Voucher Examiner / Alternate Cashier
An opportunity is available for a suitably qualified and experienced Voucher Examiner / Alternate Cashier in Malawi.
The voucher examiner (VE)/ Alternate Cashier has primary responsibility for creating the initial voucher records for payments made by the embassy based on invoices or similar documentation. The VE/ Alternate cashier examines the documents to determine their propriety and validity for payment. Using State Department electronic accounting systems, the VE/ Alternate cashier will determine that an obligation on the part of the U.S. government has been properly recorded and adequately funded. Daily, the voucher examiner will prepare documents for review by the Financial Management Specialist (FMS) and final certification by the (FMO) Financial Management Officer. The incumbent will regularly report to the FMS and FMO on the progress of vouchers and other tasks. The incumbent will from time to time also serve as an alternate cashier when the Class B cashier is not in the office.
In concert with the Accounting Technicians and the budget analyst, the voucher examiner provides basic support for tracking and researching payments. The incumbent will also share responsibility for maintaining the voucher files according to Department of State regulations.
MAJOR DUTIES AND RESPONSIBILITIES:
Voucher Examining: (Series 420) 70%
- Examines vouchers, invoices, and receipts from a variety of sources to ensure conformance with original authorizing documents (e.g., contract, purchase order, travel authorization).
- Ensures compliance with the Appropriation Law, Prompt Payment Act and other relevant legislation and regulations.
- Examines representational claims and ORE claims to ensure conformance ORE regulations and Representation guidelines
- Determines whether the requested payment is proper and as necessary obtains clarification from the vendor, FSN-supervisor, traveler, authorizing officer, and/or the receiving officer.
- Prepares all voucher documents relating to payment for all allotments.
- Send proofs of payments on a timely basis to vendors and employees for all disbursements
- Maintains files of original invoices, receipts and payment vouchers for all allotments.
- Maintains an electronic record of monthly payments for utility, telephone and internet payments
- Maintains electronic and hard copy files of vouchers and obligations.
- Performs full range of reconciliation on payments related to water and electricity and telephone bills and other service providers.
- Preparation of schedule of cancelled checks as needed.
Accounting: (Series 410) 10%
- Assigns proper fiscal data to vouchers and prepares electronic submissions of the information to the State Department's main accounting system in Charleston, SC.
- Maintains chronological files of the electronic data sent.
- Within a set portfolio (e.g., travel, Diplomatic Security, building maintenance), tracks voucher payments to provide regular reports to the FMS and FMO.
- Prepare monthly Value Added Tax reimbursement returns to be sent to the Malawi Revenue Authority.
- Prepares monthly invoices for other agencies and Embassy staff for phone usage, fuel purchases and other reimbursable services provided by the Embassy.
Cashiering Duties (15%)
- Serves as alternate cashier in the absence of the class B cashier.
- Performs a full range of cashiering duties including collections, cash payments, accommodation exchange, deposits to the USDO bank, request replenishments, collecting cash from the bank and providing petty cash advances to sub-cashier.
- When serving as cashier maintains the cashier files in proper order, balances the cashier accountability at the end of each day, counts the cash on hand in the till daily, requests from the FMO clearance of deposits reported on the ACDC 13, and corrects identified errors.
- Maintains chronological files of the electronic data sent.
Administrative Duties: (5%)
- Prepares routine draft cables for submission to FSC Charleston.
- Prepares travel advance memos for submission to the local commercial bank holding the US Disbursing Officer bank account for issuance of advances in US dollars.
- Has primary responsibility for maintaining files of vouchers and obligations according to published policies and regulations.
- Maintains files of administrative policies, procedures, and guidelines. Maintains chronological files for directives, circulars, and telegrams.
- Maintains stock of office supplies for B&F section.
- Issues memoranda on outstanding travel advances to members of staff as necessary and tracks repayment of these advances.
- Follow up with the Embassy’s primary bank on payment queries from vendors and employees.
- Manage the electronic and hard copy filing system of the Financial Management Office based on the State Department’s record retention and disposal regulations
- Maintains liaison with other offices to obtain clearances and information desired by supervisor.
- Any other duties as assigned from time to time.
POSITION ELEMENTS:
Supervision Received:
- Directly supervised by the Financial Management Specialist and indirectly by the FMO.
Supervision Exercised:
- No supervisory duties.
Available Guidelines:
- Foreign Affairs Manual, Foreign Affairs Handbook, Department of State Standard Regulations, The GAO Principles of Federal Appropriations Law (Red Book), DOS standardized regulations and guidelines, FSC Paris Operations Manuals
- Records Management Handbook
- Post’s local compensation plan
- Applicable agencies policies, procedures and directives
- Controller general decisions and appropriations Law manual
- Post management circular and notices and B&F policies and procedures
Exercise of Judgment:
- Considerable sound, reasonable judgment is needed in interpreting and applying regulations and guidelines to specific related duties
- Projecting financial requirements
- Making recommendations for more effective funds usage
- Recommending systemic/procedural improvements
Authority to Make Commitments:
- Does not make any commitments on behalf of the USG.
Nature, Level and Purpose of Contacts:
- Routine and regular interactions with Embassy staff in procurement and receiving to establish the propriety and validity of payments.
- Regular contact required with outside vendors to resolve problems.
Time Expected to Reach Full Performance Level:
- One year.
MINIMUM REQUIREMENTS:
Education:
- Requires a diploma in accounting, financial management, business management, or procurement.
Prior Work Experience:
- Requires two years of progressively responsible work in accounting, administration, procurement or related business field.
Post Entry Training:
- After hiring, the employee will be required to complete Department of State Basic Voucher Examination course, Appropriation law, and Customer Service.
Language Proficiency:
- Level IV (Fluent) in English and Chichewa (speaking, reading and writing) is required.
Job Knowledge:
- Must have sound working knowledge of generally accepted accounting and auditing practices and pertinent Dept. of State regulations in the FAM and FAH.
- Must have ability to use such knowledge of the organization and functions of the major program areas of the Embassy and/or associated agencies served.
Skills and Abilities:
- Requires accounting and quantitative skills to analyze invoices and accounting data and to create reports.
- Requires strong skills with computers, particularly accounting packages and Excel.
- Must be able to understand and apply complex rules and regulations governing USG expenses.
- Must be able to communicate budget information clearly and completely, both in writing and orally.
Salary: Market Related
