U.S. Embassy recruitment for Document Control Assistants in Abuja
The U.S. Embassy in Abuja, is seeking to employ a suitable and qualified candidate for the position below in the Economic Section:
Job Title: Document Control Assistant
Period of Performance: Five (5) years renewable
Basic Function of the Position
- The Document Control Clerk of USAID/Nigeria is responsible for controlling and managing the document flow of accounting transactions such as obligations, commitments, disbursements, collections, accruals and other manual documents.
- The incumbent supports Voucher Examiners in the Office of Financial Management (OFM) in the examination, analyses and processing payments for a variety of difficult and complex vouchers, including claims against contracts, purchase orders, grants, cooperative agreements and 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 invoices/receipts for all USAID Implementing Partners, including AID/W funded activities, ensuring that documentation comply with the standard requirements.
Major Duties and Responsibilities
Coordinates Agency Secure Image and System Tracking (ASIST) for the OFM: 35%
- Maintains Office of Financial Management electronic/hard copy filing system to ensure that documents are completed in accordance with set filing procedures and processes.
- Initiates creation of new vendors in Phoenix, ensures that vouchers not automatically selected through interface with Phoenix are identified and created manually in ASIST with proper description.
- Checks 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 filing guidelines to ensure documentation is handled in compliance with USAID Records Management Program Automated Directive System (ADS)502; categorize and prepare documents for transfer to Executive Office (EXO) Communications and Records Assistant for archiving in accordance with USAID Records Disposition Handbook.
Creates electronic invoicing documents in Phoenix (momentum): 25 %
- Incumbent receives, date-stamps and logs into the Phoenix system all incoming payments documents, ensures invoices submitted to OFM are complete, valid, proper, adequately supported.
- 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; monitors the flow of payment documentation to ensure that all processed invoices in Phoenix are closed within 30 days and supports the Accounts Payable Unit to comply with requirements of the USG Prompt Pay Act.
- 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 Agreement Officer Representative or Contract Officer Representative (AOR/COR)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 AOR/COR.
Payroll Liaison: 20%
- Provides back-up support to the main payroll liaison (Admin/Financial Assistant) for US Direct Hire (USDH), U.S. Personal Service Contractors (USPSC), Third Country Nationals (TCNs), and Foreign Service Nationals (FSN) payrolls.
- For USDH payroll, reporting includes the use of a specialized software package. USPSC and TCN payroll processing includes the reporting and coordinating payroll reporting with the Regional Payroll Center (USAID/Ghana).
- The bi-weekly FSNs payroll includes payroll processing responsibilities between the Mission and Charleston Financial Service Center (CFSC).
- Responsible for all payroll related matters including but not limited to leave issues, allotments of pay, salary deductions or adjustments, and drafts cables and/or correspondence to effect corrections whenever required.
Establishes and Maintains Contract and Institutional payment files: 20%
- 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.
- Respond to inquiries regarding payment, i.e., inquiries from vendors regarding the payment status of their invoices, or requesting copies of payment notification from United States
- Disbursement Office (USDO) Charleston, Treasury Kansas and Local Bank etc.
- 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; notify internal and external customers of payment or completion of payment process in writing (e- mail, or phone call).
Area of Consideration:
- Nigerians and all individuals eligible to work in Nigeria with a valid Work permit.
- The work requested does not involve undue physical demands.
- Minimum of College/University degree in Business Administration, Accounting or Finance is required.
Prior Work Experience:
- Minimum of three years of progressively responsible experience in voucher examination/accounts payables, or office administration is required.
- (List both English and host country language(s) proficiency requirements by level (II, III) and specialization (sp/read): Level IV (fluent) in English – spoken and written is required.
- Good working knowledge of secretarial and administrative processes, procedures, filing systems and processes, and related matters is required. Good knowledge of accounting office operations is desirable.
Skills and Abilities:
- Must have experience with a desk top computer, Printer, scanner, photocopier, Micro-software packages, i.e. Word, and Excel, payroll software and other automated financial management systems is highly desirable.
Evaluatiion and Selection Factors
Applications will be required to have the minimum qualifications expressed in Section II.
Qualified applicants possessing skills above the minimum requirements will be assessed based on the following factors:
- Education (10 points)
- Work Experience (20 points)
- Knowledge (30 points)
- Language Proficiency (10 points)
- Skills and abilities (30 points).
- N4,766,721.00 equivalent to FSN-7 In accordance with AIDAR Appendix J and the Local Compensation Plan of United States Mission, Nigeria (Effective September 04, 2016). Final compensation will be negotiated within the listed market value.
List of Required Forms for PSC Hires
Once the CO) informs the successful Offer or about being selected for a contract award, the CO will provide the successful Offer or instructions about how to complete and submit the following forms:
- Medical History and Examination Form (Department of State Forms)
- RSO Security Questionnaire
- BI Guide Questionnaire
- THOR Enrollment Intake Form
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
- Health Insurance
- Annual Salary Increase (if applicable)
- Annual and Sick leave
- Annual Bonus
Allowances (as applicable):
- Transportation Allowance
- Meal Allowance
- Miscellaneous Allowance
- Housing Allowance
- The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations. Payment of such taxes is a matter between the individual employee and the Nigerian Government. In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.
- Application for US Federal Employment (DS – 174); or a current resume or curriculum vitae that provides the same information as a DS – 174;
- Any additional documentation that supports or addresses the requirements listed above (e.g.transcripts, degrees, NYSC certificate/exemption etc.)
- A type – written and signed application letter specifically applying for this position, and addressing the minimum requirements as advertised. Please reference the job title and announcement number on the application letter.
- Limit all electronic (e – mail) submissions to one entry/e – mail not larger than 5MB. Please submit attachments in PDF and Word formats, not pictures.
- E – mails received without the appropriate subject line and incomplete applications will not be considered.
- Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 11.
- To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.