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Job Title

Accountant

Reference

19-103


 

Advert Details

Recruiter: USAID Kenya Updated on: 2019-07-12 02:10:02
Contract Permanent
Location: Nairobi Available: Immediately
Category: Accounting Offer: FSN-PSC 10(Step 1: 3,012,761 KSHS to Step 13: 5,121,689 per annum)

 

Introduction

The position provides professional accounting advice, assistance and counsel to USAID managers.The primary purpose of these positions is to serve as the primary points of contact and persons responsible for reviewing, analyzing,evaluating, coordinating and reporting financial management information to the Bi-lateral and client Missions for all funds received at post including Program and OE funds
 

Minimum Requirements

Applicants who applied previously by closing date of April 15, 2019 in response to Solicitation Number 19-60 issued on April 15, 2019 do not need to re-apply as those applications will be evaluated along with those received in response to this new solicitation.

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

I.   REQUIRED QUALIFICATIONS

a.  Education:  Bachelor’s degree in Accounting, Finance, Business Administration is required.

b. Prior Work Experience:   A minimum of five years of professional experience in accounting and budgeting is required.  Experience within the U.S. government, a donor agency and/or private sector experience with an international firm is required.    

c.  Post Entry Training: Specialized training courses in USG accounting, USAID financial analysis, data processing and USG contracting is desirable. On-the-Job-Training in USAID accounting policies and procedures, financing methods, cash management procedures, and PHOENIX financial systems operations (procedures, requirements and conventions) and report generation required.  Participation in the FSN Fellowship Program for professional development is permitted.    

d.Language Proficiency:  Level IV (fluent) reading and speaking of English and Swahili is required.

e.  Job Knowledge:  A thorough knowledge of professional accounting principles, theory, practices, and terminology with regard to accounting is required.  A thorough knowledge of laws, regulations, and procedures associated with USAID financial management is also required.  Must understand USAID organization and operations and be familiar with USAID accounting policies and processes.

f.  Skills and Abilities:  A high level of analytical and decision-making abilities and sound judgment are required. Must be able to develop analyze Operating budgets.  Must have strong interpersonal skills and maintain effective working relationships with USAID staff as well as other personnel.  Working knowledge of Word, Excel and PHOENIX is required

II.  EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above.  As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided.  The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored.

      Total possible points:  100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks.   References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria.   USAID reserves the right to conduct interviews with the top ranked short-listed applicants.  The interview will be one of the determining factors in the final selection.


 

Job Specification

Applicants who applied previously by closing date of April 15, 2019 in response to Solicitation Number 19-60 issued on April 15, 2019 do not need to re-apply as those applications will be evaluated along with those received in response to this new solicitation.

  1.  GENERAL INFORMATION

1.  SOLICITATION NO.: 19-103

2.  ISSUANCE DATE: June 27,  2019

3.  CLOSING DATE/TIME FOR RECEIPT OF OFFERS: July 11, 2019 (4:30 PM East Africa Time)

4.  POSITION TITLE: Accountant

5.  MARKET VALUE: Equivalent to FSN-PSC 10 (Step 1: 3,012,761 KSH to Step 13: 5,121,689 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

6.  PERIOD OF PERFORMANCE:  1 year probation period with possibility of contract renewal depending on successful performance, funding availability and continued need for the position.

7. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

8.  SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

9.  STATEMENT OF DUTIES: (See Below)

10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and Current employees of the U.S. Mission.  Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, age, religion, sex, sexual orientation, national origin, political affiliation, disability status, veteran status, marital status or any other characteristic for equality of opportunity in all aspects of employment.

11.  PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

II.  BACKGROUND

This position is valid for multiple positions located in the Accounting operations function of the Office of Financial Management (OFM), USAID/Kenya and East Africa (USAID/KEA). The position provides professional accounting advice, assistance, and counsel to USAID managers. The primary purpose of these positions is to serve as the primary points of contact and persons responsible for reviewing, analyzing, evaluating, coordinating, and reporting financial management information to the Bi-lateral and client Missions for all funds received at post including program funds and Operating Expense (OE) funds. Provides financial management information and advice to USAID/KEA technical office teams, Office of Strategic Planning and Analysis (SPA), Front Office, and the Office of Acquisition and Assistance (OAA). Work closely with partners (contractors and grantees) to advise them on Mission financial policies and procedures.  Works closely with established USAID/W contacts (Bureau and CFO).  Provide financial data to be used for and, participation in budgeting, forecasting and accounting for program and operating expenses. Maintain and periodically reviews, reconciles and balances the technical program accounting and operating expense accounting records for USAID Kenya and East Africa. Prepares periodic reports based on these records, and provides information and advice to Mission management, Strategic Objective (SO) teams, and relevant USAID/Washington personnel.   Provides fund cite for Various Commitment documents.  Commits and obligates funds in financial system, reconciles accounts and provides information to Mission management.  Reviews and reconciles disbursements with Treasury and the US Disbursing Officer each month and prepares journal vouchers to correct records as necessary.  Performs the Close out of purchase orders, grants, contacts and cooperative agreements and de-obligates remaining funds.  Serves as backup to the other Accountants and may be assigned to back up the Chief Accountant.

The OFM portfolio has several accountable units that includes; Kenya and East Africa, OFDA/ECARO, Somalia DCHA/OTI, Sudan, Eritrea, Mauritius and Seychelles. OFM provides Financial Management services to these clients with cumulative project and operating expenses pipeline of approximately $573 million and an operating year budget (OYB) of $573 million. The Office of Financial Management services include but not limited to; Financial Analysis, payment processing, budgeting and reporting. OFM function includes providing financial data to be used for, and participating in, the forecasting of the future resource requirement and providing financial evaluation of work accomplished in comparison to previous plans and forecast. By means of special reports, memoranda, and personal consultation, keeps Mission officials informed concerning existing control procedures and the financial status of the various projects and program activities in effect. Propose financial management improvements to ensure that OFM and Mission functions are conducted in an efficient manner. Work closely with partners (contractors and grantees) to advise them on USAID and Mission financial policies and procedures and also provide assistance to partners in improving their accounting functions in promoting local capacity building under USAID/Forward.

III.  MAJOR DUTIES AND RESPONSIBILITIES 

1.  Accounting:    45%

Perform all project accounting and operating expense activities for USAID/Kenya and East Africa Mission including, Somalia, Office of Foreign Disaster Assistance (OFDA), Office of Transition Initiatives (OTI), and other countries supported by the office as needed. Reviews and provides clearance to strategic objective funding documents such as  Limited Scope Grant Agreements (LSGA), Development Objective Grant Agreement (DOAG), Development Agreement Grant Agreement (DAGA), Modified Acquisition and Assistance Request Documents (MAARD), Implementation Letters, Contracts, Grants, Travel Authorizations, Purchase Orders and Leases to ensure compliance with USAID accounting regulations/policies and procedures.  Based on this review, the incumbent provides funds availability certification to the Mission within each program budget allowance taking into consideration any Congressional earmarks, if any.  The incumbent provides input to activity implementation documents to ensure all accounting concerns are properly addressed.    

Responsible for the establishment and maintenance of formal accounting records through Phoenix. These include, budget allowance ledgers; project and strategic objective ledgers; advance ledgers, obligations, sub commitment, and sub obligation records for activities financed from dollar and local currency funds allowed to the Mission.

Reviews proposed activity budgets for cost allowed, reasonableness, and accuracy. Assigns object class codes (EOCCs) to all obligating documents. Conducts quarterly reviews of un-liquidated program obligations (Section 1311 review) and takes appropriate action to de-obligate funds no longer required. Monitor status of expired obligations and obligations nearing expiration. Execute the de-obligation of funds during the contracts/grants closeout process. Advise CFO/Cash Management and Payments (CMP) section in Washington concerning close-out of instruments financed through Letter of Credit.

Assist the Contracting Officer's Representative (COR)/Agreement Officer's Representative (AOR) in calculating the accruals expenditure. Post the accrual in Phoenix. File all accrual supporting accrual documents electronically.

Provide timely and accurate posting of program and operating expenditure financial transactions in the financial system (PHOENIX). Establishes and maintains supporting records and documentation to support each accounting entry in the PHOENIX financial system for the assigned Strategic Objective or projects, including project or SO papers, agreements and amendments, implementation plans and documents submitted in fulfillment of conditions precedent, project implementation letters, disbursement authorizations, contracts and other documents. Consider exchange rate required for posting dollar amounts related to local currency transactions. Prepares and posts upward and downward adjustments, as necessary, to accommodate exchange rate fluctuations.  Verifies that all transactions posted to the system are in conformance with the Foreign Assistance Framework, ensuring that correct program areas and program elements are used. Also, ensures that all transactions conform to agency guidance, Mission policy and procedures, and most importantly, applicable government regulations including the standardized regulations of the Department of State, applicable sections of the Foreign Affairs Manual and Foreign Affairs Handbooks, and federal travel regulations. Ensures the timely and accurate preparation of all project accounting reports and ensures that all reporting requirements are met.

Perform the reconciliation between the Mission’s reported disbursements and those recorded by USDO Charleston and Bangkok and the U.S. Treasury. Investigate the reconciling items to resolve all discrepancies. Take corrective action to resolve reconciling items in conjunction with the Chief Accountant. Prepare SF 1081s to transfer funds from one appropriation to another.  Prepares journal vouchers to correct double postings or to correct other payments erroneously reported. Prepare SF 224 to reflect all disbursement transactions processed by the accounting station for the particular month. Prepare the 6653 to verify that Mission’s disbursements as reflected in the USDO reconciliation (1221) and the SF 224 with Treasury were prepared correctly. Receives and records inter-agency charges (Interagency Payments and Collections, or IPACs) from other U.S. government agencies. Issue IPACs and supporting documents to other agencies.  Reviews and records General Receipts (collections) received from the sub-cashier in the financial system.

Coordinate with the Contracting Officer, and EXO Procurement office on contract closeouts, including the Mission and USAID/W-funded contracts where OFM is the paying office, by reviewing the expenditures in Phoenix records, and reconciling these with USAID/W records. Also, communicates with Grantees to ensure final payment has been made.  In case of discrepancies, further reviews the records, take the necessary corrective action, and advise USAID/W and the Mission management accordingly.

Provide accounting and financial analysis services for the Ambassadors Self-Help and Democracy and Human Rights Fund activities of the US Embassy Nairobi and regional client Missions.

Perform periodic analysis of both institutional and personnel advances and bill of collection and initiate recovery action.

In coordination with the Chief Accountant, documents policies and procedures governing the project accounting function of the OFM. Considers areas of possible enhancement of project accounting operations and recommends improvements in efficiency and internal control. Reviews certain vouchers to ensure cash and credit card charges are posted to the correct funding documents. Also, helps to calculate and verify the allowances and entitlements for local and offshore USPSC employees. Serve as backup to the other Project or OE Accountant performing the duties of those positions in the absence of one of the incumbents. Occasionally serves as the backup to the Chief Accountant during his/her absence. In this capacity, s/he will be called upon to supervise the accountants and the voucher examiners. In addition, s/he will be required to review and approve payments cleared by the Supervisory Voucher Examiner. Perform other miscellaneous duties as assigned by the Controller, Deputy Controller and/or Chief Accountant.

Travel occasionally in-country or regionally to support and assist technical teams and implementing partners meet program objectives. The incumbent may be required to travel between 15 to 20 percent of the time.

2.  Budgeting and ICASS Analysis:   30%

Budgeting

Develops (Formulate) and monitors budget information for operating expense (OE), Office of Foreign Disaster Assistance (OFDA), Food for Peace (FFP) and program administrative support operations.  This includes capturing and analyzing budgetary information that is necessary for submission of the Mission’s annual reporting (OE and Program Administrative budgets, workforce planning, special operations and account reporting) and implementation of the annual Program Administrative Support Cost Budget (workforce allocation, special requirements, etc.). Obtains, compiles, and summarizes narrative information and quantitative data for use by others within the office; analyses and verifies the costs of line items in the budget and enters the costs in standard forms and schedules; and extracts budget and program data from computer printouts of accounting records, forms, and reports for use by co-workers. Formulates, justifies, presents, and executes the agency’s budget for its information technology program.

Coordinates with the EXO and Program Offices to ensure accurate and timely posting of both Operating Expenses (OE) and Program budget allowances in the financial system (PHOENIX). Tracks and monitors the OE and Program budgets once the Operating Year Budget is approved and ensures allowances are not exceeded. Conducts periodic budget reviews with Mission representatives, alerting them of any control weaknesses and suggests remedial measures. Performs reviews, analyze and develop   detailed pipeline analysis of US Personal Services Contract (USPSC) and Cooperating Country National Personal Services Contract (CCNPSC)  contracts and formulate financial plans for each contract as required by technical and support offices activity managers.

Assist the Assist the Contracting Officer's Representative (COR)/Agreement Officer's Representative (AOR) in preparing contract/grant budgets for new activities, as well as revised budgets for modifying current activities.

Monitors and controls funds usage to ensure the budget is not exceeded. Periodically performs and analysis of past expenditure rates, current and projected pipelines, future burn rates to ensure that adequate funding is always maintained and accurate accruals are prepared.

International Cooperative Administrative Support Services (ICASS) Analysis

Performs the review of ICASS cost sharing budgets and analyzes the USAID/KEA bills for accuracy.  Generates USAID/KEA ICASS workload counts. Collate and coordinate completion and approval of detailed USAID ICASS subscription of services agreements for the 11 USAID ICASS agencies and submission of the signed subscription agreement forms to the Embassy for the upcoming fiscal year; compile USAID Mission static workload counts for Basic Package, Health Services, Local Guard Program, Community Liaison Office (CLO), Security Services, Non-Residential Building Operations, Locally Engaged Staff Services, PABX etc. cost centers and submission of the count to the Embassy. Conduct detailed review and analysis of USAID cumulative workload accounts provided by the Embassy to verify accuracy, completeness and appropriate charging to the various USAID ICASS Agencies.

Reviews, analyzes and reconciles overall USAID workload counts for the 25 cost centers for each of the 11 USAID ICASS “Agencies” ensuring that that they are accurate, reasonable and correctly charged to the right USAID codes. Forward the counts to the EXO for administrative approval. Submit the approved counts to the service provider for ICASS invoicing. Perform detailed review of ICASS cost sharing budgets and analyze the Kenya Complex Initial and final bills for accuracy. Review and analyze Burundi and Djibouti subscription of services agreements, workload counts and both Initial and final ICASS invoices sent by their respective Embassies. Submit the service subscription agreement forms, workload counts and bills to the EXO for approval and communicate to the management findings of the review. Analysis and reconcile by USAID agencies periodic ICASS IPAC tranches charges from Washington and coordinate with the accountants for obligation of adequate funds and posting.

Collate, review, analysis and transmit to the Embassy data used in the issuance of partial year and TDY Invoices for the various USAID ICASS agencies. Review, verify and reconcile the partial year and TDY invoices before approval by the EXO. Provide USAID ICASS codes to the various ICASS service providers for accuracy allocation of costs to the appropriate USAID mission agencies. Respond and act on all ICASS queries and data call from the Washington and USAID ICASS representative for the client Missions serviced.

3.  Reporting:   15%

Prepare timely periodic accounting reports such as detailed quarterly and summarized pipeline reports, expiring funds report; Operating Expenses budget status reports; developing expected burn rates for the upcoming six-month period, and discussing corrective action leading to more timely expenditure of program funds.

Develops internal ad hoc reports with graphical presentation of the financial data to illustrate how efficient programs/sectors are managed. Consult with various technical offices to discuss the program/sector reporting needs. Analyzes the information required, designs, and generates tailored financial reports from the official accounting data.

Collate and coordinate compilation analysis, and submission of periodic accounting reports including those filed through the USAID Financial Data Collection Systems.  These include reporting on Property, Plant and Equipment; Operating Leases; Expendable Property; Payroll-related accruals (Unfunded Annual Leave for PSCs, CCN PSC Separation Pay); and CCN PSC Severance Liability Trust Fund; Government of Kenya (GOK) expenditure and Loan Management reports; Prepares monthly and quarterly cash reconciliation reports including but not limited to the SF224/SF 6653/6655, suspense ageing and SF 6653 as required by USAID/W and US Treasury.  Prepare Partners expenditure report; MI reports, E-2 reports, Advance outstanding reports and other ad-hoc reports as needed.                                                            

 Local Capacity Building 10%

Prepares and designs training materials on different accounting topics for presentation to SO offices, Mission management and new accountants. Conducts periodic briefings for Mission management, AOR’s/COR’s, and implementing partners on changes to USAID financial management guidelines. Employee also participates in resolving grantee/contractor financial reporting problems. In this regard, employee participates in field trips to monitor performance and project/program implementation. He/she further conducts, in conjunction with Financial Analysts, pre- and post-award surveys and financial reviews of prospective and existing grantees to determine the adequacy of their accounting systems and internal controls, their financial status and their financial capability to implement grants.

Prepares and designs training materials on different accounting topics for presentation to SO offices, Mission management and new Controller Office employees and also participate in strengthening partners systems especially the accounting systems both within Kenya and in the East and Central Africa Region. Works with the Local capacity development teams (LCD) in USAID/KEA and client Missions in capacity development programs for local NGOs by training NGOs in financial management.  Performs TDYs in conjunction with the LCD team to client missions to participate in the work of the LCD Team on such visits. Performs training to Local NGOs and Client Mission staff geared towards strengthening their accounting systems.

POSITION ELEMENTS:

a.  Supervision Received:   The incumbent reports to the Chief Accountant, who assigns work primarily in terms of required objectives, with occasional limited specific guidance on constraints and limitations imposed by agency policy statements, laws and regulations.  Occasionally receives assignments directly from the Mission Controller or Deputy Controller, particularly pertaining to special assignments and analytical exercises.  Supervisors are available for consultation on an as‑needed basis.  Work is evaluated based primarily on accomplishments and for compliance with procedures and other guidance. Accuracy is assumed.

b.  Supervision Exercised: This is a non-supervisory position.

c.  Available Guidelines:   USAID CFO Bulletins; the USAID Automated Directives System, Controller Operating Procedures; USAID policies; Department of State Standardized Regulations and Foreign Affairs Handbook and Manuals; OMB Circulars; Treasury Manuals; Federal and USAID procurement regulations; PHOENIX User Guide and GAO and Comptroller General's Decisions.     

d.  Exercise of Judgment:  The highest level of judgment is required in the interpretation and application of appropriate regulations to a wide variety of situations.  The incumbent must also be aware of the types of situations and problems which they must refer to their supervisor.  

e.  Authority to Make Commitments: Incumbent cannot commit the Mission to a course of action unless previously directed by policy. If empowered under specific delegation of authority, employee may clear documents leading to commitments of USAID funds.  While having no direct authority to commit USAID funds, the employee’s analysis, determinations and recommendations are relied on heavily by the authorized officials in making the commitments/obligations.

f.  Nature, Level, and Purpose of Contacts: Contacts include Executive Office staff, other OFM personnel, technical office team leaders, procurement officials, Embassy and Consulate staff, and personnel of other Offices in the Mission and USAID/W staff to ascertain status of events being accounted for and to initiate action to correct records and reports if necessary. These contacts necessary in order to provide or obtain budget and other financial information explain procedures and resolve problems.   

g.  Time Expected to Reach Full Performance Level:  One Year.    

IV.  How to Apply

Step 1:  Register in MyJobsInKenya at www.myjobsinkenya.com     

Step 2:  Complete the job application questionnaire at www.myjobsinkenya.com/usaid. The applicant must answer all the questions in the Questionnaire.

Step 3:  Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents and upload to MyJobsInKenya.

OR

                 External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents and upload to MyJobsInKenya .

Note to Applicants:

1.   Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

 2.  Submissions will only be accepted through www.myjobsinkenya.com/usaid. Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.                                                                                                                                              

USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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