Voucher Clerk Job In Uganda (United States Embassy in Uganda) - 2015

Job Title: Voucher Clerk
Job Category: Accounting/Economics/Finance/Diplomatic Missions
 Posted Date: 15.04.2015
Date of Expiry: 22.02.2015
Organization: United States Embassy in Uganda
Job Location: Kampala, Uganda

Job Details

Responsibilities:  

1. Voucher Examining 60%

• Examines invoices to ensure conformance with terms of original purchase order or authorization. Obtains signatures of receiving or approving officer as necessary and checks all computations on invoices for accuracy and propriety. Type voucher for payment, including fiscal data and proper documents with proper signature(s) into RFMS/M. Reviews finished vouchers for completeness and accuracy of presentation, compliance with regulations, propriety, and required certifications. If a voucher is incomplete, refers to supervisor or higher level employee for advice and guidance before returning voucher to sender with request for additional information.


• Maintain a tracking document for all invoices received in the Financial Management Centre and ensure that invoices are logged within 1 day of receipt. Ensure that invoices tracked are valid, have all the requirements for tax refunds and are in the names of the mission.


• In charge of routing invoices for approval and ensuring that routed invoices are returned within 5 business days of dispatch to the respective sections within the mission.


• Scanning and sending approved payment vouchers to the PostSupport Unit, an off-site payment disbursing unit, for certification and disbursement.

2. VAT Refunds 30%

• For all certified vouchers that are eligible for VAT refunds, make copies of invoices attach the copies to the certified voucher and compile original eligible invoices for refund, presenting them to the VAT voucher examiner on a monthly basis.


• Render support in the VAT voucher examiner in the compilation of the Embassy tax refund claim by stamping invoices, data entry into the claim/refund tracking spreadsheet which includes maintaining fiscal data from which the tax was originally paid and any other administrative work in this regard.


• Will coordinate pick and drop off of VAT requests and reimbursements with Ugandan Revenue Authority offices.

3. Alternate Administrative Assistant 10%

• Conduct accounts receivable functions including issuing of bills for collection, follow up on repayment plans, record payments and report distribution.


• Manage section equipment and expendable supplies; maintain records and re-order as appropriate.


• Collect and distribute incoming mail, update log of invoices, deliver outgoing mail to the mail room.


• Maintain electronic and hardcopy filing systems, with a goal towards being as “paperless” as possible.


• Collect audit and verify T&A input for the FMC staff.


• Perform secretarial duties for the FMO.


• On occasion, run outside pick and delivery of visa applications and passports for travel section


• Perform any other duties as assigned.

Qualifications:

• A Diploma in accounting, auditing, business administration.


• Two years’ experience in a financial clerical position.


• Knowledge of secretarial and administrative processes and procedures.


• Knowledge of accounting office operations is mandatory and general familiarity with basic accounting principles and concepts as well as financial management.


• The incumbent must have the ability to establish priorities, organize a large and varied workload in an efficient and timely manner and develop procedures for the successful implementation of work assignment.


• Excellent interpersonal and customer service skills and an ability to work under minimum supervision.


• Excellent skills in the use of office equipment, computerapplications and web based systems.


• List both English and host country language(s) by level and specialization.Level III English ability (good working knowledge in written, spoken and reading).

To Apply

Interested applicants should send their applications and strictly adhere to the following:

• Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174)Download it Here.


• A current resume or curriculum vitae.


• Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.


• Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.

Submit Application To:

Human Resources Office
By email at KampalaHR@state.gov.
NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.

Please clearly indicate the position applied for in the subject area of the email submission.

Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.

Telephone:  0414-306001/259-791/5