Position No. BLN532006- Voucher Examiner (Joseph Pereira)

13. Basic Functions of Position

All voucher examiners are responsible for knowing how to process all types o vouchers (Purchase

Orders, Representation, Grants, ORE, and Shipping Invoices). They may, ho"'ever, have primary

portfolios in which they are the subject matter experts for that type of vouch r in case of complicated

vouchers.

The primary portfolio for this position includes preparation of Utility Vouche s (Electricity, Water,

Telephone and Cell Phone Bills} for processing in WINACS; Prepare Overtime osts for VIP Visits (CODEL,

Staffdel, POTUS, etc.) for Journal Voucher; Processing of Sh ipping bills through Momentum. Prepare

Monthly Work Load Counts; Payment of Utility Bills by going personally to U ility Companies (on short

notices/when disconnection notices are received); Print Sort and Distribute ES's Earnings and Leave

Statements; Processing emergency manual Travel Claims/Advances in Momentum/WINACS.

The incumbent reports to the Budget and Fiscal Supervisor on a day-to day b< sis. This function includes

the process of rece iving and examining various vendors' invoices covering pu chase orders, shipping bills

towards shipment and clearance charges against purchase orders, UAB shipm~nts, and HHE, etc .

against Post Assignment Travel Authorizations, which request payment in U. or Loca l Currency for

goods and services. Incumbent ensures that an expense has been approved< nd authorized in advance,

that goods and services have been rece ived and delivered and that proper fi5cal appropriations and

authorizations are attached, as well as making certa in vouchering requiremer ts are incorporated,

enabling the certifying officer to transmit payment vouchers via ECS to Bangkpk and through

RFMS/Momentum. Performs Pre-Certification of vouchers like running the U rdisbursed Voucher details

and Summary reports of all agencies at post. Creates Vendor codes and Bank information in

Momentum. Performs Data Entry of Vouchers, Voucher Correction, and Jourr al Vouchers in

RFMS/Momentum. Receives Utility (electricity, water), official telephone, eel phone bills for all

agencies at post, prepares payment vouchers for management approval and ayment through WINACS

accounting and Momentum accounting system.

In case of emergency, handles the payment of utility bills and visits the utility company to pay them

directly, to avoid disconnection of services, or co-ord inates with utility companies to re-connect

electricity supply after payment is made. Incumbent prepares overtime costs for VIP visits (CODEL,

STAFFDEL, and VIP Visits) for journal vouchers of Overtime Costs, to the VIP F seal data . This position

receives various types of travel Requests in E2 and out of E2, for review and ic entification of charging to

respective agency. Receives some specific types of travel claims, out of E2 fo review and processing.

Rece ives Work Load Counts from various sections, reviews them and prepare draft document, for

supervisor approval and forwards to FMC New Delhi. Incumbent correspond with the bank related to

cancellation and re-issuance of checks, as well as ensuring that paid utility bil s are handed over by Bank,

for attaching to certified vouchers and file copies in respective files. The incl mbent properly stores and

safeguards all accounting documents perta ining to the processed voucher for all types of vouchers at

post Prepares vendor payment vouchers for processing in Momentum. Alth :>ugh not part of the

position primary portfolio occasionally and is responsible for handling all asp€ cts of process when

required.

14. Major Duties and Responsibilities %of Time

1. Receives vendor invoices against purchase orders, reconciles the quantity nd description against the

description on the Purchase Orders, checks if the amounts are correct, contacts vendor if any

discrepancy arises, explains to the vendors the reasons thereof, ensures that ouchering requirements

are incorporated, with necessary authorizations, ensure that funds are obliga ed, for processing of

payment by petty cash, check or EFT through WINACS and Momentum accou ~ting systems. Receives

shipping bills towards shipment and local clearance charges, against Purchas Orders (for Official

supplies); UAB, HHE, POV shipment, checks if the rates charged as per the shipping contracts for

processing in Momentum. Enters the processed amounts in the Expense she t in the New Delhi Shared

Drive, for tracking of expenses against PTA ( Post Travel Authorizations) of Ofi icers. Receives electricity

bills and water bills for Government owned buildings and STL residences, teiE phone, cell phones and

blackberry bills of Offices and official users, reviewing them for correctnes~ of bill amounts and

ensuring that they are verified and signed by users. Assigns fiscal data and pr~pares payment vouchers

for management approval for processing payments in WinACS. Sorts the utili y (electricity, telephone

cell phone and blackberry bills}, and hands over the originals along with chec s issued by cashier, to

Bank of America for payments, keeps copies of the utility bills . Receives orig nal paid utility invoices

from Bank, and files them. Maintain individual files for keeping original paid I ills of utility bills of

Government Owned Offices and STL residences of various agencies at post. l~ responsible for data entry

of vouchers, voucher correction, and journal vouchers in RFMS/Momentum. f-reates vendor codes and

Bank details of vendors in Momentum, for processing vendor payments. Rec ives local currency bank

drafts prepared by Bank of America for all utility and lease payments, reprodL ces copies, coordinates

with the bank to ensure that these bank drafts/EFT are received for onward t ansmittal to vendors.

Coordinates with Procurement Office and informs them about receipt of venc or checks, for pick-up from

cashier's office by vendors. Pre-Certification of WINACS Petty Cash Vouchers, before transmission in

COAST Encryption. (SO%)

2. Receives PCS/PTA {Post Assignment Travel Authorzat ions) Travel Claims f om employees, examines

the travel vouchers, reviews to check if travelers have properly claimed only heir authorized expenses,

as per the authorizations, checking to be sure all relevant hotel bills, car rent I bills etc., are attached

and forwards via email to DPSU Bangkok Travel Office for processing. Respor sible for implementation

of the travel Debit Card Program. Responses are prepared for FMC New Del r i, related to ULO

(Unliquidated Obligations) for post issued obligations of prior years for closin~ out long outstanding

unobligated and Unliquidated Obligations and forwards reports to FMC New Pelhi. Processes

Representation claims. Prepares monthly ORE (Official Residence Expenses) ouchers, for payment.

Informs Officers of need to submit SF-1190 -Foreign Allowance Forms, for precessing of Education

Allowance payments, Special Needs Assistance Allowances, Pre-Departure Su psistence Allowances and

prepares payment vouchers, for processing of payments through Momentum Maintains copies of all

SF-1190 payment vouchers. Prepares TQSA (Temporary Quarters Subsistence Allowances) vouchers.

Handles telephone and/or email queries from Officers, regarding the status o their allowance

payments. Prepare various types of vendor payments (reimbursement of De orating Allowance, Grant

payments, shipping costs of POV, HHE, UAB, hospitalization vouchers) .

(25%}

3. Maintain Excel spreadsheets for various types of expenses against Postal otted funds (ICASS,

Program, OBO, MRV, PD and DS), for various VIP and CODEL/STAFDEL visits) . repares Overtime Reports

for VIP Visits and forward details to FMC for Journal Vouchers of costs to VIP iscal data. Maintains

separate Overtime sheet fo r each VIP visit sepa rately, for internal controls. C eate vendor codes in

Momentum, and create bank information for EFT/check payments. (15%)

4. Rece ives Work Load Counts from various sections, reviews them and prep res draf t document, fo r

supervisor approva l and forwa rds to FMC New De lhi. Handles the VAT refun submissions and

prepared statements, during t he absence of the Voucher Exam iner with VAT articula rs . Properly

stores and sa feguards all documents in the form of original vendor vouchers, recessed in WinACS and

Momentum. These records are stored until the t ime of retention in accordan e with the Department of

State guidelines and regu lations. Any other work as assigned by the Budget a d Fiscal Supervisor or

Management Officer. (10%)

Revised: 01/08/2010 Joseph W. Pereira

J>osition No. BLN 532006 -: Joseph W. Pereira

15. Qualifications Required for Effective Performance

a. Education

Commerce Graduate (B.Com) is required.

b. Prior Work Experience

At least 3-4 years of accounting experience of increasing levels of r ·sponsibility

c. Post Entrv Training

On the Job Training and must be able to pass the Voucher Examine 's correspondence within 1 year of hiring.

d. Language Proficiency

Level (4/4) Fluent English language ability in both written and spo en is required; Marathi (Level 3/3); Hindi (Level 4/4).

c .. Job Knowledge

Good -.vorking knowledge is required of State, Standarized Regulat ons, F AM/F AH, specific regulation and procedures of other agencies. To read, unde stand and interpret agency regulations and related materials, to prepare correspondcnc and reports. To communicate c!Tectively with staiT members and general public

f. Skills and Abilities

Must be skmed in operating calculators. Must be able to type (mini um 40 wpm) with accuracy and speed. Knowledge and working with Microsoft appli ations especially Excel, Word. Knowledge of operating U.S. Department Financial " ccounting Software/Systems.

16. Position Elements

a. Supervision Received

\Vork is assigned by section head with assigned duties; independen ly working in the assigned area, supervision required for consistency and accuracy.

.. . '

b. Supervision Exercised;

N/A

c. Available Guidelines

4 F AM/FAH, 6FAMI6 F AH, Standarized Regulations and establish d procedures. Other guidance available on-line and via cable.

d. Exercise of Judgment

Within the area of assignment of job, judgment is exercised.

e. Authoritv to Make Commitments: N/A

f. Nature, Level and Purpose of Contacts.

Working level contacts with utility companies (while making water electricity, telephone, cell phone bil ls ofUSG, when required); Hospitals (for aking payments of Pre-employment medical bills ofFSN's). Communicates with Ame ican OtTicers regarding Travel Vouchers

g. Time Expected to Reach Full Performance Level

One Year

Date: l/8/20 I 0 (Joseph W . Pereira)