JOB VACANCY ANNOUNCEMENT
PEACE CORPS - ACCRA
May 17, 2017
Number:PC 17-012
Position: Voucher Examiner
Office:U. S. Peace Corps
Open to:All Interested Candidates
Work hours:Full Time with benefits 40+ hours/week
Closing Date:June 1, 2017
Starting Salary:31,701GHC + Benefits
PERSONAL SERVICES CONTRACTOR (PSC)
The U.S. Peace Corps is an agency that promotes international peace, friendship and sustainable development by providing trained men and women to serve in local communities in the areas of health, education and agriculture. The agency in Ghana is seeking to hire the services of a highly motivated business professional with experience in vouchers, operations, budgets, and file management to become the Voucher Examiner at our main office in Accra. Candidate must be very organized, have good interpersonal skills, and must be able to work under pressure.
Competitive candidates will have the following credentials and expertise: Bachelor Degree or higher in community development, Business or related fields,advanced proficiency working with Microsoft Office Suite 2007 and 2010,experience organizing large amounts of paper and data.
Desired Qualifications and Statement of Work:
- Please see the attached Desired and Required Qualifications, and Statement of Work.
Interested applicants for this position must submit the following or the application will not be considered:
1)A detailed résumé or C.V. that includes:
- Professional positions held identifying duties, responsibilities, dates of employment and reasons for leaving
- Education and training, schools attended, dates of attendance, qualifications obtained
- An accounting for periods of unemployment longer than three months
- 3 Professional references.
2)A cover letter
3)Any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above:
Write the job number and position title as email subject and send application packet to:
Email:
U. S. Peace Corps – Ghana
Voucher Examiner
Duty Station: Accra, Ghana
REQUIRED QUALIFICATIONS
- Bachelor Degree or higher in community development, Business or related fields
- Advanced proficiency working with Microsoft Office Suite 2007 and 2010
- Experience organizing large amounts of paper and data
- Good administrative skills
- Demonstrated leadership ability
- Experience working in a cross-cultural setting/environment
- Willingness to work hard, long hours
- Experience working in customer service environments
- Ability to learn complex systems and subjects quickly
- Excellent speaking, writing, presentation, and all-round communication skills
- Must be a very resourceful and creative individual who can design different flexible options torespond to organizational needs in a scenario of scarce resources
- Excellent organizational skills
DESIRED QUALIFICATIONS
- US work experience or overseas travel
- Proven ability to solve problems without supervision
- Knowledge and understanding of US values, history, and culture
- Must have excellent proficiency in oral and written English
Peace Corps – Ghana (PC-Ghana)
Statement of Work (SOW)
Position:Voucher Examiner
Supervisor:Director of Management and Operations (DMO)
Duty station:Accra, Ghana
POSITION DESCRIPTION
The U.S. Peace Corps is an agency that promotes international peace and sustainable development by providing trained men and women, Peace Corps Volunteers (PCVs), to serve in countries that have requested assistance. The Peace Corps Voucher Examiner position entails vouchering, disbursements, bill of collections, and other financial duties. Additionally, this position handles travel and other administrative duties. Voucher Examiner performs all duties as directed by the Director of Management and Operations (DMO) or Country Director (CD).
DUTIES AND RESPONSIBILITIES
Financial Management
•Participate in budget exercises, including development of Post’s Operating Plan, Mid-Year Budget reviews, and Budget Close-Outs;
•Screen all vouchers for correct computation and completeness, prepare liquidation vouchers for all check and EFT payments according to OGAP regulations prior to submission to the Senior Finance Assistant and Director of Management and Operations and avoid duplicate payments. When necessary, consult the Peace Corps regulations or seek assistance from the Senior Finance Assistant or Director of Management and Operations to determine if a payment should be made;
•Obtain financial data information from the Senior Financial Assistant for contracts and leases;
•Ensure that payment is made in accordance with the terms of payment on the invoice or contract. Ensure that goods and services have been received prior to making a payment, arrange payments to vendors in either cash or by check, as appropriate. If payment is made by check, prepare the appropriate documents to order an EFT/check payment and includes necessary supporting documentation;
•Ensure the payment of all invoices in a timely manner and report expenditures or procedures that incorrectly comply with Peace Corps regulations. Advise the Senior Finance Assistant or Director of Management and Operations of potential problems and recommend applicable solutions;
•Submit vouchers to the Director of Management and Operations and Country Director for a final check. Ensure that all vouchers are sent within five days of the invoice receipt. Photocopy all non-cashier payment vouchers to be shipped to Peace Corps HQ by DHL;
•Coordinate with General Services Office to obtain new vendor information, compile information into computerized format and forward to office of general accounting operations (OGAP) prior to expected payment due date;
•Maintain all Post accounting records; establish and maintain fiscal coding log for all obligations;
•Update and maintain a log and files of all purchase orders, obligations, and EFT/check payments;
•Print payment confirmation for payments made to vendors;
•Track payments to ensure that they are paid promptly and can identify when a payment is overdue; and advise the supervisor of any long outstanding payments not yet resolved with respective vendors;
•Organize and maintain vendor payment files;
•Prepare all OGAP emails regarding vendors, obligations and liquidations;
•Reports: Assist Senior Finance Assistant with the preparation of financial reports such as the quarterly procurement report and other similar monthly fiscal reports as requested by the DMO.
•Documentation: Properly maintain voucher records so that they are readily accessible for inquiries by vendors or auditors;
•Correspondence: Answer questions from staff members and vendors about payment policy. Draft letters and memoranda for signatures of the DMO and/or Country Director related to voucher issues;
•Assist the FAs with processing reimbursements using Peace Corps Ghana’s financial management software and complete other financial-related tasks;
•Assist the FAs with accurate documentation and filing of all PEPFAR, SPA (Small Projects Assistance) and Feed the Future related activities;
•Provide back-up for the Financial Assistant and Volunteer Support Coordinator - Administration as needed, and serve as the alternate Timekeeper for Post.
Transportation and Travel
•Handle all travel for staff (In-Country) and provide backup support for all other travel, staff and PCV, in-country and international, including preparation of travel authorizations (TA) and travel advance calculations. Handle the booking of hotel reservations for Peace Corps temporary duty staff in Ghana;
•Prepare In-Country TAs for staff members at the beginning of the fiscal year and update these documents at the beginning of each subsequent quarter. Confer with the Financial Assistants to determine appropriate authorizations;
•Assist Financial Assistants in arranging international reservations; track purchase of tickets; ensure that all travel arrangements are compliant with the Fly America Act and other Peace Corps regulations; send quotes and necessary information to HQ when required;
•Support Peace Corps staff on all visa issues in collaboration with Financial Assistants;
•Maintain a well-organized record of all travel authorizations;
•Liaise with Motorpool Supervisor to ensure vehicle transportation and coordinate the pick up;
•Ensure that travelers complete their final travel voucher within five days of completion of travel - Complete travel vouchers for staff that need assistance;
•Calculate conference travel and allowances for conference participants and review in-country travel reimbursement vouchers for accuracy before entering into the system;
•At least once a month, reconcile FOR Post Outstanding Travel Advance reports and troubleshoot long outstanding issues with Peace Corps/HQ and traveler. Discrepancies shall be brought to the attention of the DMO for his/her review and action;
Billing Officer
•Prepare Bills of Collections for Peace Corps Staff, TDY personnel and Volunteers for personal telephone calls, approved personal use of Peace Corps vehicles, overpayment of allowances at Early Termination of Service and vendors to request amounts that may be owed to the Peace Corps office on monthly basis.;
•Coordinate with the cashier regarding payments of BOCs;
•Issue a notice of reminder for any bills outstanding more than 30 days, and copy the Director of Management on any such reminder;
Other
•Alternate Cashier upon completion of appropriate training and successful test result; in absence of Principal Cashier is the Alternate Cashier and handles all cashiering duties including disbursing funds, receiving money from HQ. Perform quarterly cash counts with the Principal Cashier and DMO in order to keep skills up to date. Coverage involves full management of Imprest Fund in compliance with all USG and PC regulations;
•Assist Volunteer Support Coordinator-A with maintaining an orderly administrative filing system (and archive and destroy outdated files as necessary);
•Assist DMO to maintain updated SOWs; ensure proper and complete documentation of all personnel files;
•Maintain an organized and thorough filing system of all Peace Corps Ghana staff and short-term PSC recruitment;
•In collaboration with the DMO:
Maintain and submit quarterly Annual Leave Balance reports to Headquarters.
Record, update, and ensure accuracy of PC-57s for staff
Follow-ups with staff to make sure timesheets are submitted in a timely manner
•Perform other duties as may be assigned by the DMO and which do not conflict with primary duties and responsibilities as outlined above. In the acting position will answer all follow up questions related to day-to-day operations;
•Serve as back-up to other staff members as assigned by DMO.