The incumbent examines a variety of simple and straight forward invoices and other requests for
payment of goods and services under the provisions of various purchase orders, contracts, agreements and other documents of commitment. The incumbent determines entitlements, discusses or corresponds with the claimants for clarification and/or supporting documentation and processes vouchers. Work is subject to general supervision to ensure accuracy and compliance with procedures. Utilize a computerized
financial management database to effect and record financial transactions. Work as a second alternate Cashier in the absence of Class B Cashier.
Duties Include:
- Reviews and analyses simple and straight forward invoices received from local/offshore
vendors involving payments under contracts for services involving one time service
performance, delivery of material with normally straight forward items, purchase orders,
government purchase card, airfreight on official shipment and other
authorizations/agreements for D&CP, ICASS, MRV, and WSU totaling $3.0 million. The
work involves: a)
verification of correctness and conformance with the appropriate
authorizations and certification; b) ascertaining that the claims are supported by
documentary evidence in
the form of executed agreement; c) ensuring that the claims are
in accordance with the terms of the purchase orders/contracts, travel orders, other
authorizations, and, for procurement of goods and services, fulfils the host government
requirements; d) establishing controls to prevent improper or duplicate payments; e)
ensuring compliance with USG laws and regulations; and f) obtaining signatures of
receiving or approving officers, as necessary, and checking computation on invoices and
supporting documentation for accuracy and propriety. The incumbent is also required to
communicate orally or in writing with the contractors, vendors, carriers, and other
employees to provide guidance, to interpret requirements, to request additional information
or to provide clarification on procedures, financial terms and conditions of the purchase
orders, contracts or other documents. Update ILMS database for processed invoices
against PRs to close out the outstanding procurement files. Maintain files for certified
vouchers for his/her area of responsibility.
- Review and prepare complex vouchers for payment. This includes invoices received from
various service providers such as ALICO Health Insurance for the ($1.0 million); and
Quality Net for switchboard operations. Ensures invoices conform to terms of purchase
orders, contracts, and other authorizations. Ensures compliance with FAM’s, FAH’s, DOS
Procurement Regulations, and the Federal Acquisition Regulations. Keeps a log (Excel or
Access Database Program) file for the paid and un-paid invoices for the current and
previous months. Incumbent serves as an alternate to the Embassy’s principal liaison
person for the billing related problems between embassy and the local telephone service
providers during his absence.
- Process vouchers pertaining to payments involving multiple appropriations, payments for
goods and services such as utilities, replenishment vouchers, representation, medicare,
OCS/Trust, airfreight, transportation and cashier’s replenishment vouchers. Exercise
individual judgement and discretion in applying the regulations and procedures while
handling these claims. Determine funding requirements and correspond with the
Department or concerned USG agencies for additional information/documents and funds
authorization.
- Maintain the vouchering portion of the RFMS/M accounting program. This program is used
by the voucher examiner to review the obligation data against the voucher’s obligation data.
If a discrepancy were to
exist, the incumbent will discuss with the appropriate FMC
personnel. If necessary, based on the discussion with the appropriate personnel, the
incumbent will post or enter accounting information (disbursement) to the RFMS/M and
generate a Voucher Auditors Detail Report (VADR) for review by supervisor and the
certifying officer.
- Answer queries relating to his area of responsibility. Develops and accumulates a variety
of data, such as Prompt Payment Act data, workload counts for ICASS, etc. required by the
management for reporting purposes. Provides M/MED the update or verification on
overseas hospitalization. Determines if there are any tax exemptions and refunds to be
required after review of claims and initiates action to obtain them.
- Serve as POC for the section on
all office supplies from warehouse, vendor checks
delivery, serves as principal person for picking up mail from mail room and other clerical
work as assigned by supervisor.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and
comprehensive information supporting each item.
1. Completion of high school education.
2. Three years of work experience in Auditing, Accounts Payable, or Bookkeeping.
3. Level 3 in English (Speaking/Reading/Writing).
(Note: Language skills will be tested.)
4. Knowledge of Department of State 4 FAM/FAH, 6 FAM/FAH regulations,
Department of State Standardized Regulation, and policy directives and
procedures.
5. Skill in the use of computer programs such as MS Word, Excel and Access.
Ability to use the electronic
calculator.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget and residency status
in determining successful candidacy.
2. Current employees serving a probationary period are not eligible to apply.
3. Current Ordinarily Resident employees with an Overall Summary Rating of Needs
Improvement or Unsatisfactory on their most recent Employee Performance Report
are not eligible to apply.
4. Currently employed U.S. Citizen EFMs who hold a Family Member Appointment
(FMA) are ineligible to
apply for advertised positions within the first 90 calendar
days of their employment.
5. Currently employed NORs hired under a Personal Services Agreement (PSA) are
ineligible to apply for advertised positions within the first 90 calendar days of their
employment unless currently hired into a position with a When Actually Employed
(WAE) work schedule.
TO APPLY
Interested applicants for this position must submit the following for consideration of
the application:
1. Universal Application for Employment (UAE) as a Locally Employed Staff or
Family Member (DS-174), which is available on the Embassy’s websites:
http://nea.p.state.sbu/sites/kuwait ; http://kuwait.usembassy.gov/ OR
2. A current résumé or curriculum vitae that provides the same information found on
the UAE (DS-174) (see Appendix B); OR
3. A combination of both (i.e., Sections 1-24 of the UAE along with the listing of the
applicant’s work experience attached as a separate sheet; AND
4. Copy of high school certificate/
university degree (per the qualification
requirement above); AND
5. Copy of the Civil ID or passport (including the residence permit page); PLUS
6. Candidates who claim U.S. Veterans preference must provide a copy of their
Form DD-214 with their application. Candidates who claim conditional U.S.
Veterans preference must submit documentation confirming eligibility for a
conditional preference in hiring with their application.
SUBMIT APPLICATION (BEFORE THE CLOSING DATE) TO:
Human Resources Office
U.S. Embassy Kuwait
Bayan, Block 13, Al-Aqsa Mosque Street
OR
Email the application to: HROKuwait@state.gov
NOTE: Incomplete or late applications will not be considered.
POINT OF CONTACT
Human Resources Office
Telephone: 2259-1001
CLOSING DATE FOR THIS POSITION: COB June 8, 2014
