Please login/register to apply for this job.
22 Oct 2024
Full-Time PRINCIPAL B CASHIER/ADMINISTRATIVE ASSISTANT
Job Description
VACANCY ANNOUNCEMENT (LONG-TERM PSC)
PRINCIPAL B CASHIER/ADMINISTRATIVE ASSISTANT
Peace Corps Vanuatu wishes to recruit a qualified and motivated candidate for the full- time position of a Principal B Cashier/Administrative Assistant under the supervision of the Director of Management and Operations (DMO).
The Principal B Cashier/Administrative Assistant will:
- Ensures cash flow at all times and monitors cash payments during Pre-Service Training (PST) making sure that there are always cash available for any unexpected situations. Keeps Director of Management and Operations (DMO) and Deputy Director of Management and Operations (DMO) informed at all times on the funds availability in case an emergency.
- Incumbent will be responsible to support staff to support and execute financial management and administrative duties and needs.
- Incumbent is responsible for the permanent Imprest Fund and temporary increases once a year during Pre-Service Training (PST) cycle.
- Makes sure all payments follow regulations and policies, and disbursement documents have appropriate signatures and are accurately computed.
- Incumbent is responsible of updating all the Cashier related policies and ensure that they are signed annually by the CD and DMO as well as obtaining approval from the RSO at the US Embassy. The cashier Policies include:
o Cash Movement Policy
o Emergency Action Plan
o Cashier Policy - Responsible for making cash reimbursements to Peace Corps staff, Peace Corps Volunteers, Peace Corps Trainees, vendors, and service providers for purchases done under the maximum authorized amount as well as waived and/or emergency payments up to $3,000 USDE with the Country Director’s authorization.
- Cashier shall be a purchase card holder and will have the ability to make payments with purchase card only for utilities of the United States Direct Hire (Peace Corps/Vanuatu post leadership) Residences and Peace Corps main office.
- Keep a monthly log of all the payments (transactions)
- Allocate all monthly transactions in the Citibank system
- Follow all Federal Regulations
- Incumbent prepares and submits on a weekly basis to Peace Corps Office of Global Operations (GAP) in Peace Corps Washington, cashier replenishment Bureau Vouchers in accordance with fiscal regulations and guidance ensuring that all receipts and invoices are properly codified translated and that all payments contain back up documentation and obligation documents when required.
- Incumbent is responsible for following-up on the reception of requested checks and EFT (Electronic Funds Transfer) for vendors, volunteers (small grants/Partnership) and departing staff members (final payments). Coordinates with Deputy Director of Management and operations (DDMO) when payments do not arrive on time or seemed to be delayed. Safeguards all checks received until delivery to vendor is made.
- Every Monday, Incumbent reconciles ACDC 013 report received via Secured File Transmission Protocol (SFTP) with FOR Post Web transactions via For Post Web ACDC reconciliation option. Responsible for soliciting corrections to the Peace Corps Cashier Liaison in Washington in case of discrepancies found while reconciling. Maintains current cashier accountability with official USDO accountability (ACDC.013 balances) by clearing/matching transactions weekly.
- Undergoes several unannounced Imprest Fund Verifications within a month conducted by the DMO. The CD as a USDH should conduct an unannounced Imprest Fund Verification at least quarterly. As well as audits conducted by PC General Counsel Auditors or from the Bureau of the Comptroller and Global Financial Services Auditor.
- The cashier is responsible for the timely processing and monitoring of all the payment vouchers, including the scanning and follow up with HQ to ensure they are received in time either by check or Electronic Funds Transfer (EFT).
- Inputs and generates vouchers in For Post Web financial system making sure vouchers hold correct and accurate information regarding the accounting classification system. These vouchers are sent to OCFO/GAP at PC/Washington with all proper back-up documentation for their processing, approximately 200 payment vouchers per fiscal year.
- Assists along with the Administrative Assistant the (PC Response Volunteers) and PC Trainees (PCTs) in opening local personal checking accounts upon arrival at post and once PCTs have been issued their residency card. Provides guidance on how to close bank accounts prior to their departure by informing them of applicable local banking requirements to ensure that Cashier is not responsible for PC Trainee/Volunteer bank accounts.
- Be required to work from Monday-Friday (8AM-5PM) and may have to work evenings, weekends and/ or public holidays during Pre-Service/ In-Service Trainings (IST) or other events; and/ or when there is an emergency.
Required Qualifications:
Applicants for this position must demonstrate the following capabilities:
- Education: A University Degree in Business Administration, Finance, Economics or related field is required. Or in lieu of a university degree, a combination of a Technical Degree in Business Administration or Accounting and an additional three years of relevant experience are required.
- Prior Work Experience: In addition to the above, must have three to five years of extensive related prior experience in finance, accounting, or administration is required.
- Post Entry Training: On the job training on Peace Corps Financial Management System For Post Web (FPW), Peace Corps Imprest Fund Management Regulations, Peace Corps fiscal matters and related administrative regulations and procedures.
- Language Proficiency: Level III English (good working knowledge) ability is required. Advanced level of English and Bislama is required both written and oral.
- Abilities and Skills: Must be able to successfully pass a cashiering skills test administered in addition to the standard interview process. Must have a good working knowledge of such operations as budgets. Must have skills in interpersonal relations and communications. Must be able to prepare accurate reports, make basic calculations and understand petty cash management accounting practices. Must understand and accept
cross-cultural difference and diversity. Should be able to work overtime as occasionally required by the job. Must be proficient in the use of Microsoft applications (Word, Excel, Outlook, Power Point and Internet). - Have a valid driver’s license, for both motor and common. Must know how to drive an automatic and manual transmission.
- Must be able to obtain a local police clearance certificate
- Must be able to successfully pass a background check with the U.S. Embassy’s Regional Security Officer (RSO).
- Desired Qualifications:Prior experience in financial management, cashiering, and administration
- General knowledge of government policies and procedures regarding cashiering
- Punctuality, professionalism and sense of discretion under all circumstances
- Sound judgment, good communication skills, and trustworthiness
Candidates can obtain the full Statement of Work at the Peace Corps office or by emailing [email protected].
Position Elements:
- Supervision Received: This position is under the general supervision of the Director of Management and Operations (DMO) and in her/his/their absence by the Deputy Director of Management and Operations or Country Director.
- Available Guidelines: The Principal B Cashier/Administrative Assistant must follow policies and procedures as outlined in core operating manuals such as Peace Corps Manual (MS), Overseas Financial Management Handbook (OFMH), US Embassy- Bangkok guidelines, and Foreign Affairs Manual (FAM).
- Exercise of Judgment: The Principal B Cashier/Administrative Assistant must resolve simple cashiering and administrative problems with sound judgement; he/she/they must utilize available guidelines for most matters.
- Nature, Level, and Purpose of Contacts: Principal B Cashier/Administrative Assistant has regular contact with staff, Volunteers, Peace Corps Headquarters, local service providers, vendors, and the community at large. These contacts are used to achieve the duties of the Principal B Cashier/Administrative Assistant including payments and liquidations, records and reconciliations, disbursing activities, administrative support, and other duties as assigned.
- Time required to Perform Full Range of Duties after entry into the Position: One year.
How to Apply
Candidates interested in the position should submit: 1) One page Cover Letter addressing interest in the role, 2) Curriculum Vitae/Resume , 3) Valid Driver’s License indicating both motor and common, and 4) Supporting Documentation.
To be considered for the position, you should clearly address the Required Qualifications in your cover letter and resume.
If you fail to submit all the required documents by the below-mentioned deadline, your application will not be considered .
Only Acceptable method of submission includes:
- Email: [email protected]
- Please write in the subject line of the email: { Last Name, First Name, Cashier/Administrative Assistant }
- Attached documents should be in PDF format
Applications must be received no later than 4:30 p.m. Monday 4th November 2024.
Only short-listed applicants will be contacted.
The United States Government does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization, or other non-merit factor.
1180 total views, 47 today
Apply for this Job
For further information on the above job please contact the employer or recruitment agency directly.
You can also apply for the job using the "Apply Online" button below.