Belgium Job Openings

Embassy Brussels

Voucher Examiner/Office Coordinator (open to all)

Brussels

FULL TIME

August 1, 2024

Hiring Path:

Open to the public

Who May Apply/Clarification From the Agency:

For USEFM - FP is 08. Actual FP salary determined by Washington D.C.

All Interested Applicants / All Sources

!!! Post policy update: Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply. !!!

If the candidate meets all of the onboarding criteria they could start working as of immediately.

Security Clearance Required:

Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:

Indefinite subject to successful completion of initial one-year contract.

Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The work schedule for this position is Full Time (38 hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time (15 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

If the candidate meets all of the onboarding criteria they could start working as of immediately.

Supervisory Position:

Relocation Expenses Reimbursed:

Duties

The primary responsibility of this position is to maintain a portfolio of payments for which he/she will be responsible and will take all necessary steps to ensure that payments are proper, legal, and correct. These payments cover a wide range of contracts of varying complexities. Analyzes, audits, and submits vouchers to Post Support Unit for payment and performs vouchering duties for one-time payments to international organizations and other urgent/complicated requests for processing at post. In addition, acts as main Accounts Receivable point of contact responsible for promptly recording, communicating and following up U.S. Government Debt Collections (i.e. employee receivables, vendor refunds, VAT refunds). Finally, the incumbent will also be the office administrative assistant for the Financial Management Center.

Voucher Examining (65%)

This position has a portfolio of approximately 650+ payments annually, including payments to International Organizations, as well as wide range of other contracts, grants, purchase orders, leases, and blanket purchase agreements of varying complexities. The incumbent will be responsible and will take all necessary steps to ensure that all payments are proper, legal, and correct. Reviews all invoices or requests for payment against applicable contracts, purchase order or other supporting documents to ascertain whether all terms and conditions have been met. Analyzes, audits, and submits vouchers to offshore processing centers for payment. Coordinates with all pertinent personnel and sections of the Tri-Mission to obtain adequate signatures and authorizations to execute payments. Contacts vendors regarding inaccurate invoices, unpaid invoices, and invoices without any reference to contract, purchase order, or blanket purchase agreement. Solves invoicing issues directly with the vendor either by requesting a new invoice or credit notes, where applicable.

Accounts Receivable (10%)

Maintains the Accounts Receivable Database based on information received from the different sections (such as housing and warehouse for property damages, etc.) and follows up on all receivables, such as language training, Outstanding Travel Advances, Home/Office transportation, personal telephone bills, medical claims, etc., in order to ensure collection in due time.

Office Manager (20%)

Plays a key role managing office logistics and ensures that financial activities run efficiently by assisting FMO and FMC staff with planning and organizing meetings. Ensures adequate supplies and equipment for the office. Coordinates maintenance & repair of floor logistics and arranges for replacement of failed equipment. Handles Procurement requests for the office and reviews/approves delivery of items. Is responsible for accurate completion of the team’s Time & Attendance. Prepares reports and assembles documents—information for post inspections or audits by other agencies.

Other duties as assigned (5%)

Qualifications and Evaluations

Requirements:

EXPERIENCE: Two years progressively responsible work in finance or administrative environment is required.

JOB KNOWLEDGE: Incumbent must quickly become knowledgeable of 3 FAM, 4 FAM, 6 FAM, Standardized Regulations, grants, RFMS and COAST, ILMS and Ariba. Incumbent must have a very good understanding of various agencies fiscal coding structures to enable him/her to use the proper fiscal data for each transaction.

Education Requirements:

Two years of college or technical study in accounting, auditing, or business administration.

Evaluations:

LANGUAGE: Fluency in English. Good working knowledge in French or Dutch. This may be tested.

SKILLS AND ABILITIES: Must possess good organizational and analytical skills. Incumbent must have a high level of interpersonal skills and a customer-oriented attitude, including a facility in relating to customers. Must be flexible and adaptive to changing priorities. Incumbent must be meticulous in record keeping and have the ability to properly maintain Accounts Receivable and Voucher files and must be able to think, act, plan and write in conformance with the USG regulations. As payment vouchers related to medicals and contracts often involve complex procedures and problems, incumbent must have the ability to use discretion and sound judgment based on a comprehensive understanding of all pertinent regulations, GAO decisions, and applicable legal precedents.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications. All candidates must be able to obtain and hold a Sensitive But Unclassified (SBU) certification.

Benefits and Other Info

Benefits:

Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Brussels may receive a compensation package that may include extra-legal benefits: life insurance, hospitalization insurance (family included), meal tickets, transportation reimbursements, seniority leave, special holidays, training, etc.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:

AEFM / USEFM who is a preference-eligible U.S. Veteran*

AEFM / USEFM

FS on LWOP and CS with reemployment rights **

IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

All applicants must create an ERA profile and submit their complete application through ERA for each vacancy of their interest.

A complete application means that your ERA profile outlines how you meet the minimum qualifications as listed in the vacancy announcement (education, experience and language proficiency), and contains the required attachments.

For more information on how to apply visit the Mission internet site.

Required Documents:

NOTE: Resume and cover letter are not required documents and will not be considered in the recruitment process. Instead please complete your Electronic Recruitment Application profile thoroughly to capture all information you would like for the recruiters to consider.

To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.

All Applicants:

Residency and/or Work Permit

Proof of education (preferably a copy recognized by Belgian/U.S. authorities*)

Language Scores (if available)

Eligible Family Member Applicants:

Copy of Sponsor's Orders/Assignment Notification (or equivalent)
Passport copy
DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
SF-50 (if applicable)

Clarification:

If you have a diploma of one of the following countries, your diploma is automatically recognized:

Belgium

Netherlands

Luxembourg

International diplomas awarded by the European University Institute Firenze

In case you have a foreign diploma from a country not listed above, preferably submit the professionally recognized version by cfwb/naric as outlined on our website. The recognition type that applies for this vacancy is: specific recognition. The process may take about 120 days.

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

Applicants, who may need reasonable accommodation during the interview process may contact the Human Resources Office to coordinate the reasonable accommodation at the moment when they receive the invitation to a test/interview.

For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Mission in Brussels.

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