Supervisory Voucher Examiner
Listing reference: usaid_000074
Listing status: Under Review
Apply by: 21 December 2022
Position summary
Industry: Medical, Health & Social Care
Job category: Financial Accounting
Location: Gauteng
Contract: Permanent
Remuneration: R697,691.00 – R976,761.00 pa equivalent to FSN GRADE/10 Final compensation will be negotiated within the listed value.
EE position: No
Introduction
1. SOLICITATION NO.: 72067422R10034
2. ISSUANCE DATE: December 07, 2022
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: December 21, 2022 At 12:00 midnight, Local Time, Pretoria, South Africa
4. POSITION TITLE: Supervisory Voucher Examiner
5. MARKET VALUE: R697,691.00 – R976,761.00 pa equivalent to FSN GRADE/10, Final compensation will be negotiated within the listed value.
6. PERIOD OF PERFORMANCE: Five years renewable contract subject to funds availability, performance, and need for the position.
7. PLACE OF PERFORMANCE: Pretoria, South Africa
8. SECURITY LEVEL REQUIRED: Facility Access
9. AREA OF CONSIDERATION: South African citizens and South African permanent resident permit holders.
10. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
Job description
Basic Function of Position:
USAID/Southern Africa’s Regional Financial Management Office (RFMO) provides financial services to Mission South Africa, five USAID Offices, including Angola, Botswana, Eswatini, Lesotho, and Namibia, Power Africa, and Office of the Inspector General (OIG) Africa Regional Office. RFMO is staffed by a total of 45 financial management professionals, including 4 Foreign Service Financial Management Officers, who support USAID/Southern Africa’s bilateral and regional technical offices and programs. RFMO services include accounting, audit management, budgeting, payment processing, technical guidance, and internal controls.
The Supervisory Voucher Examiner (SVE) is in RFMO’s Voucher Examination Section, which is led by a FSO Deputy Controller and includes two SVEs, ten Voucher Examiners (VE), two Documents Control Clerks, and 1 American Authorized Certifying Officer. The job holder supervises the day-to-day activities of five VEs and 1 Document Control Clerk, as well as examines the most advanced and complex multi-funded contracts and grant invoices for payment of goods and services related to USAID projects and administrative payment activities. S/He is responsible for allocating the workload among the five (5) voucher examiners and one (1) Document Control clerks as needed. S/he provides technical leadership to the mission and regional clients, as well as prepares and delivers vouchering and payments training for both mission staff and implementing partners. In addition, the Job Holder monitors program and OE advances to ensure conformity with advance aging regulations and acts as necessary to bring excess amounts into compliance with USAID regulations and policies. Lastly, the Job Holder may be called to process Operational Expenses requests as needed.
The Job Holder is accountable for ensuring that all invoices received are processed in accordance with the Prompt Payment Act and mentoring and coaching the voucher examiners to ensure accuracy and completeness in the processing of invoices received for payment. The Job Holder is also responsible for ensuring that Bills of Collection (BoC) are issued as needed (medical reimbursements, overdue advances, etc.) and following up to ensure that payment against the BoC is received. The Job Holder is responsible for briefing newly arrived employees on RFMO procedures as well as ensuring that departing employees have submitted all required claims for reimbursement or paid all outstanding BoC.
Major Duties and Responsibilities:
Accounts Payable Management (55%)
● Directs the maintenance of the Voucher Tracking System and tracks, daily, the status of invoices received (logged in, approved for payment by the COR/AOR, “in process” by a voucher examiner, reviewed for accuracy by a SVE, and/or available for certification by the Certifying Officer.)
Follows up, as needed, with appropriate party to ensure payments are processed on a timely basis. Evaluates a variety of complex vouchers funded by multiple funding streams for overall technical soundness and conformance to Agency policies and regulations prior to final release to the Authorized
Certifying Officer.
● Interprets budgetary and financial provisions in contracts, grants, cooperative agreements, and host country agreements or implementation letters for application in the internal auditing of claims. Vouchers reviewed include a variety of activity types, such as technical assistance and commodities and may
represent different provisions, including fixed price, cost reimbursement, fixed fee plus cost reimbursement, and advance liquidations.
● Examines and analyzes difficult and complex international travel vouchers, including post assignment, transfer, repatriation, and home leave return to post travel. The SVE has a detailed understanding of Federal Travel Regulations (FTR), Department of State Standardized Regulations (DSSR), Foreign
Affairs Manual, Foreign Affairs Handbook, and USAID regulations and serves as technical authority for the resolution of any questions referred by employees and members of the voucher team.
● Proactively and independently communicates with contractors, grantees, vendors, host government officials, and employees (both orally and in writing) to provide guidance or interpretation of payment requirements.
● Drafts communication concerning allowable costs, disallowances from claimed amounts, clarification on entitlements and allowances and requests for additional supporting documentation and replies to inquiries on these and other payment related matters.
● Establishes and maintains accounts payable internal control procedures and internal processes to ensure the detection and prevention of errors and inefficiencies to USAID financial resources from fraud, waste, and abuse.
● Ensures that claims for payment are processed within the timeframe required by the Prompt Payment Act.
● Regularly monitors outstanding advances and open Bill of Collections (BOC) to ensure timely compliance with USAID rules, regulations, and reporting requirements.
● Develops and uses a suite of reports to monitor quality and efficiency of the accounts payable team. These same reports would identify areas of concern and would be used to implement improvements and monitor progress towards high quality and reliable accounts payable services.
● Recommends and guides the implementation of substantive changes in operational methods and procedures to comply with new requirements and systems and/or to improve operations.
● Develops innovative solutions to increase efficiency and meet changing work demands and regulations.
● Engages in high level ad hoc policy and systems improvement projects for accounts payable operations initiated at the mission, region, or global level.
Supervisory Duties, Advisory role and Ad Hoc Activities (45%)
● Allocates equitably and efficiently the workload among a team of 5 VE’s.
● Provides technical guidance, on-the-job training, and mentoring to the VE team.
● Performs the full set of supervisory duties over the VEs, including periodically reviewing Position Descriptions, evaluating performance, guiding career development, supporting incentive awards. proposals, and substantiating disciplinary actions, when deemed necessary.
● Serves as advisor and a senior professional on accounts payable systems, policy interpretation, procedural changes, solutions to accounts payable issues, and provides guidance on compliance with payment related policies, contract terms and applicable laws and regulations, as defined by both the USG
and South Africa.
● Develops and maintains Key Performance Indicators (KPIs) for the identification of bottlenecks in the voucher processing process. Analyzes problems in payment-related activities, researches the issues, and outlines solutions for OFM management final decision.
● Serves as the primary contact with all support and technical offices regrading vouchering processing, other client missions regarding payment matters for their programs and operations, with AID/W regarding payment matters for centrally funded activities, with State Department USDOs, and with local
banks and government entities located in South Africa.
● Provides payment and vouchering guidance to RFMO’s OE and Program Accountants and Accounting Technicians, when requested or as needed.
● Analyzes and evaluates proactively new systems, policies, and regulations to determine their impact on the accounts payable section and its clients. Informs RFMO management and guides the implementation to comply with new requirements.
● Trains non-finance staff periodically on payment policies and procedures and gives staff instructions on new or revised requirements.
● Works or leads ad hoc analytical tasks or special time-sensitive assignments focused on vouchering or payments, per the instructions of the Payments Operation Manager, the Deputy Regional Controller, and/or the Regional Controller or their designee.
CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.
POSITION ELEMENTS
a. Supervision Received: Primarily supervised by a Foreign Service Financial Management Officer or his/her designee. The job holder works independently with minimal direction and guidance. Work is reviewed to ensure USG and USAID financial regulations and procedures and general financial policy
guidelines are effectively implemented.
b. Supervision Exercised: Supervises 5 Project and Operating Expense Voucher Examiners (FSN-8) and 1 Document Control Clerk (FSN-7)
c. Available Guidelines:
a. USAID Acquisition Regulations (AIDAR)
b. Code of Federal Regulations (CFR)
c. Current accounting literature
d. Department of State Standardized Regulations (DSSR)
e. Federal Travel Regulations (FTR)
f. Foreign Affairs Handbook (FAH)
g. Foreign Affairs Manual (FAM)
h. Federal Acquisitions Regulations (FAR)
i. GAO decisions
j. OMB Circulars
k. US General Services Administration (GSA) guidelines,
l. USAID/Southern Africa Controller Operating Procedures
m. USAID Automated Directives System (ADS)
n. USAID Staff Development Programs
d. Exercise of Judgment: The Supervisory Voucher Examiner must exercise sound, seasoned judgment in the analysis of the most complex and unusual project and operating expense vouchering. The job holder must have a highly sophisticated sense of judgment when considering claims submitted by contractors and grantees, particularly local organizations that are less familiar with USG regulations and OMB cost principles.
e. Authority to Make Commitments: The job holder has no authority to commit the U.S. Government to the expenditure of funds, however, s/he validates the correct amounts to post from vouchers to the official accounting records (general ledger). The Job Holder acts and establishes priorities based on available guidelines and professional judgment. Guidance is sought when needed, and superiors informed of activity status. Within the scope of the authority delegated. Final commitments are limited to providing information on the applicable provisions of regulations and in the proper completion of forms. The Job Holder has no independent authority to commit the USG to the expenditure of funds but may negotiate ad referendum for the supervisor.
f. Nature, Level, and Purpose of Contacts: The job holder maintains daily contact with superiors and peers in the Regional Financial Management Office and substantive contact with the Contracting/Agreement Officer (CO/AO), USAID and higher level RFMO employees for the purpose of exchanging information, explaining rules and procedures, resolving discrepancies, obtaining clarifications and for resolving complex issues. S/He communicates both orally and in writing with contractors, grant officials and vendors, as approved by the COR/AOR, to provide guidance, interpret USAID’s voucher examination requirements and, when required, request additional information regarding proposed payments. The job holder fields vendor payment queries and exercises care and diplomacy dealing with vendor payment complaints.
g. Time Expected to Reach Full Performance Level: One year.
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 15.306(c). 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.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: A University degree (equivalent to a bachelor's degree) in accounting, finance, or business management is required.
b. Prior Work Experience: At least five years of progressively responsible experience in accounts Payable/Voucher Examination or accounting, office management, audit, bookkeeping or other related field with government, or a donor or non-governmental organization is required.
The following factors, and points for each, will be the basis for the evaluation of applications meeting the required minimum qualifications. All applications will be evaluated based on the documentation submitted with the application. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation.
1. Prior Work Experience: 60% - Demonstrated extensive experience in Accounts Payable/Voucher Examination, accounting, or auditing. Demonstrated prior Supervisory or Lead Accounts/Voucher Examiner experience.
2. Skills and Abilities: 10% - Ability to explain clearly to borrowers, grantees, and contractors the need for various documentation and steps to be taken to comply with financial payments, records keeping and reporting requirements. Experience with analyzing, compiling, and presenting detailed financial and related information in a concise and fully professional manner. Ability to record, reconcile and balance payment information with historical data from IPs.
3. Job Knowledge: 30% - A thorough knowledge of general accounting principles, theories, practices, and terminology, as well as the principles and procedures of the host country government. In-depth knowledge of account payable processes, budgeting, and reporting. Familiarity with purchase order processes.
How the Selection will be made:
The successful candidate will be selected based upon the following:
● A preliminary review of the applicant's submitted package (which includes the cover letter and maximum 4-page CV) to establish that minimum educational, work experience and English language requirements are met. Applicants who do not meet the minimum criteria will not be considered;
● Assessments to include English writing skills, and Microsoft Office proficiency that might include any of the following: Word, Excel, PowerPoint; and any technical skill test that might be deemed appropriate;
● A personal or virtual interview; and
● Reference checks.
USAID/SA’s Human Resources Section will perform the preliminary review (Step 1 above) to eliminate those applications that do not meet the minimum requirements before forwarding the applications meeting the minimum qualifications to the Technical Office or Technical Evaluation Committee (TEC) for further review and assessment.
The TEC will review each of the forwarded applications against the established evaluation criteria to develop a shortlist of applicants to be tested and possibly interviewed. Applicants will be contacted for testing (Step 2) and/or possibly interviews. Based on the results of the tests an applicant may be dropped from the interview list.
Following the interview (Step 3), during which the applicant will be evaluated against the established criteria, The TEC Chairperson will conduct and document reference checks (Step 4) and advise the TEC members of the results of these checks. Please note that references may be solicited from current as well as former supervisors in addition to the references you provide in your application package. References will only be solicited for the top 2 candidates.
Based on this final input, the TEC will make its final decision on candidate ranking, prepare a selection memo with its recommendation to the CO, for review and consideration. HR will notify the successful candidate. Unsuccessful candidates who were interviewed will be contacted and advised of their non-selection. As positive medical and security clearances are a condition of employment, a valid medical and security clearances are required for this position.
Submitting an Offer:
● All interested and eligible candidates should visit http://usaid.ci.hr to apply. Applicants with P-net accounts can log-in from the above website to apply and first-time users will be required to register on the site before they can apply.
● Kindly note that when you apply via cellphone you are not able to complete the required questionnaire. And if you do not complete the required questionnaire for the position, you will automatically be eliminated from further review.
● For an application to be considered complete, please include a high-quality cover letter, explaining why you are qualified for the position and a CV of no more than 4 pages. Failure to comply with these instructions may result in your application being considered “non-responsive” and eliminated from further consideration.
● Offers must be received by the closing date and time specified in Section I.
● The U.S. Mission in South Africa provides opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation. The United States Agency for International Development (USAID) also strives to ensure equal employment opportunity in all personnel operations.
● Only short-listed candidates will be contacted. Applicants who do not follow the application instructions may be dropped from further consideration.
Points of Contact:
● Lavinia Denation, Telephone: (012) 452-2054
● Heather Franklin, Telephone: (012) 452-2028
● Thabang Mothupi, Telephone: (012) 452-2198
● Engeline Sebego, Telephone: (012) 452-2188
● Odessa Sifora, Telephone: (012) 452-2112
● Carol Masemola, Telephone: (012) 452-2058
● Alicia Veldman, Telephone: (012) 452-2088
● Kim Sias, Telephone: (012) 452-2206
● Mary-Jane Molema, Telephone: (012) 452-2358
Applicability:
This position is open to South African citizens and South African permanent resident permit holders. USAID Southern Africa management will consider nepotism/conflict of interest, budget, need for continuity, and residency status in determining successful applications. Current USG employees on probationary status (i.e., within their first year of employment) are not eligible to apply.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies.
for prohibited personnel practices, and/or courts for relief.
References:
Three (3) references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.
VII. COMPENSATION
This position will be compensated in accordance with the U.S. Mission for South Africa’s Local Compensation Plan (LCP). The successful candidate’s salary level will be based on prior job-related experience and salary history.
VIII. REQUIRED FORMS FOR CCNPSC HIRES
Once the Contracting Officer informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the forms.
IX. BENEFITS
The plan includes basic salary, miscellaneous allowance, pension fund and medical aid subsidy.
X. TAXES
Every CCNPSC staff member in the Mission regardless of agency affiliation is required as a condition of employment, to pay their taxes to the South African Government.
XI. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO CCNPSCs
USAID regulations and policies governing CCNPSC awards are available at these sources:
1. 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
2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms will be used for this contract.
3. Acquisition and 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 Regulations.
Minimum requirements
a. Education: A University degree (equivalent to a bachelor's degree) in accounting, finance, or business management is required.
b. Prior Work Experience: At least five years of progressively responsible experience in accounts Payable/Voucher Examination or accounting, office management, audit, bookkeeping or other related field with government, or a donor or non-governmental organization is required.
c. Post Entry Training: The following formal training opportunities covering U.S. government financial regulations and USAID policies and procedures should be completed prior to assignment to this grade level:
- Appropriations Law
- Supervisory Skills
- USG Travel Policy, Regulations, and Allowances
- USAID Accounting
- USAID Financial Analysis (Basic)
- USAID Financial Management Overview
- USAID Voucher Examination (Basic and Advanced)
- USAID Audit Management
- Introduction to the Program Cycle (IPC)
d. Language Proficiency: Level IV (fluent) English is required. Demonstrated fluency in written and spoken English (Level IV – Modern Standard) is required. At Level IV, an employee is required to possess a high degree of proficiency in written and spoken English.
e. Job Knowledge: A thorough knowledge and understanding of professional accounting principles, theories, practices, and terminology, as well as the principles and procedures of the host country government, business and non-profit financial accounting, budgeting, and reporting is required. Advanced knowledge of accounting procedures of posting, disbursements, reimbursements, and a thorough knowledge of financial reporting is required. Good working knowledge of the financial sections of the Foreign Affairs Manual, Foreign Affairs Handbook, Department of State Standardized Regulations, USAID Automated Directives System, Government Accountability Office (GAO) Decisions, Federal Travel Regulations, GSA's travel and transportation guides, OMB Circulars, Treasury Manuals, and Federal Procurement and Payment Regulations.
f. Skills and Abilities: Must have demonstrated:
− Ability to coach, motivate, and manage the performance of assigned staff.
− Ability to identify applicable regulations; interpret complex, technical regulations; and apply these regulations to a variety of situations, specifically voucher examination.
− Ability to read, interpret and apply with minimal supervision detailed technical program regulations and provisions of contracts/grants to decide as to whether there is a USG obligation and a legitimate basis of disbursement of government funds.
− Ability to explain clearly to borrowers, grantees, and contractors the need for various documentation steps to be taken to comply with USG and USAID financial payments, records keeping and reporting requirements.
− Ability to analyze, compile and present detailed financial and related information in a concise and fully professional manner.
− Ability to record, reconcile and balance payment information with historical data from IPs.
− Skills in articulating complex issues orally and in writing to explain disallowance of claims and to describe alternative or hypothetical conditions.
− Solid working knowledge of the entire MS office application suite (Word, Excel, Access, and PowerPoint).