ADMINISTRATIVE CLERK – VAT SPECIALIST (RE-ADVERTISED)-US Mission in Dar es Salaam

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ADMINISTRATIVE CLERK – VAT SPECIALIST (RE-ADVERTISED) POSITION DESCRIPTION:

 

The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Administrative Clerk –T&A/VAT in the Budget and Fiscal Section.

BASIC FUNCTION OF POSITION

Manages Post's value added tax (VAT) refund process for all official transactions as well as all personal VAT for United States’ direct-hire employees. Logs, and tracks all VAT & excise duty refund packages and troubleshoots with the Tanzania Revenue Authority (TRA) and Customs Officials as needed. Serves as a voucher examination clerk, logging all vendor/customer invoices into Excel spreadsheets, providing payment notifications to vendors and maintaining order in the Budget &Finance (B&F) filing room. Provides general administrative duties to the B&F section.

MAJOR DUTIES AND RESPONSIBILITIES:

Management of Post's VAT & Excise Duty Refunds –
60% of Time

Serves as Post's primary POC for all matters related to refunds of official and personal (USDH) value added tax (VAT), and maintains a solid working relationship with key TRA contacts. Processes official VAT refunds totaling approximately $30,000 annually. Tracks all vendor invoices eligible for VAT refunds via an Excel spreadsheet noting invoice date, vendor, total cost, and total VAT refund due. Maintains a numerical recording system which uniquely identifies each invoice/refund request for easy reference. Prepares the TRA VAT form and attaches all relevant supporting documentation per detailed TRA guidelines. Obtains appropriate Embassy management signatures and submits refund request package to the Ministry of Foreign Affairs (MFA) and then TRA for final processing. Systematically logs invoice/refund tracking numbers in MFA and TRA log books to ensure appropriate tracking of all refunds processed. Follows up on all outstanding claims with MFA or TRA as required. Scans the TRA notice of refund completion and sends to Class B Cashier along with Excel data to allow the Cashier to fully process the deposited funds.

Processes all personal VAT refunds for over 100 direct-hire Americans at Post (approximately $18,000) C. Fully versed in the detailed TRA requirements for successfully filing personal VAT refunds. Provides one-on-one training to new American personnel on how to obtain appropriate VAT receipts. Collects receipts from Americans and enters each receipt into a detailed Excel spreadsheet for the employee. Prepares the TRA ITX262.02.E form (previously VAT207), attaching all relevant supporting documentation including an Excel spreadsheet listing receipts, plus each original receipt as per detailed TRA guidelines. Obatins appropriate Embassy management signatures and submits refund request package to the MFA and then TRA for processing. Systematically logs invoice/refund tracking numbers in MFA/TRA log books to ensure appropriate tracking of all refunds. Follows up on all outstanding personal claims with MFA or TRA as required. Scans the TRA notice of refund completion and sends to the Class B Cashier along with Excel data to allow the Cashier to disburse accordingly to American bank accounts on record.

Liaises with appropriate Customs officials to process refunds for excise duty on diesel and petrol fuel purchased by the Mission. Prepares appropriate Customs documentation and obtains required signatures. Records all refund claims in a detailed Excel spreadsheet noting fuel quantities, total cost, excise cost and dates sent to Customs for refund processing. Follows up with Customs as necessary to ensure the Embassy claims are processed promptly. Provides refund notification information to the B&F Budget Analysts and Class B Cashier for final refund to the proper fund cite. Processes on average $50,000 annually in excise duty refunds.

When TRA regulations change, incumbent drafts management notices and updates post's personal VAT reimbursement handbook as needed to inform affected customers. Incumbent also handles any disagreements between TRA and Post or Americans on refunds, using sound judgement as to when to elevate issues to senior management.

Voucher Invoice Tracking –
30% of Time

Provides invoice tracking support to the Voucher Examination Section. Receives all vendor/customer invoices, date stamps the invoices and reviews that the invoice is prepared correctly for VAT refund as needed. Immediately contacts vendors who do not provide the appropriate TRA fiscal receipts needed for refund. Registers all invoices in an Excel spreadsheet using a tracking system for easy reference/identification. Electronically scans invoices for the record and distributes to the appropriate voucher examiner for payment processing. Regularly reviews COAST software data to check if invoices have been paid, and sends an email payment notification to vendors once payment is made. Fully updates all processing milestone dates for invoices in the Excel spreadsheet to aid in quarterly Voucher Examination section audits.

Files all processed payment vouchers. Holds primary responsibility for organizing the file room to ensure voucher documents are easy to find. Ensures that old vouchers are appropriately boxed and sent to the Warehouse for storage according to FAM/FAH file management guidelines.

Administrative Support –
10% of Time

Provides secretarial/clerical support to the B&F office. Types cables, memos, and letters from drafts. Responsible for drafting and typing some management notices, letters, and cable responses for ongoing projects.

Schedules meetings and appointments for the Financial Management Officer and B&F office as a whole. Answers the telephone and determines whether the caller should be referred to other offices. Serves as receptionist for visitors. Prepares desk space for new B&F staff and TDYers, liaising with appropriate offices such as IRM for computer connectivity.

Coordinates inter-office actions and programs within the B&F section and acts as an initial point of contact for miscellaneous inquiries on financial matters.

Opens all incoming mail, registers/dates, and distributes to offices concerned, maintains actions logs, and follows-up to ensure actions are taken in timely manner.

Keeps the Financial Management Officer and Financial Specialist informed on all issues and developments within the Embassy operations.

Serves as Timekeeper for section. Records time and attendance for all employees of Section. Manages time and attendance reporting through WINTA system.

Other duties as assigned by the Financial Management Officer and/or supervisor.

QUALIFICATIONS REQUIRED
All applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

Education:
Completion of Advanced level Secondary School (Form VI) is required. 2 years of college/university studies in Business is required.

Experience:
Two years of Administrative experience is required.
Language:
Level IV (fluent) in English and Kiswahili (speaking, writing and reading) is required. (This will be tested)

Skills and Abilities:
The position requires a self-starter and independently motivated employee, as the workload is high. Level II typing (40 wpm) is required. Proficiency in computers is required (e.g., Microsoft Word, Excel, and Outlook) is required. (This will be tested).
Job Knowledge:
Must have a good general knowledge of formal correspondence instructions/procedures, and of office procedures is required.
APPLICATION INSTRUCTIONS:

 

Online application, click APPLY NOW below


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