SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) under Local Compensation Plan
I. GENERAL INFORMATION
1. SOLICITATION NO. : USAID-2019-03
2. ISSUANCE DATE : 11 November 2018
3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS : 23 November 2018 / 11:59PM (Manila Time)
4. POSITION TITLE : Voucher Examiner, FSN-08
5. MARKET VALUE : Php 607,980.00 – Php 932,403.00 gross p.a. equivalent to FSN-08, In accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of the U.S. Embassy Manila. The salary offer will be based on a combination of the candidate's salary history and of the U.S. Embassy Manila's LCP, and will be within the annual range listed above.
6. PLACE OF PERFORMANCE : The position is based in Manila, Philippines.
7. STATEMENT OF DUTIES : The Voucher Examiner is located in the Regional Financial Services Center (RFSC), USAID/Philippines. The incumbent is primarily responsible for timely and accurate processing of both complex and routine administrative and program vouchers. S/He provides assistance to the Pay Controls Assistant in overseeing the attendance payroll application for local staff. S/He performs administrative duties involving filing and records management, travel and transportation arrangement, calendar management, meeting scheduling, secretarial and general office support for the Regional Financial Services Center (RFSC).
The Voucher Examiner is expected to fulfill the following major duties and responsibilities, as elaborated below:
A. FINANCIAL MANAGEMENT (60%)
A.1. Voucher Examination - 35%
Reviews, audits, analyzes, and prepares administrative and program vouchers for payment. Administrative vouchers include but are not limited to utilities, rental agreements, office supplies, travel vouchers, cash awards, and allowances for USAID/Philippines and other USAID Missions being supported by RFSC. Program vouchers include but are not limited to cash advance requests, cash advance liquidations, and requests for reimbursement by contractors and grantees. Maintains and monitors vouchers in Phoenix (USAID’s web-based financial management system), processes all logged vouchers within the Prompt Pay Act deadlines. Reviews vouchers for appropriate authorizations, obligation documents, properly executed claim/reimbursement forms, receipts, and supporting schedules and/or reports. Ensures program vouchers are in accordance with provisions of agreements, audit trails are maintained, and that all conditions have been met prior to payment. Applies attention to detail to ensure payment amounts are accurate and are not duplicative, and that proposed payments comply with all applicable U.S. and Philippines Governments’ laws. Communicates with the Contracting/Assistance Office Representative (C/AOR) contractors and vendors to request additional information needed to properly process vouchers. Where payments must be disallowed, prepares and communicates a detailed explanation of the disallowed claim to the payee. Creates and maintains worksheets to track the financial status of contracts and grants, and validates the accuracy of the data presented in the vouchers submitted for payment. Verifies the availability of funds by running Obligation Liquidation Records (OLR), Unliquidated Obligation Reports (ULO) and other relevant financial reports from Phoenix Viewer. Monitors budget amounts, obligations, disbursements, cash advancements, and cash advance liquidations against each budget line item specified in the contract or grant.
A.2. Payroll, Time & Attendance - 25%
Assists the Pay Controls Assistant and provides guidance and support to all timekeepers in the timekeeping function. Provides orientation on basic timekeeping procedures to all newly hired/assigned timekeepers. Gathers employees Time and Attendance records from timekeepers at the end of each pay period. Audits timesheets, leave documents, and overtime authorization forms to check for completeness and accuracy. Verifies that leave and premium pay requests are properly approved by employees’ supervisors. Monitors the status of time and attendance entries in the system to ensure that all data have been approved and certified within payroll cut-off deadlines. Compares data entered into the system with the submitted timesheets, following up on errors or incomplete forms with the concerned timekeepers. Ensures that payroll records are kept in accordance with USAID’s Records Management Program. Submits time and attendance records to the Pay Controls Assistant for payroll processing and transmittal to the Global Financial Service Center – Bangkok (GFS). Answers employees’ inquiries and provides assistance in resolving questions or problems that arise including, but not limited to, hours worked, premium pay requests, leave earnings and leave balances. Acts as a liaison to troubleshoot and communicate payroll issues between employees and GFS. Responds to inquiries related to monthly contributions to the Philippine Government mandated benefits such as the Philippine Social Security System (SSS), Philippine Health Insurance Corporation (PhilHealth) and Home Development Mutual Fund (Pag-IBIG Fund).
B. ADMINISTRATIVE / SECRETARIAL SUPPORT (40%)
B.1. Administrative and Secretarial Support – 25%
Provides administrative support to RFSC for routine administrative tasks including, but not limited to, typing documents, arranging and coordinating meetings, and ordering office stationery and supplies. Prepares payment notices, and monitors and follows up on balances owed to the U.S. Government by the employees and the USAID program implementers. Distributes mail and other documents to RFSC staff as appropriate. Answers phone calls and provides callers with the requested information, referring them to the appropriate staff member as needed. Utilizes USAID’s electronic travel management application, End-to-End Solution (E2), to make travel arrangements for RFSC staff. Serves as the point of contact for travel, and prepares travel plans and travel vouchers. Arranges transportation, accommodations, flight itineraries and visas for RFSC staff members and temporary duty (TDY) support staff. Coordinates logistics for meetings by reserving conference rooms, requesting the Executive Office for the needed IT equipment (computer, laptops, mobile phones), and Embassy General Services Office for audio/visual support services and equipment using the U.S. Department of State MyServices application. Creates IT access forms for new employees, including network access, E2, GLAAS (Global Acquisition and Assistance System), ASIST (Agency Secure Image and Storage Tracking System), Phoenix Financial Management System, payroll systems (Win TA, WebTA), etc. Serves as a backfill to the Lead Secretary in his/her absence. Serves as the first point of contact for finance and accounting operations, including funding and clearance requests. For the Accounting and Financial Analysis Sections of RFSC, the incumbent uses an electronic control log to track documents received for funding requests or clearance action. Typical documents include, but are not limited to, Purchase Orders, Travel Requests/Authorizations, SF-1190 – Foreign Allowances Application, Representation Allowances, Leases, Modified Acquisition and Assistance Request Document (MAARD), contracts for locally-hired and offshore-hired staff, and program-related financial documents. Sorts and forwards documents to the appropriate RFSC Section for action. Returns funding requests that are not properly prepared and/or supported to their originators for correction prior to acceptance. Ensures that proper filing and forwarding actions are conducted after all necessary actions are completed.
B.2 Filing and Records Administration - 15%
Maintains RFSC files and records in accordance with the USAID Records Management policy. Files and organizes records according to USAID filing procedures, and transfers outdated documents to off-site storage in compliance with U.S. Government policy. Performs periodic inspection of documents and files to ensure correct placement and legibility. Scans and stores paper accounting records into the ASIST document storage system. Locates and retrieves information from files in response to requests from authorized users.
SUPERVISORY RELATIONSHIP: Works under the direct supervision of the Supervisory Voucher Examiner and general supervision of the Deputy Controller. The incumbent receives work guidance from the Lead Secretary on administrative and secretarial duties. Receives instructions on the scope and volume of assigned work, goals to achieve, procedures to follow in performing them, and approaches to use to resolve challenging assignments. Consults the supervisor in cases of exceptional difficulty or in the event guidelines are not applicable. Supervision of other staff is not contemplated. The incumbent provides work guidance to the Timekeepers on the policy and processes related to payroll.
8. AREA OF CONSIDERATION: Open to all interested individuals who are Filipino citizens or non-Filipino citizens lawfully admitted for permanent residence in the Philippines, and who also have the required work permits. USAID/Philippines does not sponsor work permits.
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education – The minimum education requirement is: Two years of College or University Studies in Accounting if education was acquired in the U.S. OR completion of a BS degree in Accounting if education was acquired in the Philippines. Note: Additional education may NOT be substituted for Experience.
b. Prior Work Experience – Minimum of three (3) years of work experience in voucher examining, administrative support, and/or related accounting work obtained from a development assistance related position or from U.S. Government agencies, Philippine Government agencies, civil society organizations, other donor agencies or the private sector where English language is routinely used in the workplace.
Note: Additional experience may NOT be substituted for Education.
c. Language Proficiency / Communication Skills – Must have excellent communication skills in English and Tagalog, both in oral and written forms, in order to communicate effectively with USAID Mission staff and external contacts at various levels.
d. Job Knowledge – Must have, or be able to quickly gain working knowledge of applicable Automated Directive Systems (ADS) policies, USAID Records Management Program, Foreign Affairs Handbook (FAH), Foreign Affairs Manual (FAM), U.S. Department of State Standardized Regulations (DSSR), USAID Mission Orders, the Prompt Payment Act and procedures that govern voucher examination. Knowledge of established office practices and procedures.
e. Skills and Abilities – Proficiency in Google applications (Gmail and Google Docs) and Microsoft Office (Word, Excel, Access and PowerPoint). High accuracy for data entry. Ability to logically apply the detailed requirements for USAID programs to the voucher examining process. Must be able to explain decisions, both orally and in writing. The incumbent must have strong time management skills and the ability to manage multiple, competing priorities. Must possess good communication and interpersonal skills, and be able to maintain effective working relationships with both internal and external stakeholders.
III. EVALUATION AND SELECTION FACTORS
Prior Work Experience (10%)
Language Proficiency / Communication Skills (20%)
Job Knowledge (30%)
Skills and Abilities (30%)
IV. HOW TO APPLY:
1. Interested applicants are required to submit an application letter and a comprehensive resume.
2. Applications must be received by 23 November 2018 / 11:59PM, and submitted via email to [email protected]
3. All applicants are requested to prominently indicate the following:
a. solicitation number (Solicitation No.: USAID-2019-03) in the subject line of their email submission;
b. source of the vacancy announcement (e.g. name of newspaper, website, social media)
The compensation package includes mid-year and year-end bonuses, health and life insurance, and a supplementary retirement plan.