Voucher Examiner / Cashier - US Embassy

The U.S. Mission in Pretoria is seeking eligible and qualified applicants for a position of Voucher Examiner/Cashier in the Financial Management Office (FMO).

Basic Function

• This position serves as a Voucher Examiner / Cashier in the RFMO in Mission South Africa and provides financial management services to all subscribed serviced / non-serviced agencies within Mission South Africa and various other neighboring supported Embassies.
• It also supports the Regional procurement/shipping function for specific vendor payments for Lesotho, Swaziland, Botswana, Malawi, Zimbabwe, and Zambia.
• This position is supervised by the Supervisory / Certifying Officer with oversight supervision by the Deputy and Senior FMO.

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Major Duties

• The incumbent audits, reviews and examines difficult and complex contract, grant and cooperative agreement payment documents for all subscribed agencies project activities and purchase orders for regular operating expenses to ensure conformance with the terms and provision of the contract, award, Purchase Order, Blanket Purchase Agreement, Grant, travel authorization or agency specific authorization as well as pertinent subscribed agency specific and general USG guidance, regulations and laws.
• This includes complicated and difficult international and entitlement travel vouchers and USDH benefit and allowance payments. Work consists of invoices, vouchers, advance requests, and advance liquidations in US dollars and local currencies from different countries. Routinely performs independent financial analysis, comprehensive reconciliations, and complex calculations. The incumbent also analyzes sources of funding (which can be multiple and further complicate processing) and amounts.

Payment Processing

• The incumbent serves in the Voucher Examination Section providing support to Regional Southern Africa and its client Embassies (Botswana, Lesotho, Namibia, Swaziland, and Zimbabwe, Zambia and Malawi).
• Reviews computations and discounts for accuracy, and evaluates and analyzes sources of funding for direct and host country obligations and commitments for source and sufficiency of funding.
• Evaluates vouchers and other payment requests for required authorizations, certifications, and back-up documentation. Implements procedural safeguards to ensure that improper and duplicate payments do not occur.
• Verifies through RFMS/M (Regional Financial Management System / Momentum) and COAST (Consolidated Overseas Accountability Support Toolbox) that funds are available (committed and obligated).
• This includes project and non-project vouchers and payment requests in U.S. Dollar and multiple local currencies. The incumbent also prepares and documents the basis for disallowances. Responsible for ensuring the timeliness of approvals and payments in full compliance with the Prompt Payment Act.

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Accounting System / Filing system

• S/He must have expert knowledge in the use of financial management and payment tracking systems. The incumbent enters accounting transactions into the RFMS / Momentum system, the main source of financial management and accounting data for all serviced / non-serviced agencies and all subscribed agencies.
• Voucher examiners use the most complex module in RFMS/M, which includes 20 document types and 100 transactions types, covering a wide variety of vouchers with multiple accounting lines and obligations.
• In carrying out these duties, s/he reviews, analyzes and resolves any issues discovered during the voucher examination process to post appropriate disbursement accounting entries accurately to RFMS/M.
• This requires an understanding of the Momentum platform and how disbursement transactions inter-relate to the overall accounting and funds control system.
• This position also assists with the oversight of the document imaging operations of the Regional Financial Management Office (RFMO), maintaining updated disbursement files to ensure existence of proper support documentation for subsequent audits.

Mission Invoice Processing System (MIPS)

• Voucher examiners use the Mission Invoice Processing System as their primary electronic invoice tracking system for tracking all incoming invoices for payment.
• They manage the data integrity within the system and audit all attachments "artifacts" uploaded to the system by a variety of Receiving and Approval Pools and manage incoming and outgoing workflows associated with MIPS.
• This system is also the Primary reporting system for transparency and visibility of all vouchers for payment in-progress, disputed or certified paid.

Advance Requests

• Assesses and evaluates advance payment request and liquidations pursuant to USG rules, regulations, Agency specific policies and guidance.
• Compares past expenditure rates with advance balances and additional advance requests for approval.
• The incumbent communicates with contractors, grant officials, vendors and employees both orally and in writing to provide guidance on the Agency's voucher requirements and verbal follow-ups on overdue advances and communicate directly with contractors and grantees.
• Reconciles actual and cumulative disbursements as recorded in RFMS/M and COAST with reports submitted by grantees, contractors, employees and general vendors.

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Travel/E2

• This requires a complete and in-depth knowledge of all applicable USG travel regulations.
• The incumbent must be fully versed in the operation of the E2 Global E-Travel System.

Communication

• Communicates directly, both orally and in writing, with Banks, contractors, grantees, vendors, government officials, cooperative agreement holders, and mission personnel concerning voucher preparation and processing status, including clarifications and justifications, the basis of disallowances, and payment delays.
• Researches and responds to special requests for technical payment information.
• Investigates outstanding payment issues and takes appropriate action, as necessary, to expedite processing. Develops special analysis and reports as required.

Cashier

• Incumbent is a Cashier and has a standing advance of USD 10,000.
• Incumbent reconciles and processes all collections from MRV fees and provides the Senior Consular Officer with weekly statements for reconciliation of official consular collections made within the established reporting requirements.
• The incumbent also processes collections for Official VAT, employee Gas, and Telkom refunds in Coast Cashiering.
• Employee Vouchers are then processed in RFMS to disburse payments.
• Performs other duties and responsibilities as assigned.

Education

• Two years post-secondary studies or college level courses in accounting, finance, business or science is required.

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Experience

• Three years of experience in payment processing, voucher examination, accounting, business, science or other relevant experience is required.
• Including banking experience of one year is required.
• Including one year of experience as USG voucher examiner is required for full performance.

Skills and Abilities
Must have demonstrated:

• Ability to identify applicable regulations, interprets complex and technical regulations, and applies these regulations to the voucher examination process.
• Ability to read and interpret detailed technical regulations, guidance, and provisions of contracts/grants to make determinations, with minimal supervision. Good communication skills both oral and written.
• Ability to articulate complex issues orally and in writing.