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ROFM Voucher Examiner, FSN-7

: USAID/RDMA

: Nonprofits / องค์กรไม่แสวงหาผลกำไร

: 2242

: 30 September 2022

27 October 2022

Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048622R10023

2. ISSUANCE DATE: September 30, 2022

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: October 27, 2022/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: Duanghatai Sirinuntasakul/ Human Resources Assistant

5. POSITION TITLE: ROFM Voucher Examiner, FSN-7

6. MARKET VALUE: THB 529,641 – 926,880 per annum equivalent to FSN-7 in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/RDMA. Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: Five (5) years initial contract. The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to continued need of the position and availability of funds.

8. PLACE OF PERFORMANCE: The United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA), Bangkok, Thailand with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: This position is opened to Cooperating Country National (CCN). Thai citizen or other country citizen lawfully admitted for permanent Thai residence is eligible to apply. Please note that USAID is not able to sponsor offerors for a Thai residency permit.

10. SECURITY LEVEL REQUIRED: The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office.

 

11. STATEMENT OF DUTIES 

11.1. General Statement of Purpose of the Contract

The Voucher Examiner serves as the main point of contact for the Voucher Examiner Division located in the Regional Office of Financial Management (ROFM), USAID/RDMA. S/he ensures that proper invoices are provided for RDMA and client missions including non-presence posts. S/he tracks all types of vouchers, invoices, and other reimbursement documents by generating and assigning Mission Vendor Invoices (MI) in the Phoenix accounting system and ensures that they are routed to the correct approvers and Voucher Examiners in the Agency Secure Image and Storage Tracking (ASIST) system.

S/he processes the invoices for goods and services in Operating Expense (OE) vouchers, Transportation Vouchers, Entitlement Vouchers in the electronic travel system E2, and all related vouchers for employees in RDMA and its client missions. S/he provides guidance and communicates with the vendors and USAID employees for additional information. The incumbent monitors the status of all vouchers and contacts the U.S. Disbursing Offices in Bangkok and in Charleston (USDO), the U.S. Department of the Treasury (Treasury), and the Phoenix Team when the payment transactions encounter issues. S/he prepares the SF-1098 form for cancellation of electronic funds transfer (EFT) and processes the replacement vouchers. S/he organizes the electronic and manual filing for payments and other documents of the Payment Section.

 

11.2. Statement of Duties to be Performed

A. VOUCHER PROCESSING – DOCUMENT CONTROL (40%)

• Serves as the main point of contact for vendors for the Payment Section and provides guidance and requests additional information regarding payments for RDMA and its client missions.
• Logs vouchers, invoices and other claim transactions into Phoenix and the Agency Secure Image and Storage Tracking (ASIST) systems.
• Generates and assigns all Mission Vendor Invoices (MI) and ensures that they are routed to the correct approvers and Voucher Examiners.
• Monitors the voucher status for both direct payments in Phoenix and documents pending approval, overdue trips, and overdue travel advances in E2 to comply with the Prompt Payment Act.
• Determines that the funds are obligated and available. Assures that the appropriate authorizations, certifications, and other documents are on file.
• Verifies the correctness of the invoices and other documents with the accuracy of the voucher amount as well as recommends the suspensions for ineligible payments or lack of supporting documentation.
• Establishes and maintains necessary controls against authorizations to ensure that payments are not made for more than the authorized amounts, thus assisting in the prevention of improper or duplicate payments.

 

B.  VOUCHER PROCESSING – OPERATING EXPENSE (OE) VOUCHERS (30%)

• Reviews and processes E2 Entitlement Travel Vouchers against Travel Authorizations (TA), goods and services in purchase orders, transportation claims (Airfare, shipments of goods, privately owned vehicles (POV), and household effects (HHE)), multi-funded Operating Expense (OE) and program-funded Vouchers (e.g. office and residential maintenance and utilities), allowance vouchers (Education Allowance and Foreign Transfer Allowance (FTA)), Citibank travel cards, Citibank purchase cards, Citibank Declining Balance Card (DBC) vouchers for RDMA and its client missions.
• Assures that payment claims are in accordance with the provisions, terms, and conditions of the applicable authorizing documents such as contracts, purchase orders, SF-1190s, travel authorizations, and lease agreements.
• Communicates with contractors, vendors, client missions’ officials, employees, and host government officials both orally and in writing to request additional information regarding payment claims, financial terms and conditions or applicable contracts, Letters of Commitments, and other agreements.
• Reviews E2 Entitlement Travel Vouchers for correctness and verifies that they conform with travel authorizations and regulations regarding itineraries and per diem. When travel claims exceed the amount that can be paid under the travel authorization, prepares the travel exceptions giving detailed explanation of claim suspensions by citing pertinent regulations. Advises payees when claims are suspended as well as provides reasons behind the suspensions.
• Coordinates with the travel arrangers and travelers to create the travel advances outside E2 for those transactions paid by the Citibank DBC and ensures that they are attached as supporting documents and deducted from total voucher claims in E2.
• Reviews the airfares charged against Citibank Travel Vouchers to ensure the correctness of routing per travel authorizations and invoices. Prepares or verifies a hypothetical travel itinerary when traveler deviates from authorizing routing.
• Ensures that all types of vouchers are processed, funded, and scheduled with the correct information by using the financial accounting systems such as Phoenix and E2 before routing them for further review and final certification.
• Reviews transportation vouchers for storage and shipment of unaccompanied air baggage (UAB), household effects (HHE), office equipment and supplies. Reviews whether the correct weight was shipped and correctly invoiced, ensuring the issuance of bills of collection when any overweight is detected. Maintains control worksheets for each employee’s freight charges (POV, UAB, and HHE).

 

C.  VOUCHER PROCESSING – STAFF AND ADMINISTRATION (20%)

• Responds to inquiries and questions from the vendors and USAID employees through emails and telephone calls.
• Monitors the Automated Payment notification process and generates detailed information on the completed payment when the vendors, employees and other USAID customers do not receive notification or request information.
• Contacts the Comptroller and Global Financial Services/Post Support Unit (CGFS/PSU), U.S. Disbursing Offices (USDO) in Bangkok and Charleston, Treasury’s National Finance Center in Kansas City, and the Phoenix Team when payment transactions are incomplete and/or show technical errors in the Financial Applications.
• Requests disbursing information from the Department of Treasury including any cancellation reports for the payments processed in the USDO account.
• Coordinates with the storage companies for the monthly charges of storage costs for U.S. Personal Services Contractors (USPSC).
• Deposits the check payments at the Embassy Cashier for Notices of Payment Due (NPD)/ Bills for Collection (BOC) and provides the receipts to the Funding Team for the records.
• Coordinates with the Medical Unit to reconcile hospitalization bills for RDMA and its client missions’ employees and dependents. Coordinates with employees on the medical cost reimbursement process and issues Employee Billing Memoranda when necessary. Liaises with the Funding Team to issue NPDs after employees have received reimbursement from their insurance companies to refund the USG.
• Provides the payment processing overview to new colleagues in RDMA and its client missions including each employee’s roles and responsibilities.
• Backstops ROFM’s Administrative Assistant in monitoring the Funding Team Mailbox and records the incoming actions in the Google Doc application.
• Provides voucher processing support to Asia missions as requested.

 

D.  RECORD MANAGEMENT (10%)

• Organizes the electronic and manual filing for payments and other documents of the Payment Section.
• Prepares the payment files for review during the Federal Managers Financial Integrity Act (FMFIA) annual internal control testing. Compiles payment files for Office of Inspector General (OIG) review as needed.
• Monitors the open folders in ASIST and notifies the different performers to complete the workflows and close the folders.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

 

11.3. Supervisory Relationship
This position reports to the Supervisory Voucher Examiner or his/her designee.

11.4. Supervisory Controls
Full supervision of other USAID staff is not contemplated.

12. PHYSICAL DEMANDS: 
The work requested does not involve undue physical demands.


II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: Completion of a minimum of two years College or University Studies in Accounting, Finance, Business Administration, Public Administration, Social Science, Art, or related fields are required.

2. Experience: A minimum of three (3) years’ of progressively responsible experience in payment processing, accounting, or closely related fiscal work is required.

3. Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required.
 

 

III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far

Application Rating System
The application rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors. offerors must demonstrate the rating factors outlined below within their application and/or resume, as they are evaluated strictly by the information provided. The rating factors are as follows:

1. Experience (20 points): 
Additional points will be given for relevant experience above the minimum requirement stated in Section II which may include direct experience in accounts receivable with government agencies, NGOs, regional and international organizations.

2. Knowledge (40 points):
● Demonstrates a solid knowledge and understanding of professional accounting principles,
theories, and terminology as well as payment and reporting.
● Demonstrates a knowledge of payment and reporting techniques.
● Demonstrates a potential to acquire knowledge of financial spreadsheets and international
accounting procedures.
● Demonstrates a potential to obtain knowledge of USAID and USG policies, regulations and
practices regarding payment and voucher process.

3. Skills and Abilities (40 points):
● Demonstrates an ability to comprehend and properly apply the various U.S. Government Rules and Regulations that govern the payment terms and conditions to voucher processing of USAID missions in the region is required. Ability to adapt to changes in work environment, work assignments, and changes in priorities. 
● Demonstrates an ability to establish and oversee internal controls and policies and procedures to detect and/or prevent misuse or abuse of financial resources, or human errors/mistakes.
● Demonstrates an ability to perform an attention to details for ensuring accuracy, completeness,
and integrity of the voucher process..
● Demonstrates an excellent interpersonal skill with the ability to establish and maintain
effective working relationship with others at all levels of the organization.
● Demonstrates an ability to be detail and process oriented but flexible and adaptable to the
organization’s needs. Must be able to maintain productivity in a fast-paced environment
undergoing organizational changes.
● Demonstrates a good time management skill and the ability to work accurately and meet
deadlines with frequent interruptions.
● Demonstrates an ability to exercise good judgment and discretion in handling confidential
materials and matters.
● Demonstrates an ability to possess knowledge and skills of using computers and office
software, such as Microsoft word, Excel, power point, e-mail, and Google applications. Must
be able to effectively learn and use Agency-specific software related to work areas, such as
Phoenix, ASIST, and E2 applications.

Total Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300
 

SELECTION PROCESS: 

To be considered for candidacy, offerors must address each criterion in their application as to how they meet the minimum qualifications required for the position mentioned in Section II, Item 1-2. If the application submitted fails to demonstrate eligibility, the application will be marked unqualified. It is the responsibility of the offeror to provide all pertinent information.

Applications will be initially screened and scored in accordance with evaluation factors and points mentioned in Section III, item 1-3. Offerors in a competitive range will be given a recruitment test. Offerors with passing marks from the recruitment test and a valid TOEIC score mentioned in Section II, item 3, will be invited for an interview. The recruitment test and the interview will be structured around the evaluation factors mentioned above. The successful offeror will be selected based on a review of his/her qualifications, work experience, knowledge, skills and abilities; a written test; an interview; and the results of reference checks. References may be obtained independently from other sources in addition to the ones provided by an offeror.

Only offerors within a competitive range will be contacted. No response will be sent to unsuccessful offerors.

IV. TO APPLY
Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ carefully and submit complete application package before the deadline.

  Failure to follow the instructions will invalidate your application.

Contact : RDMArecruitment@usaid.gov

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บัญชี / Accountantการเงิน / Financier