About US Embassy:
Welcome to the United States Embassy in Kampala, Uganda. The United States has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Scott H. DeLisi currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Among the offices operating under the U.S Mission to Uganda are:
United States Agency for International Development (USAID)
Centers for Disease Control
Peace Corps
Job Summary: The US Embassy Voucher Clerk will be responsible for examining simple/uncomplicated and straightforward invoices to ensure conformance with terms of original purchase order or authorization. The incumbent performs a variety of related clerical duties such as vendor invoice and employee reimbursement data entry into the invoice tracking spreadsheet and any other miscellaneous clerical work as assigned.
Key Duties and Responsibilities:
1. Voucher Examining 60%
Examines invoices to ensure conformance with terms of original purchase order or authorization. Obtains signatures of receiving or approving officer as necessary and checks all computations on invoices for accuracy and propriety. Type voucher for payment, including fiscal data and proper documents with proper signature(s) into RFMS/M. Reviews finished vouchers for completeness and accuracy of presentation, compliance with regulations, propriety, and required certifications. If a voucher is incomplete, refers to supervisor or higher level employee for advice and guidance before returning voucher to sender with request for additional information.
Maintain a tracking document for all invoices received in the Financial Management Centre and ensure that invoices are logged within 1 day of receipt. Ensure that invoices tracked are valid, have all the requirements for tax refunds and are in the names of the mission.
In charge of routing invoices for approval and ensuring that routed invoices are returned within 5 business days of dispatch to the respective sections within the mission.
Scanning and sending approved payment vouchers to the Post Support Unit, an off-site payment disbursing unit, for certification and disbursement.
2. VAT Refunds 30%
For all certified vouchers that are eligible for VAT refunds, make copies of invoices attach the copies to the certified voucher and compile original eligible invoices for refund, presenting them to the VAT voucher examiner on a monthly basis.
Render support in the VAT voucher examiner in the compilation of the Embassy tax refund claim by stamping invoices, data entry into the claim/refund tracking spreadsheet which includes maintaining fiscal data from which the tax was originally paid and any other administrative work in this regard.
Will coordinate pick and drop off of VAT requests and reimbursements with Ugandan Revenue Authority offices.
3. Alternate Administrative Assistant 10%
Conduct accounts receivable functions including issuing of bills for collection, follow up on repayment plans, record payments and report distribution.
Manage section equipment and expendable supplies; maintain records and re-order as appropriate.
Collect and distribute incoming mail, update log of invoices, deliver outgoing mail to the mail room.
Maintain electronic and hardcopy filing systems, with a goal towards being as “paperless” as possible.
Collect audit and verify T&A input for the FMC staff.
Perform secretarial duties for the FMO.
On occasion, run outside pick and delivery of visa applications and passports for travel section
Perform any other duties as assigned.
Qualifications, Skills and Experience:
NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
The ideal candidate for the United States US Embassy Voucher Clerk should hold a Diploma in accounting, auditing, business administration.
At least two years’ experience in a financial clerical position.
Detailed working knowledge of secretarial and administrative processes and procedures.
Good knowledge of accounting office operations is mandatory and general familiarity with basic accounting principles and concepts as well as financial management.
The incumbent must have the ability to establish priorities, organize a large and varied workload in an efficient and timely manner and develop procedures for the successful implementation of work assignment.
He must have excellent interpersonal and customer service skills and an ability to work under minimum supervision.
Possess excellent skills in the use of office equipment, computer applications and web based systems.
Language Proficiency: List both English and host country language(s) by level and specialization.Level III English ability (good working knowledge in written, spoken and reading).
How to Apply:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
A current resume or curriculum vitae.
Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov
NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.
Please clearly indicate the position applied for in the subject area of the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 23rd April 2015
The US Mission in Kampala 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. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.