Sol. 72061524R10065 - Supervisory Voucher Examiner – Internal Applicants Only (Two Positions)

Overview

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.: 72061524R10065
2. ISSUANCE DATE: September 06, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: September 22, 2024 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at hr@usaid.gov
5. POSITION TITLE: Supervisory Voucher Examiner
6. MARKET VALUE: 4,104,558.00 to Ksh. 6,977,740.00 per year (including 13th month bonus), equivalent to FSN-10 grade level 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: Five (5) years estimated to start o/a March 16, 2025. 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.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified current locally hired employees of the US Mission in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES:

1. General Statement of Purpose of the Contract

Serves as the Supervisory Voucher Examiner in the Cash Management and Payment (CMP) Division of the Office of Financial Management, Nairobi Office. Employee performs professional accounting duties of broad regional scope and complexity in designing, planning, analyzing, evaluating and supervising specialized and fully automated voucher examination and other related functions. This involves reviewing, auditing, funding, monitoring and processing payments through Financial Management Services Centers (Charleston and Kansas City), for all payments. Takes the lead in payment-related special activities to research issues and organize decision-making processes and assists on the periodic review (with required follow-up) of unprocessed vouchers’ status. The Supervisory Voucher Examiner is a senior level position and in addition to cutting-edge technical expertise requires advanced skills in team management, planning and creativity. The Supervisory Voucher Examiner works closely with the senior management at the Kenya and East Africa mission, U.S. Department of the Treasury and the United States Disbursing Offices. The position supervises five Voucher Examiners.

Responsibilities

2. Statement of Duties to be Performed.

Oversight and Strategic Leadership (35%)

• Oversees the Accounts Payable (AP) function and performance, including reviewing payments and monitoring deadlines, to ensure consistent quality, rigorous adherence to payment regulations and internal controls, and efficient operations.
• Leads the response to AID/Washington data calls on payments, receivables and collections. Reviews and completes the Improper Payment remote testing data call and Improper Payment self-reporting data call regularly sent by the M/CFO.
• Oversees the posting of payments and collections made by other Agencies on behalf of USAID which show as open items under cash reconciliation, review transactions for accuracy and timeliness of posting.
• Manages the Declining Balance Cards (DBC) function, including maintaining list of the active cards, and coordinating the available credit balance of each DBC based on traveler’s travel authorization.
• Ensures that all Citibank official USAID cards including the DBCs, purchase cards and travel card are paid accurately and timely.
• Manages and overseas the preparation of payroll for over 250 FSNs at the mission. Monitors and oversees the time and attendance process and submission to the Global Financial Service Center for Kenyan staff. Provides guidance on payroll policies and procedures, as needed.
• Serves as liaison with the Inspector General on matters related to payments and receivables (e.g. during the Government Management Reform Act (GMRA) audits and/or other audits.
• Examines, analyzes and recommends for payment difficult and complex vouchers and/or claims against contracts, purchase orders, grants, cooperative agreements and complex travel in accordance with the provisions, terms and conditions of procurement documents, contracts, purchase orders, lease agreements, grants, cooperative agreements, and travel authorizations. These include USAID direct technical assistance and host country contracting from both long-term project and program funding. Examination includes a determination that the obligation or commitment contains appropriate authorizations and certifications and is supported by documentary evidence showing that a valid and binding agreement in writing has been executed, recorded and is on file. The examination also assures that the request for payment is in accordance with all the detailed provisions, terms and conditions of the technically complex implementing documents (contracts, grants, PASAs, ILs, PSCs, IAAs, etc.) so that all USG and host country laws and regulations are met. The above includes establishing and developing control systems to prevent improper or duplicate payments and assuring their application. Ensures that offset payments are deducted as necessary, e.g., landlord lease payments are decreased for work performed by USAID on their behalf. Proactively and independently communicates with contractors, vendors, host government officials and employees (both orally and in writing) to provide guidance or interpretation of payment requirements, which includes project technical procedures related to financial terms or conditions of implementing documents. As may be required, independently requests additional information needed to make payment. Prepares communications explaining why any portion of a claim was suspended. Prepares vouchers for payment in a timely manner, ensures that payee name, address and bank information is correct, that the invoice number and description in the stub data is comprehensive, and that the Phoenix description is appropriate.

Human Resources Management and Supervisory Duties (30%)

• Provides guidance and coaching to Voucher Examiners and Document Control Clerks, as necessary, on the consistency and accuracy of the accounts payable and accounts receivable processes. Ensures that they fully understand and implement the Agency’s financial related policies, applicable laws and regulations, and the on-going updates to these policies and laws.
• Develops and executes long term, strategic plan for the accounts payable team’s human resources needs, including hiring, performance management and mentoring.
• Prepares the annual staff performance evaluations in accordance with Agency and Mission guidance.
• Works with subordinates to create and implement annual career development, work objectives and training plans.
• Coordinates the annual leave schedule for the Payment Section and controls leave during the year to ensure adequate staff presence to carry out the Payment Section’s responsibilities.
• Plans and implements temporary duty tours (TDYs) for the Accounts Payable staff as requested, while ensuring proper coverage for USAID/KEA and monitors the quality of services provided.

Customer Service and Communication (20%)

• Drafts or reviews letters and memoranda concerning suspension of payment, requests additional documentation, and replies to inquiries on these and other payment related matters.
• Communicates with contractors, grantees or individuals in person or by telephone to resolve payment documentation discrepancies.
• Initiates stop payment on Treasury checks when necessary. Prepares journal vouchers for adjustments, 1081s to transfer funds from one appropriation to another.
• Regularly monitors the mission outstanding advances and open bills for collection to ensure compliance to USAID rules and regulations and meet reporting requirements. Follows-up on outstanding advances for timely liquidation.
• Tracks work-in-progress and follows-up to ensure compliance with the Prompt Payment Act, sees that payments are made on time, and if necessary, that payments are delayed. Calculates and pays the correct amount of interest in cases where payments are unavoidably delayed. Provides assistance to vendors and grantees on streamlining their payment request vouchers and better supporting their expenditures.

Process Improvement (15%)

• Reviews and follows-up on the status of pending payment vouchers in coordination with the EXO, CTOs and Activity Managers, and the Voucher Examiner to ensure that administrative approval is obtained in a timely manner so that payments can be processed in an effective and efficient manner.
• Takes the lead in payment-related special activities. Analyzes needs/problems in payment-related activities and takes the lead to research and gather information about the issue. Based on the results of his/her research, prepares documented preliminary determinations. As required, coordinates working groups to determine USAID/KEA policy and procedures for such issues, and drafts for clearance new or revised Mission Notices and Orders.
• Analyzes and evaluates new and existing systems, policies, regulations, and standard contract conditions to determine their impact on the accounts payable functions. Makes recommendations to mitigate any negative consequences and enhances processes and leads the implementation of such changes.
• Researches and prepares payment section reports as needed.
• Provides support in responding to implementing partners’ audits, financial reviews, and payment verification of USAID/KEA’s local implementing partners.

The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Additional education

Education

A bachelor’s degree in Accounting, Finance, Business Administration, Commerce or related subject from an accredited university is required.

Language Proficiency

Level IV abilities in both English and Kiswahili are required.

Experience

Additional experience

Prior Work Experience

Five years of progressively responsible experience in professional accounting, voucher examining, payment operations and related fiscal work is required. Experience must include operation of a computer-based accounting system, and experience with various software packages such as Microsoft Excel and Word.

Skills

• Diplomacy
• Planning Skills
• Supervisory Skills
• Computer Proficient
• excellent communication skills

Additional skills

Supervisory Relationship

Reports directly to the Chief Accountant. The incumbent is expected to perform independently without detailed guidance or review.

Supervisory Controls

The position involves complete training, direction, and monitoring of five Voucher Examiners position # R0025499, R0152450, R0025969, R0025722 and R0152449. The incumbent provides formal supervisory duties and responsibilities directly and indirectly.

Physical Demands

The work requested does not involve undue physical demands.

Terms and conditions

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.

Offerors who meet the minimum qualifications listed above will be evaluated and ranked according to the following job-related criteria. Top-ranking candidates will be invited for a skills test and an oral interview.

Job Knowledge (60 Points)

A thorough knowledge of applicable sections of the Foreign Affairs Manuals and Handbooks, Standardized Regulations, FAR/AIDAR provisions, Joint Travel Regulations, and pertinent sections of the ADS and other USAID regulations and procedures.

Skills and abilities (40 Points)

Supervisory skills, plus the ability to plan, organize, delegate, and follow-up. Must be able to comprehend and apply to the voucher examining process detailed regulations and procedures pertaining to the work. Must possess considerable tact and diplomacy and good cross-cultural communications skills to explain clearly and convincingly to employees, project officers, Office Team Leaders, and partners the rationales for nonpayment and collections. Good computer skills with proficiency in Excel and Word.

Total possible points: 100

SUBMITTING AN OFFER
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application at www.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 and upload them to MyJobsInKenya.

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 through www.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
CCNPSCs are required to pay PAYE and statutory deductions. All applicable taxes will be deducted from the stated gross market rate.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN PSC 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/ads/policy/300/aidar

2.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.

LINE ITEMS
ITEM NO (A) - 0001
SUPPLIES/SERVICES (DESCRIPTION) (B) - Compensation, Fringe Benefits and Other Direct Costs (ODCs)
- Award Type: Cost
- Product Service Code: [ R497]
- Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_TBD at Award after negotiations with Contractor_

3. 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.

4. 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/resources_standards-of-conduct.

5. 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.

6. FAR Provisions Incorporated by Reference
52.204-27 - PROHIBITION ON A BYTEDANCE COVERED APPLICATION - JUN 2023