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1. GENERAL INFORMATION
USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANT’S BANK ACCOUNTS.
1. SOLICITATION NO.: 22-204
2. ISSUANCE DATE: November 25, 2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 8, 2022 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at nairobiusaid.hr@usaid.gov
5. POSITION TITLE: USAID Voucher Examiner (Multiple positions).
6. MARKET VALUE: Equivalent to FSN-8 Step 1 (2,152,002 KSH per annum) to Step 13 (3,658,410 KSH per annum).In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation. The base period will be for one year with the commencement date based upon successful medical clearance and security certification. Contingent on Agency needs, the Contracting Officer may exercise four additional option periods from the contract commencement date.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified Kenyan Citizens, including current locally hired employees of the US Government in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.
11. STATEMENT OF DUTIES:
General Statement of Purpose of the Contract
The incumbent serves as Voucher Examiner in the Disbursing Division of OFM and is responsible for reviewing, auditing and processing through USDO Charleston and U.S. Treasury Centers within the Continental United States all payments for the USAID Missions serviced. This is by examining the most difficult and complex invoices and other requests for payment of goods and services in connection with and prepares and/or audits vouchers relating to AID Technical Program, project-type activities, and programmatic administrative vouchers and related reports for all Agency programs.
The voucher examiner handles, and processes claims for such payments against contracts and grants used to implement these activities, as well as a variety of programmatic administrative vouchers such as grants, government implementation letters, leases, contracts, and travel vouchers. In addition to program vouchers, the Voucher Examiner examines the most difficult and complex invoices and other claims associated with the Mission Operating Expense funds.
As a member of the Office of Financial Management (OFM), the incumbent ensures performance of assigned duties reflect well on the section and recognizes the importance of timely performance of responsibilities to enable all staff to meet the commitments of the Mission.
Statement of Duties to be Performed
1. Reviews and analyzes vouchers and/or claims against technical projects, contracts, grants, , complex international travel claims, complex and multi-funded programmatic and administrative vouchers, consulting, advising and providing disbursement assistance for Regional Post client Missions serviced by OFM, processing Lease payments and all types of vouchers related to Allowances including Education Allowances, and Cashier Replenishment vouchers. 70%
(a) Determines in coordination with the accounting Division that funds are obligated and/or earmarked/committed, and also, ensures that appropriate authorizations, certifications, and other documents are on file.
(b) Assures that the claims are in accordance with the provisions, terms, and conditions of the applicable authorizing documents such as contracts, purchase-orders, PIO/C's, grant and/or loan agreements, SF 1190’s, TAs, and lease agreements.
(c) Maintains necessary controls and files on these claims to ensure that payments are not made excess of the authorized amounts and to prevent improper or duplicate payments.
(d) Communicates with contractors, vendors, client missions' officials, employees, host government officials, etc. both orally and in writing to request additional information regarding payment claims, financial terms and conditions or applicable contracts, Letters of Commitment agreements. Conducts field visits at Grantee, Contractor, and Host Government Offices to provide advice on how to comply with USAID payment policies and procedures. Performs financial analysis of the grants and Host Government agreements to determine the level of advances versus reported expenditures and advising the recipient accordingly.
(e) Reviews complex international entitlement travel claims for correctness and verifies that they conform to travel authorizations and regulations regarding routings and per diem. Prepares or verifies hypothetical travel itinerary when traveler deviates from authorized routing. When travel claim exceeds amount that can be paid under travel authorization, prepares travel exception giving detailed explanation of claims disallowance, citing pertinent regulations. Advises payees giving reasons where payment is disallowed.
(f) Examines administrative type of vouchers for purchase orders, contracts, leases, telephone, utilities, COLA, education allowances, Post Differential, Danger Pay, Separate Maintenance Allowance, Foreign Service Transfer Allowance, Temporary Quarters Subsistence Allowance and other miscellaneous payments.
(g) Manages and Processes Payroll for about 250 FSN Contractors at USAID Kenya and East Africa.
(h) Performs the Accounting work of ensuring that all types of vouchers are processed, funded and scheduled using Phoenix before passing them for further review by the Supervisory Voucher Examiner and for final certification and transmission to the appropriate Financial Services Center.
2. Assists Chief of the division by preparing answers to payment queries and related matters from client posts and/or employees; by establishing or advising the establishment of necessary internal controls and procedures within OFM to ensure accuracy compliance with applicable laws and regulations and timely payments. 20%
3. Imparts knowledge regarding payment processing for non-controller posts’ employees, through AID Handbook, FAM, U.S. Standardized Regulations, and acquaints them with OFM Systems, procedures and guidelines. Provides training, guidance, instructions, and advice to client Mission staff. Provides voucher examiner’s coverage to other USAID posts. 10%
Supervisory Relationship
The incumbent works under the supervision, and policy guidance, of the Supervisory Voucher Examiner. Assignments are made orally and in writing. The Controller also provides guidance on major decisions regarding activities and the work is subject to occasional review to ensure compliance with USAID policies and procedures.
Supervisory Controls
None.
PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Any application that does not meet the minimum requirements stated below will not be evaluated.
Education: At least two years of post-secondary collegiate/university education majoring in accounting, finance, and business administration is required. Practical knowledge of basic accounting concepts is required.
Prior Work Experience: Minimum of three years of progressive experience in accounting, payment processing, payroll management or voucher examination is required, at least two years of which should have been with an international organization.
Language Proficiency: Level IV (fluent) in English and Kiswahili language (written and verbal).
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.
Job Knowledge (60 points)
Familiarity with accounting principles and concepts, knowledge or the potential to acquire knowledge of relevant USG laws, Treasury, USAID, OMB policies, procedures and regulations pertaining to payments; A thorough knowledge or the potential to acquire knowledge of applicable sections of Foreign Affairs Manual, Standardized Regulations, joint Travel Regulations, and AID regulations and procedures such as: Financial Management and Accounting systems including Payroll Procedures.
Skills and abilities (40 points)
Ability to comprehend and logically and properly apply detailed technical project regulations, terms, and conditions to the voucher examination process. The Voucher Examiner must display tact, and the ability to clearly and convincingly explain the rationale for payment disallowances and the need for various documentation steps to be taken in order to comply with maintenance of financial record and reporting requirements. Must have the ability to analyze and reconcile numerous accounting records and determine the need for various types of entries and adjustments; The Voucher Examiner must have the ability to present analysis and recommendations in clear written and oral formats; the ability to lead and motivate team members positively, and to maintain cordial and professional relationships with USAID, Host Government, NGO, and Contractor personnel; the ability to perform analysis of management controls and capabilities of partner/beneficiary organizations is required; and must be skilled in the use of computer based analytical programs and USAID data management systems.
Total possible points: 100
How to apply
SUBMITTING AN OFFER
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com
Step 2: Completethe job application atwww.myjobsinkenya.com.
Step 3: Internal Offerors/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.
OR
External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.
Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.
Note to Applicants:
1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
2. Submissions will only be accepted throughwww.myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
3. All Applicants must provide at least three professional 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.
LIST OF REQUIRED FORMS PRIOR TO AWARD
The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.
BENEFITS AND ALLOWANCES
Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).
TAXES
The Contractor must observe Kenyan laws including those concerning income and related tax obligations.
USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:
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.
Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award.- Acquisition & 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%20Regulations.
PSC Ombudsman
The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.
The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.
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