The Financial Assistant/Voucher Examiner performs essential financial and administrative duties for the office. This role involves significant voucher preparation, examination, payment initiation, and data posting for substantial annual operating and revolving budgets. The incumbent also serves as the Office Cashier (Class B Sub Cashier) and Timekeeper, alongside performing general administrative support.
Key Responsibilities and Duties
65% Voucher Preparation & Examination/Data Posting/Report Generation
- Process vouchers and initiate payments for an appropriated annual operating budget of approximately USD 2.2 million, and a revolving, non-operating budget of approximately USD 700,000.
- Review invoices received from various vendors and service providers to ensure that all documents are in order.
- Working with different currencies for each of the approximately 30 Sub-Saharan countries covered by the LOC-Nairobi Office, generate vouchers with US$ equivalents using an exchange rate report summary generated from the historical exchange rate from the Department of State exchange website.
- Examine monthly activity reports and shipping lists from the 25+ bibliographic representatives to establish their eligibility for payment of stipend.
- Initiate monthly service agreement payments to the revolving cash funds held by each representative.
- Reconcile shipping lists against the actual receipts fully received and certified by the Acquisition Section.
- Prepare payment vouchers for approval by the Field Director.
- Submit vouchers approved for payment to Embassy Financial Management Center (FMC).
- Notify payees by best means available (e-mail, cable, etc.) of payments made.
- Maintain a reconciliation record for the bibliographic representatives of their monthly payment to verify those paid and those outstanding and follow up on outstanding payments on a monthly basis.
- Maintain payment records from Charleston VADR reports which are then uploaded into an MS Access database for further manipulation on a monthly basis.
- Assign a unique number to all payment vouchers, make copies of and file them.
- Reconcile and maintain records of all payment vouchers submitted for payment against those paid by Charleston.
- On a monthly basis, generate status of payment reports from Charleston FMC and send payment notification to the vendors/bibliographic representatives.
20% Office Cashier (Class B sub cashier)
- Serve as the designated Office Cashier (Class A), holding a float of US$3,000.
- Responsible for the issuance of petty cash for the day-to-day running of the office and also to Library Acquisitions Specialists or the Field Acquisitions Technician for Nairobi acquisitions.
- Pay cash vendors who supply information resources to the Nairobi Office.
- Prepare a detailed Petty Cash Reimbursement report of expenses and assign their respective fiscal data (fund cites).
- Prepare a Cashier Reimbursement Voucher for approval by the Field Director, which is then forwarded to FMC for certification for replenishment.
- Using the RFMS Cashiering Module, post the Sub Cashier Reimbursement Request, itemizing each expense with its fiscal data, and then submit this through RFMS to the State Department cashier for approval and cash replenishment.
15% Administrative Duties
- Serve as office Timekeeper (Time and Attendance systems), with corresponding reporting as required to Embassy Financial Management Center and Human Resources.
- Manage office supplies and inventory thereof.
- Process access and maintenance requests using MyServices and related platforms.
- Assist in maintaining overall administrative records of the section.
Qualifications and Evaluations
Education Requirements:
A Bachelor's degree in Accounting, Business Administration/ Management, or Finance is required.
Experience:
A minimum of two years' work experience in an accounting, procurement, or cashiering setting with experience in filing fiscal reports is required.
General Requirements:
- All selected candidates must be able to obtain and hold a security certificate or public trust security clearance.
- All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
- Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.
