USAID Financial Management Assistant

at US- Embassy
Location Kampala, Uganda
Date Posted September 7, 2020
Category Accounting
Audit
Embassy
Finance
Management
Job Type Full-time
Currency UGX

Description

Summary: The U.S. Mission in Uganda is seeking eligible and qualified applicants for the position of USAID Financial Management Assistant.

The work schedule for this position is: Full Time, 40 hours per week

Start date: Candidate must be able to begin working within a reasonable period of time following receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Download: USAID Financial Mgt Assistant PD

Supervisory Position: No

Duties: The incumbent has overall responsibility for the close-out of USAID/Uganda’s program-funded expired awards, reconciles implementing partners’ records to USAID’s accounting system records, and coordinates with Agreement/Contracting Officer’s Representatives (AOR/CORs), Office of Acquisition and Assistance and USAID/Washington’s Office of the Chief Financial Officer (CFO) to complete all close-out actions. He/she reviews Limited Scope Agreements (LSGA), Development Objective Agreements (DOAGs), Modified Acquisition and Assistance Request Documents (MAARDs), contract, grants, awards and other obligating documents for accuracy and records accounting strip codes on them into the Phoenix accounting system. In addition, he/she provides technical guidance and/or training to host country and Implementing Partners’ staff on USAID accounting and financial reporting requirements to ensure compliance with USAID financial management policies and procedures. The financial management assistant reports to the Chief Accountant in the Office of Financial Management (OFM).

1. As OFM’s close-out manager, the incumbent overseas the close out procedures of all USAID/Uganda’s program-funded expired awards. He/she reconciles implementing partners’ records to USAID’s accounting system records, proactively follows up with OFM staff, Agreement/Contracting Officer’s Representatives (AOR/CORs), and Office of Acquisition and Assistance to identify, implement and reevaluate the status of agreed upon close-out actions in order to facilitate the close-out process. In addition, the incumbent coordinates with the Letter of Credit team in USAID/Washington’s Office of the Chief Financial Officer (CFO) to obtain Notification of Final Voucher forms, as appropriate. 30%

2. As administrator of the MAPPR tool, performs continuous mapping of all program data in MAPPR to the Phoenix Accounting System; and leads the quarterly MAPPR validation exercise by preparing quarterly reconciliations between MAPPR pipeline reports and Microsoft Excel pipeline reports.

Performs 1221 reconciliation with USDO and Treasury, and works closely with the Phoenix Coordinator on utilizing the eCART system. Reviews and analyzes the 1221 reconciliation report on a monthly basis. Works closely with State/FMC, AID/W FM, FSC/Charleston, and BFC/Kansas to resolve un-reconciled items (both current and outstanding) and initiate necessary action for its final closure. In conjunction with the Phoenix Coordinator, reports outstanding 1221 items to the Chief Accountant. Prepares IPAC and reconciliation of transactions issued by Treasury Department’s Financial Center in Kansas City. Reconciles FSN PSC payroll transactions and works with the Payroll Center (currently Lima) to resolve outstanding items. 25%

3. Reviews Limited Scope Agreements (LSGA), Development Objective Agreements (DOAGs), Modified Acquisition and Assistance Request Documents (MAARDs), contract, grants, awards and other obligating documents for accuracy and records accounting strip codes on them into the Phoenix accounting system. Makes commitments and obligations of program funds, including but not limited to, the following: purchase orders (through the Ariba procurement system); travel requests and travel authorizations (through the E2 travel system); personal services contracts; leases; grants and cooperative agreements (incumbent will have a reviewer role in the Agency’s requisition system GLAAS). As required, prepares the following: journal vouchers; increases or decreases to existing obligations; corrections to obligations; and transfers of disbursements between appropriations. Performs on continuing basis a de-obligation review of un-liquidated obligations; prepares journal vouchers to de-obligate funds as required. 20%

4. Performs end of the quarter and end of month procedures such as 1311 reviews, accruals, pipeline review, and reconciliation of old items on the USDO 1221 reports. Performs continuous review of program obligations and commitments to ensure validity of un-liquidated balances and assuring adequate documentation as required by law. Monitors and tracks the various obligations and expenditures funded against the various program funded Miscellaneous Obligations (MO). Updates the excel worksheets for the various MOs in order to keep the records current and to track obligations and disbursements for obligating documents closeouts. Develop closeout procedures for end of quarter 1311 (de-obligation) Review exercises, ensuring obligations are valid, and de-obligate the un-needed un-liquidated balances for OE and program funded obligation documents, e.g. purchase orders, TAs and contracts. 10%

5. Provides technical guidance and or training to host country, grantee and institutional contractors’ financial staff on USAID accounting and financial reporting requirements, and interprets USG fiscal regulations as necessary to ensure adherence with USAID fiscal management policies and procedures. Monitors contract execution and reports on contract status, problem and needed amendments. Participates in the development, installation, modification and implementation of any new and revised procedures and practices which impact the Mission project accounting system. 15%

Qualifications and Evaluations

Education: A university degree in accounting, finance, or business administration is required. A professional certification, (e.g. CPA or ACCA) is desired but not required.

Requirements:

EXPERIENCE: A minimum of three years of progressively responsible experience in accounting, budgeting, financial analysis or auditing is required.

JOB KNOWLEDGE: A thorough knowledge and understanding of professional accounting principles, theories, practices and a thorough knowledge of laws, regulations, and procedures governing USAID financial management is required. Must understand USAID’s organization and operational standards and be familiar with USAID project policies and processes. The incumbent should have a knowledge and understanding of the different branches of the GOU in order to enhance effective communication and to develop consensus on financial management of programs/projects.

Evaluations:

LANGUAGE: English Level 3 (Good working knowledge, speaking, reading, and writing) is required. This may be tested.

SKILLS AND ABILITIES: The incumbent must be able to analyze accounting processes and identify practices and procedures that require correction or modification. The incumbent must be able to efficiently formulate recommendations for maintaining specialized segments of accounting systems. The incumbent must have excellent verbal communication skills, tact and diplomacy in order to establish and develop sustainable working relations and a high level of trust with mid-level GOU officials when dealing with Value added Tax. Excellent mathematical and writing skills are required in order to prepare regular and often ad hoc reports including data calls from USAID/Washington. The ability to work effectively in a team environment and to achieve consensus of fiscal policy and accounting practices is necessary. The work requires extremely good understanding of excel and other computer skills in order to manage the accounting system.

Qualifications: All applicants under consideration will be required to pass medical and security certifications.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Other information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

(1) AEFM / USEFM who is a preference-eligible U.S. Veteran*

(2) AEFM / USEFM

(3) FS on LWOP and CS with reemployment rights **

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

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