USAID Voucher Examiner at US Embassy

Announcement Number: Abuja-2021-030
Series / Grade: LE - 4005 8
Work Schedule: Full-time - Work Schedule is 40hrs per week
Promotion Potential: LE-8

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency: 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 August 2021

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.

Summary

• The Voucher Examiner serves in the Office of Financial Management (OFM) of USAID/Nigeria, which has a program budget of approximately $800 million and Operating Expense (OE) budget of $10 million per year.
• S/he examines a full range of complex multi-funded contracts and grant invoices for payment of goods and services relating to USAID project activities, administrative, employee allowances, and entitlement travel vouchers.
• Supervisory Position: No
• Relocation Expenses Reimbursed: No
• Travel Required: Occasional Travel. The job may be expected to perform work-related travel.

Duties
Examination of both simple to more complex administrative invoices/vouchers and complex program vouchers - 50%:

• Examination of various types of simple to more complex administrative invoices and/or vouchers, which include but is not limited to purchase orders, contracts, leases, utilities, telephone, carrier transportation vouchers for air-tickets, baggage vouchers, medical expenses, allowances, reimbursement vouchers, and other miscellaneous vouchers including vouchers for cancelled payments.
• 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.
• Communicates with vendors and employees (both orally and in writing) to provide guidance or interpretation of payment requirements, which includes technical procedures related to financial terms or conditions of implementing mechanisms. Drafts or reviews communications concerning disallowance of payments and requests 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.
• Responsible for timely creation of Mission Invoicing (MI) in Phoenix. When vendors submit invoices/payment requests, electronically time stamps ‘received’, verifies completeness and legibility documentation, and creates invoice and payment documents in Phoenix. Creates voucher folders in ASIST and scans the invoice/payment requests with any supporting documents. Forwards the invoice/payment request for administrative approval to the Agreement Officer’s Representative (AOR)/Contracting Officers Representative (COR)/Executive Officer/Obligation Manager. Ensures administrative approval is completed in accordance with the USAID regulations.

Analysis and Review, Accruals and Advance Monitoring - 15%

• As a member of a financial review/assessment team, examines samples of supporting documents to determine accuracy of submissions; determines if claims are in alignment with contractual terms and budget line items; ascertains compliance with USG requirements related to items including taxes, interest on USG advances, etc.; ensures the return/remittance of excess cash or/and advances and/or interest on US Government funds to USAID.
• Provides written input to the financial review/assessment reports and conducts follow-up and support in ensuring that issues that arise because of such reviews/assessments are resolved/addressed expeditiously.
• Performs reconciliations between partner (contractor/grantee) records to USAID records in Phoenix.
• Participates in post-award meetings with the Office of Acquisition and Assistance and technical team members and partners to provide guidance on billing and payment requirements and related USAID policies and regulations.
• Also conducts financial management training as needed for partners and Mission staff.
• Monitors advance requests, balances, and liquidations of implementing partners. Keeps the Controller and AORs/CORs apprised of advances outstanding for more than 90 days. Follows up with AORs/CORs on advances that require liquidation.

Funds verification - 15%:

• Verifies payment vouchers in Phoenix for Funds Availability to ensure the right data is entered such as: Disbursement Office Codes, fiscal data, amounts, payee names and bank details for EFT requests, mailing address for check requests, and mailing codes.

Entitlement travel - 10%:
Reviews entitlement travel claims or vouchers:

• Verifies that they conform with the travel authorizations 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 suspended amounts or rejected vouchers with references to pertinent regulations.
• Determines if travel advance was issued and computes amount due to the traveler or U.S. Government, after applying the outstanding advance to the travel. Notifies traveler promptly, with request to refund any amount due U.S. Government.
• Assists employees/travelers in corrections/documentation requirements of travel claims/vouchers.

Performs other duties as directed - 10%

Qualifications and Evaluations
Requirements:

Physical Demands:

• The work requested does not involve undue physical demands.

Education Requirements:

• Minimum of a College or University Studies in Accounting, Business Management or related field 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
• 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.

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.

Qualifications
Prior Work Experience:  

• A minimum of three years of experience in accounting or a closely related field.
• Practical knowledge of basic accounting concepts and the flow of accounting transactions are required.

Job Knowledge:  

• A thorough knowledge and understanding of professional accounting principles, theories, practices, and terminology (private sector, governmental, and non-profit) is required.
• A good knowledge and understanding of Generally Accepted Accounting Principles (GAAP) is highly desirable.

Skills and Abilities:

• Ability to identify, interpret, and apply applicable law, rules, regulations, and grant/contract provisions and apply these regulations to a variety of vouchers for examination to determine eligibility for payment.
• Ability to articulate complex issues orally and in writing to explain disallowance of claims, and to describe alternative or hypothetical conditions.
• Advanced numeric and analytical skills to complete, on own initiative, complex computations, and analyses to recommend and support approvals or disallowances.
• Must possess excellent communication and interpersonal skills and 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 strong word processing and spreadsheet skills and be proficient in the use and application of technology, Microsoft Word, and Excel.

Language Proficiency:

• Level IV English language proficiency, speaking and writing, is required.

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   

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

• N8,664,538 annually.