officer’s Representatives (CORs)/Agreement Officer’s Representatives (AORs), Financial Analysts, and other Offices Team members, participates in reviews of USAID implementer financial systems and records
• provide recommendations to improve the capacity of financial systems and records
• provide assistance to contractors, grantees, and loan recipients in handling payment requests, advances and on the supporting documents necessary to process these payments advising them on how to submit vouchers, required attachments, advises on general issues such as timeliness, etc

2. Administrative Vouchers: 20%

• examines and processes various types of administrative invoices and/or vouchers including purchase orders, contracts, leases, utility bills, telephone bills, carrier transportation vouchers for air-tickets, medical expenses, allowances, and other miscellaneous vouchers. Verifies that they are correct and conform to terms and conditions of the authorizing documents, such as purchase orders, contracts, leases, etc., and with applicable regulations
• verifies that all arithmetical computations on invoices vouchers are correct and accurate; and 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/vouchers are 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 Accountants 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, when necessary, additional information, documentation, and/or clarification on doubtful or questionable payments
• provides a payee advice and reasoning on payment disallowance.
• reviews and processes travel vouchers for Post Assignment/Departure, Home Leave, Rest and Relaxation (R&R), Educational, and Medical Evacuation, and Emergency Visitation travel for employees
• reviews claims and verifies that they conform to the travel authorization and regulations regarding routings, per diem, use of proper commercial facilities, etc
• prepares or verifies hypothetical travel itinerary when traveler deviates from authorized routing
• prepares Voucher Examiner's statement giving detailed explanation of any disallowances with references to pertinent regulations
• for travel advances, compute amount due to a traveler or the U.S. Government, after applying the outstanding advance to the travel expenditure report
• notifies a traveler promptly, and requests refund due the U.S. Government
• assists employees/travelers in preparation of travel claims and/or in computation of per diem.
• prepares different types of Journal Vouchers related to payments' processing
• logs payments electronically to track funds availability, and for posting and reconciliation purposes
• maintains and periodically reconciles Phoenix report records

3. Administrative and Support Duties: 25%

• acts as a backup for another Voucher Examiner
• acts as the backup to Supervisory Voucher Examiner and approves all vouchers in Phoenix prior to certification in the absence of the Supervisor Voucher Examiner
• prepare and process on a rotational basis with another Voucher Examiner: FSN payroll, Mission and DBC Travel Cards reconciliation, Official / Personal VAT Refund, COLA, 1221 posting.
• perform other miscellaneous related duties as assigned by the Supervisor

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Вимоги

• education: university degree in Accounting, Finance, Business Administration, Public Administration or related Business degree is required
• work experience: minimum of 3 years of progressively responsible experience in payment processing, accounting, or related fiscal work is required; 1 year should clearly demonstrate the ability to perform financial analysis tasks; must have a minimum of 2 years’ experience on computerized accounting applications
• language proficiency: fluent in English and fluent in Ukrainian
• comprehensive and thorough knowledge of U.S., Ukrainian and client Missions’ professional accounting principles, standards, theories, practices, procedures, and terminology
• thorough knowledge and understanding of professional accounting principles, theories, practices and terminology as well as the principles and accepted practices of governmental and financial accounting, budgeting and reporting is required
• general knowledge of accounts payable and receivable operations
• sound knowledge of financial spreadsheets, international payroll operations and accounting procedures
• ability to analyze numerous accounting records and determine the need for various types of entries and adjustments; to record, reconcile, and balance accounts; and to relate the purpose and objectives of projects to their costs and fiscal requirements is required
• ability to comprehend and logically and properly apply to the voucher examination process the various and detailed technical project regulations, terms and conditions
• tact and ability to explain clearly and convincingly the rationales for payment disallowances and the need for documentation to comply with maintenance of financial records and reporting requirements
• computer literate and able to apply computer skills with spreadsheets, databases and word processing
• vacancy is open to Ukrainian Nationals (residency/Ukrainian work permit Required)

Умови

• full time (40 hours)
• work in Kyiv, Ukraine
• five-year period of performance with the possibility of extension
• market value: Basic Annual Rate (in U.S. Dollars): $21,801 - $28,343
• benefits:
  • health and life insurance coverage: provided under the Compensation Plan
  • Defined Contribution Plan: upon separation, a lump sum benefit equal to 12% of the basic salary earned for the duration worked under the appointment
• allowances (as applicable):
  • meal allowances: annual amount is $853 for employees working on a full-time basis
  • family allowances: the mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law
  • unique conditions of work allowances/benefits: 10% of Basic Rate. Additional information may be provided to the selected offeror at the time of the salary offer
• taxes: apply and are deductible as per the Ukrainian government regulations