Jobs – Document Control Clerk/VAT Coordinator at US Embassy USAID

Job Title:  Document Control Clerk/VAT Coordinator, FSN-420

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 Document Control Clerk/VAT coordinator reports to the Supervisory Voucher Examiner in the Office of Financial Management (OFM). The incumbent supports Payment Specialists in the OFM Payments Service Center in the examination, analyses and processing for payment a variety of difficult and complex vouchers, including claims against contracts, purchase orders, grants, cooperative agreements and complex travel vouchers; ensures that claims/payments request documents are valid and accurate; the expenditures presented for reimbursement are consistent with the terms and conditions as stated in the contracts or grants; and that they are adequately supported by proper and sufficient documentation. In addition, he/she is responsible for reviewing and verifying for accuracy all the value added tax (VAT) invoices/receipts for all USAID Implementing Partners, including AID/W funded activities, ensuring that documentation comply with the Uganda Revenue Authority (URA) requirements. S/he processes and submits VAT and Duty Tax on Fuel claims for OE, USDH personnel, USAID Programs and USAID implementing partners.

Key Duties and Responsibilities:  

1. Coordinates Agency Secure Image and Tracking system (ASIST) for the OFM: 35%

  • Maintains Payment Service Centre electronic/hard copy filing system to ensure that documents are filled in accordance will set filling procedures and processes.
  • Creates new vendors in ASIST, ensures that vouchers not automatically selected through interface with Phoenix are identified and created manually in ASIST with proper description.
  • Checking that all payment vouchers are consistently filled according to standard sequences and categories.
  • Avails vouchers on request for reference whenever necessary and ensures that vouchers are returned; where necessary coordinates with other offices to confirm that documents are properly stored.
  • Mentors and trains staff in using ASIST functionality.
  • Develops filling guidelines to ensure documentation is handled in compliance with USAID Records Management Program ADS502.
  • Categorize and prepare documents for transfer to Executive Office (EXO) Communications and Records Assistant for archiving in accordance with USAID Records Disposition Handbook

2. Creates electronic invoicing documents in Phoenix (momentum): 25 %

  • Incumbent receives, date-stamps and logs into the system all incoming payments documents, ensures invoices submitted to OFM are complete, valid, proper, adequately supported.
  • Creates invoices in Phoenix and enters all necessary invoice information, using appropriate system information such as vendor code and address code, generic accounting information, contact number, Phoenix invoice date, etc. For invoices that do not need COTR approval (e.g reimbursement requests), the incumbent enters all relevant information on the Invoice Header and, using Phoenix’s ad-hoc routing functionality, routes the invoice to the designated
  • Voucher Examiner.
  • Ensures that invoices are logged in the payment tracking system on time, return all invalid, unsupported and improper invoices/vouchers to vendors/suppliers within 7 days.
  • Reviews voucher report to ensure that data in the payment tracking system is correct.
  • Monitor the flow of payment documentation to ensure that all processed invoices in Phoenix are closed in within 30 days.
  • Supports the Payments Service Centre to realize processing requirements of the USG Prompt Pay Act.

3. Responsible for maintaining a record of Implementing Partners in accordance with the OAA List of Active Awards to ensure compliance with Tax reporting: 20%

  • Reviewing and verifying for accuracy all the value added tax (VAT) invoices/receipts for all USAID Implementing Partners, including AID/W funded activities, ensuring that documentation comply with the Uganda Revenue Authority (URA) and Ministry of Finance and Economic Planning (MOFEP) requirements. Maintains a master worksheet for tracking individual program funded VAT claims against reimbursements and prepares USAID/Uganda Annual Tax report.
  • The VAT coordinator participates in Post Award Orientation meetings and serves as the first line contact in providing advice on all matters relating to tax reporting for Implementing Partners and provides guidance on VAT claims for USAID contractors including interaction with senior officials of the Government of Uganda from Ministry of Finance, Planning and Economic Development, Ministry of Foreign affairs and Uganda Revenue Authority.
  • Ensures integrity and equitable distribution of Mission VAT reimbursements to OE and Program.

4. Establishes and maintains contract and institutional payment files: 15%

  • Establishes and maintains a work file of obligation/sub-obligation documents and subsequent amendments, computation and analysis of work papers of incurred costs and fees, advance records and other related correspondences. This includes contract/grant briefings, disbursement histories, and other supporting documentation used during the payment review and examination process.
  • Offers technical guidance to contractors and grantees on current status of payments and exchange rate conversions, USAID internal requirements, and terms and conditions of the agreement or grant.

5. Notify internal and external customers of payment or completion of payment process in writing (letter, e-mail, or fax): 5 %

  • Quickly respond to inquiries regarding payment, i.e., inquiries from vendors regarding the payment status of their invoices, or requesting copies of payment notification from USDO Charleston, Treasury Kansas and Local Bank etc.
  • Performs other duties as assigned by the SVE, Controller or his/her designate.

Qualifications, Skills and Experience:  

  • The ideal USAID US Embassy employee should possess a University degree in business administration, finance, accounting, public administration or any other field is required.
  • At least three years of progressively responsible experience in voucher examination/accounts payables, accounting/auditing or related budget and fiscal work is required.
  • Specialized training in USAID’s official computerized accounting and control system (Phoenix), voucher tracking and payment system, American employees’ time and attendance online reporting system (webTA) and new AID worldwide automated travel system (E2). Centrally organized training courses on USAID payment processing and travel voucher examination, internal controls, and financial analysis.
  • Good working knowledge of secretarial and administrative processes, procedures, filing systems and processes, and related matters.
  • Good knowledge of accounting office operations is mandatory.
  • General familiarity with basic accounting principles and concepts, financial management and reporting procedures required.
  • The incumbent must have the ability to establish priorities, organize a large and varied workload in an efficient and timely fashion, and develop procedures for the successful implementation of work assignment.
  • He/she must have excellent skills in using all office equipment, computer applications, MS office suite and Web-based systems. , typing and.
  • The jobholder must also be able to comprehend and logically, accurately and to properly apply the voucher examination process and various and detailed technical regulations, terms, and conditions.
  • He/she must have good typing skills and demonstrable analytical and decision-making abilities.
  • Excellent interpersonal and customer service skills and an ability  to work under minimum supervision are also required.

Language Proficiency:  Good working knowledge of the written and spoken English language (Level 3) is required.

How to Apply for the job:

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

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: 27th August, 2014

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.

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