I. INTRODUCTION This position is located in Financial Management Office, USAID/Iraq. The USAID program in Iraq consists of emergency relief, humanitarian assistance and reconstruction activities currently valued at $4.6 billion, implemented through large, complex contracts and grants. The primary purpose of this position is to serve as the supervisor of the voucher examining section, financial analyst, and senior financial advisor to the Controller and Deputy Controller on all aspects of the Mission’s internal management. This position is initially offered for a 12-month period, with the potential of a 24 month extension in the form of two 1 year options. As a USAID employee, the incumbent carries responsibility to understand and incorporate the Agency’s five core values in all aspects of his/her work. These core values are: (1) Customer focus, (2) Results orientation, (3) Empowerment and accountability, (4) Teamwork and participation, and (5) Valuing Diversity. II. OBJECTIVE The Supervisory Voucher Examiner position is based in Baghdad, Iraq and is responsible for supervising the examination of a full range of payment claims and vouchers for the USAID/Iraq program, including difficult and complex invoices for payment of goods and services relating to USAID technical project type activities. Over 1,000 vouchers are paid annually, the majority of which are highly complex, project-related invoices. The position also performs analysis of program and administrative funds for USAID/Iraq Mission. Additional responsibilities include supervising financial reviews and assessments of prospective grantees and contractors to ensure that their financial accounting systems and records are adequate to receive U.S. government funding. The position supervises, manages and trains two to three voucher examiners, one to two Financial Analysts, a Cashier and a contractor performing banking services. The Supervisor of the VEs/FAs will expedite the training and capabilities of the FSNs. This will enable USAID/Iraq to continue to increase and improve Financial Management services and operations as we transition to a fully operating accounting station. III. DETAILED DUTIES AND RESPONSIBILITIES Supervision, Management and Training Duties 25% The position supervises, manages and trains two to three voucher examiners, one to two Financial Analysts, a Cashier and USAID contractor providing banking services. This requires developing, implementing and monitoring long-term and weekly work plans to meet the needs of FMO and the Mission. To complement this work plan, the Supervisor will develop and implement individual training plans which include on-the-job and formal training lessons in Iraq, Jordan and other locations. An in-depth tracking sheet of the status of the work and training plan will be developed and maintained by the supervisor. These training and work plans are aimed at expediting the skills and capabilities of the FSNs in order to take on more higher level financial management responsibilities and services. The Supervisor will also coordinate with the Iraq Financial Management Office in Amman to ensure the most cost effective procedures and systems are in place for financial analysis and vouchering needs. Voucher Examiner Section 25% This position supervises and trains on the examination of invoices for long-term, multi million dollar projects and USAID programs, including direct technical assistance contractors and grantees. This position’s responsibilities include analyzing invoices to ensure that claims are in accordance with contract provisions, proper budget line items, application of indirect cost rates and rate adjustments, and the required level of effort and payment documentation. He/she also ensures that payments are in accordance with applicable U.S. laws and regulations. Examines technical assistance project vouchers, including payments under indefinite quantity contracts, purchase orders, fixed fee and cost reimbursement contracts, and funds disbursed and managed by contractors. The position also reviews requests for advances and maintains control with the expense reports submitted by the various contractors and grantees. Some of the contracts examined are funded from multiple appropriations. As the Supervisory Voucher Examiner, he/she: reviews vouchers to verify that appropriate authorizations and certifications are present and that valid supporting documentation and/or receipts are attached, corresponds, both orally and written, with contractors, vendors, and employees concerning vouchers being examined to request additional information regarding invoices and to provide guidance on voucher requirements, determines if payments are in compliance with USAID regulations, agreements, mission orders are mathematically correct, and that sufficient funds committed or obligated funds are available, prepares drafts outlining rationales concerning disallowances for project accountants' uses in communicating with contractors or vendors, prepares written justifications for any major suspended, questioned payments and relays information to the CTO/Activity manager, as well as copies of all final paid vouchers, develops and maintains a payments tracking and logging system in the computer to keep track of funds availability and for posting and reconciliation purposes, ensures that all certified vouchers are filed, and implements procedural safeguards to ensure that improper or duplicate payments do not occur. This position is also responsible for supervising the preparation of monthly payments of all allowances for all employees (DHs, USPSCs and TCNs) including Danger Pay, Post Differential , SMA ,FSTA and COLA and keeps track of all arrivals and departures in a excel sheets for the purposes of preparing the TDYs’ and contractors’ benefits, such as allowances and travel vouchers. This is a highly complex and intricate task. Financial Analysis 15% This position applies professional financial analysis methods and techniques, including financial management indicators, in order to analyze the financial viability of proposed USAID projects and activities and the adequacy of funding during implementation. In collaboration with USAID/Jordan’s Financial Management Office, the Financial Analyst reviews the financial information and reporting systems for all contracts, grant activities and task orders to ensure compliance with the terms of the agreement and are cost effective. In addition, this position is responsible for supervising the forecasting of future resource requirements by providing financial data for the sector portfolio and administrative expenses. This includes pipeline analysis to facilitate an orderly and timely flow of funds obligated and available for program implementation to ensure that sufficient funds are available for each activity and not in excess of current requirements. Monitoring 15% This position works in collaboration with appropriate USAID/Iraq and the Asia and Near East Bureau (ANE in USAID/Washington) staff to assist in developing and maintaining a comprehensive monitoring system to track program implementation. Due to the security situation in Iraq, a normal level of activity monitoring is not possible. Therefore, it is important for this position to maintain a system of assessing risk for each of the USAID funded activities. Furthermore, this position will supervise and provide on-the-job training in order for FMO FSNs to effectively perform financial monitoring of USAID’s contractors, vendors and grantees. This position also coordinates with key Mission staff in setting up account and tracking systems while integrating financial controls into the implementation mechanisms for each contract or grant within the program sector. In addition, the position ensures that financing and reporting procedures, which conform to USAID’s financial and program reporting systems and with the requirements and limitations of USG are fully considered and set forth in grant projects and contract agreements. Cashier Functions 10% This position Supervises Cash Operations with cash advance of $250,000 (U.S. dollars) replenished every two weeks, or more frequently when necessary. Reconciliation is done monthly after correctness of payments is verified. Tracks interim cash advances to ensure these are accounted for or repaid. Maintains detailed accounting records of all cash transactions and forecast future cash needs. Replenishment for sub cashier is accomplished on almost a daily basis, with reconciliation at least monthly. Vouchers are filed by payments by type, such as: building and residential maintenance, supplies, travel, project expenses, etc, and assigns voucher numbers and sends vouchers for approval and certification. Supervises cash replenishments through coordination with Citibank Amman and correspondents banks in Baghdad. Works closely with Citibank Amman and local Baghdad banks to ensure the most cost effective and accountable banking services are provided to USAID. Performs periodic surprise cash accounts and makes recommendations to the Deputy Controller on improving internal control and cashier procedures. Other Requirements 10% Prepares special management financial reports for USAID top level management, US Embassy, Government of Iraq and other organizations critical to the development of Iraq. Liaises with the RIG, USAID/W, Grantees, Contractors, DCAA, US Embassy, Government of Iraq and other organizations on financial and performance audits, financial and internal control reviews and other requirements. Other tasks that may be assigned by the his/her supervisors. IV. QUALIFICATIONS AND SELECTION CRITERIA Candidates will be evaluated and ranked based on the following selection criteria: Education (15 Points): The successful candidate must possess a university degree in accounting, commerce, business administration, or a similar field. Eight years or more work experience in processing payments in a financial management office may be substituted for a university degree. An advanced degree or coursework in one of these fields is desirable. Experience (20 Points): Six to eight years of progressively responsible experience in payment operations, voucher examining, accounting, or related fiscal work is required. At least three years of this relevant work experience should have been in payment operations and voucher examining. A minimum of three years specific experience in a financial management office is also required. Demonstrated ability to work in teams (i.e., team player skills) and commitment to the team mode of operation, with proven organizational and administrative skills is required. Prior work experience in USAID payment operations, voucher examining, and MACS/MACSTrax financial systems software is highly desirable. Language Proficiency (10 Points): Fluency in English is required to properly understand and apply complex contract terms and USAID regulations. Fluent Arabic is highly desirable. Knowledge (20 Points): A thorough knowledge of accounting and payment policies and procedures is required. A comprehensive understanding of payment operations and the systems supporting such operations (MACS/MACSTRAX, ECS, FEDTAX II, AETA, etc) is required. Complete familiarity with: Automative Directive Systems (ADS), the Prompt Payment Act, Federal Travel Regulations, Standardized Regulations, and standard payment provisions of USAID contracts and grants is highly desired. General familiarity with other relevant USG (GAO, OMB, and Treasury) policies and regulations which affect the payment of claims against USAID acquisition and assistance instruments, including the Federal Acquisition Regulations (FAR), is desirable. Knowledge of USAID development project planning and implementation procedures, and of USAID organization and operations is also desirable. Skills and Abilities (15 Points): Candidate must possess sound and independent judgment with the skills to plan, monitor and adjust the payment cycle for large volumes of claims on a daily and weekly basis in a heavy workload/high stress environment. Candidate must also have initiative, excellent analytical ability, and mathematical skills to properly apply detailed regulations, procedures, and contract conditions to the voucher examination process; must have tact and excellent interpersonal skills to explain, clearly and convincingly, voucher examination procedures and the rationale for payment disallowances. Willingness to work extraordinary hours of overtime in support of the USAID/Iraq mission is also required. Ability to perform in a team spirit and to maintain cordial and professional relationships with USAID staff in Baghdad and Amman is essential. Excellent interpersonal skills and a genuine interest in supporting the Baghdad Mission staff with expedient program implementation and training are necessary. The candidate will have outside contact with development partners and the banking community in Iraq and Jordan. Demonstrated ability to work in teams (i.e., team player skills) and commitment to the team mode of operation, with proven organizational and administrative skills is required. Supervision and Management Responsibilities (20 Points): Ability to work independently with minimal supervision from the Controller Iraq, FM and supervises and train local FSN Voucher Examiners, Financial Analysts and a Cashier at different levels. V. COMPENSATION The term of the contract will be for one year from on/about October 15, 2004 to on/about October 14, 2005 which may be extended for another two years upon mutual agreement and subject to satisfactory performance and availability of funds. This position has been classified at a U.S. Government GS 13. The actual salary of the successful candidate will be negotiated depending on qualifications and previous salary history. VI. BENEFITS/ALLOWANCES/TAXES: As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident Hire employee may only be eligible for those benefits listed under item A below.) A. BENEFITS: Employee's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Eligibility for Worker's Compensation Annual & Sick Leave Access to Embassy medical facilities, commissary and pouch mail service Shipment and Storage of Household Effects Shipment of POV Dependent travel and other offshore benefits B. ALLOWANCES (If Applicable): Temporary Lodging Allowance (Section 120) Living Quarters Allowance (Section 130) Post Allowance (Section 220) Supplemental Post Allowance (Section 230) Post Differential (Chapter 500) Payments during Evacuation/Authorized Departure (Section 600) and Danger Pay (Section 650) Educational Allowance (Section 270) Separate Maintenance Allowance (Section 260) Educational Travel (Section 280) C. FEDERAL TAXES: USPSCs and TCNPSC green card holders are not exempt from payment of Federal Income taxes under the foreign earned income exclusion. VII. APPLYING: Qualified individuals are requested to submit a U.S. government Standard Form 171 or Optional Form 612 which are available at the USAID website http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/forms.html, http://www.usajobs.opm.gov/forms.asp, or at Federal offices. All applications should be submitted electronically to: Fernando Cossich Executive Officer USAID Iraq Email:
[email protected] All applications should be received by the closing date and time previously specified. To ensure consideration of applications for the intended position, please reference the solicitation number on your application and as the subject line in any cover letter. The highest ranking may be selected for the position without interview. Point of Contact Jim Redder, Controller, Phone (in Iraq) - (+1) 202-216-6276 #1008; Fax (+1) 202-216-62-893 Email:
[email protected]; Fernando Cossich, Executive Officer, Phone (in Iraq) – (+1) 202-216-6276 #1008; Fax (+1) 202-216-62-893 Email:
[email protected] . VII. LIST OF REQUIRED FORMS FOR PSCS: Forms outlined below can found at: http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/ 1. Standard Form 171 or Optional Form 612. 2. Contractor Physical Examination (AID Form 1420-62).** 3. AID 6-1 (Request for Security Action)** 4. SF-86 (Questionnaire for National Security Positions)** 5. FD-258 (Fingerprint Cards) 2 each** 6. AID 610-14 (Authority for Release of Information)** 7. AID 6-85 (Foreign Residence Data)** 8. Fair Credit Reporting Act of 1970, As Amended** 9. Notice Required by the Privacy Act of 1974** ** Forms 2 through 9 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. Note: The selected individual shall be required to obtain a security clearance. All dependents who will be on the Contractor’s orders must also be able to obtain medical clearances. IX. CONTRACT INFORMATION BULLETINS (CIBS) PERTAINING TO PSCS: CIBs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to this website http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/ to determine which CIBS apply to this contract. Additionally, AIDAR Appendixes D or J also applies to PSCs, which can be found at: http://www.usaid.gov/policy/ads/300/aidar.pdf NOTE: E-mail is the preferred method of contact.