Summary

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.: 72061524R10050
2. ISSUANCE DATE: July 12, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 28, 2024 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
5. POSITION TITLE: Voucher Examiner
6. MARKET VALUE: Ksh. 2,632,247.00 to Ksh. 4,474,828.00 KSH per year, equivalent to FSN-08 grade level in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. The salary range provided is inclusive of all allowances and annual bonus. All applicable taxes will be deducted from the stated gross market rate. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: Five (5) years estimated to start o/a January 06, 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 Cooperating Country National (CCN) (an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country). Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

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.

The incumbent thoroughly examines the following categories of invoices: USAID/KEA and Somalia contracts and cooperative agreement payments, purchase and task orders, staff claims and allowances obligated under the SF1190 or miscellaneous obligations, and Citibank travel card reimbursements. Analyzes transactions to ensure that claims are in accordance with the payment provisions set forth in the obligation or sub-obligation documents and U.S. Government laws, rules, and regulations. ensures that invoices or claims are valid, properly authorized and correct, process timely payments using Phoenix, ASIST and E2 Systems and maintains adequate documentation to support processed payments.

Under the supervision of the Supervisory Voucher Examiner, the Voucher Examiner’s responsibilities are to examine 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. Additionally, the VE is responsible for processing Foreign Service National (FSN) payroll, Official Value-added tax (VAT) Refunds, Cost-of-Living adjustment (COLA) payments and other Allowances, reconciliation of the Mission and Declining Balance Card (DBC) Travel cards. 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.

Description

Statement of Duties to be Performed.
Voucher Examining Processing 70%
• Ensures that invoices are processed timely and accurately.
• Determines, using Phoenix system and in coordination with the accountant, that funds are obligated and available for payment.
• Analyzes the invoices and supporting documents to ensure that claims are mathematically correct and in accordance with provisions, terms, and conditions of the applicable authorizing documents such as contracts, cooperative agreements, fixed amount awards, purchase-orders, SF 1190’s, TA’s contract/purchase order/etc. And in line with provisions, ADS, FAM, FTR, AFR, requirements
• Assures that appropriate authorizations, certifications, and other documents are on file.
• Examines most complex advances and reimbursement payment requests from USAID implementing partners (e.g. contractors, grantees, PIOs). Determines that payment claims are in accordance with the provisions, terms, and conditions of the applicable awards and compares it against the contract/grant budget and determines that proper allocation of disbursements to various funding sources within an award.
• Rejects incomplete or invalid vouchers/claims and returns them to the requestor in strict adherence to the U.S Government prompt payment rules.
• Records payment transactions in Phoenix and ensures adequate and legible supporting documents in the ASIST paperless filing system. Takes responsibility for implementing appropriate controls to avoid duplicative or improper payments and ensures payment fully complies with the Prompt Payment Act requirements.
• Monitors program advances monthly to ensure timely liquidation following the applicable policies and regulations.
• 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.
• Reviews complex international and local travel claims for correctness and verifies that they conform to the travel authorizations and regulations regarding routings and per diem and processes the payment using E2 system. When travel claims are disallowed, provides detailed explanation of claims disallowance, citing pertinent regulations.
• Examines administrative type of vouchers for which claims are lodged under, purchase orders, contracts, leases and for telephone, utilities, education allowance, COLA, SMA, Living Quarter Allowance and other miscellaneous payments and ensures that payment claims are consistent with regulations and provisions of the purchase order, leases, contract etc. and determines the funding
sources to be charged.
• Reviews transportation vouchers for storage, air ticket, shipment of UAB, HHE, Office Equipment and supplies. Review whether the correct weight is shipped and correctly invoiced, ensuring the correct routing on the air ticket, send the appropriate fiscal data to the Administrative Assistant for preparation of Bill for Collection when any overweight is detected.
• Ensures timely acceptance and approval of vouchers and monitors Prompt Payment requirements and ensures that payments are processed accurately and timely in Phoenix system, without improper or duplicate payments.
• Manages and Processes Payroll for about 250 FSN Contractors at USAID Kenya and East Africa
• 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.
• Sends payment notifications, wherever required.

Prepare and Coordinate Value Added Tax (VAT) Refund from GoK and provide expert advice to various stake holders. (30%)
• The incumbent is responsible preparing and filing VAT refund claims to Government of Kenya (GoK). When Implementing Partners (IPs) submit the completed forms to USAID/KEA, the incumbent is responsible to log the forms in the DA-1 Tracker, verify the completeness of the forms, and in coordination with the Voucher Examiners, stamp each page of the DA-1 form. The incumbent delivers the complete package to the GoK Treasury, visits Kenya Revenue (KRA) to inquire regarding approved forms, collects approved/rejected forms, scans and sends the approved/rejected forms to the IP’s. Once the approved forms are received, the incumbent follows up with the IPs to ensure refund is received and reported to USAID.
• Provides expert guidance to USAID contracting/agreement office representatives (CORs/AORs), contractors, and other participating organization personnel regarding the voucher examination process and USAID regulations and procedures. Provides training, guidance, instructions, and advice to client Mission staff. Provides voucher examiner’s coverage to other USAID posts.

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.

Education

More Details on Experience

Prior Work Experience

Minimum of three years of progressive experience in accounting, payment processing, payroll management or voucher examination is required.

More Details on Skills

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 provides guidance on major decisions regarding activities. 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.

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.

Job Knowledge (60 Points)

Practical knowledge of basic accounting principles and concepts, relevant laws, policies, procedures and regulations pertaining to accurately examining vouchers and processing payments. Familiarity with government regulations and guidelines pertaining to voucher examination, particularly in public sector organizations or industries subject to specific regulatory requirements.

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 explain the rationale clearly and convincingly 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.
Ability to utilize data processing techniques and a high level of analytical and decision-making abilities and sound judgment are required. Must have strong interpersonal skills and maintain effective working relationships with all personnel. Working knowledge of Word and Excel is required.

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.

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 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: [email protected].

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