Management of the Mission's VAT & Excise Duty Reimbursements - 50%
Serves as the official tax manager for the Mission's USG agencies responsible for the oversight and reimbursement of the Mission's $2.5M VAT and excise tax reimbursement program. Maintains a working relationship with key MFA, TRA and MoF contacts critical the processing and payment of USG tax reimbursements. Responsible for the processing or oversight of $2.5M in refunds annually. Tracks all USG agency 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 tax submission claims and includes all relevant supporting documentation per detailed GoT guidelines.
package to the MFA, TRA and MoF for approval, processing and payment. Systematically logs invoice/refund tracking numbers in MFA and TRA log books to ensure appropriate tracking of all refunds processed. Meets bi-weekly with MFA and TRA contacts on claim processing issues, solving inquiries, and securing payment. Manages the $2.5M reimbursement reconciliation process and ensures proper payment is reimbursed to the appropriate agency.
Fully versed in GoT tax law and detailed TRA regulations critical for to successfully receive full tax reimbursements. Prepares the TRA ITX262.02.E form and all relevant supporting documentation including an Excel spreadsheet listing receipts, plus each original
receipt as per detailed TRA guidelines. 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. Meets with Customs officials as necessary to ensure the Embassy claims are processed promptly. Provides refund notification information to USG agencies on refund status, approvals and reimbursement amounts. Processes over $500,000 annually in excise duty refunds.
Directly responsible for ensuring legal and correct tax reimbursement invoice processing throughout the entire claim payment
lifecycle from receipt of tax invoice to final payment and proper record retention. Responsible for correctly processing annually up to 10,000 vouchers and 15,000 tax invoices/receipts for all Mission USG agencies and their multiple programs. Ensures fiscal tax receipts/invoices are valid, accurate, appropriately signed, and payments are in accordance with all applicable regulations. Responsible for accurately processing some highly complex tax refunds such as local guard invoices and multi-agency funded invoices.
When VAT law or TRA regulations change, incumbent drafts management notices and updates the Mission's VAT reimbursement handbook as needed to inform affected customers. Incumbent also handles any disagreements and issues between the Mission and
TRA using sound judgement as to when to elevate issues to senior management. Provides one-on-one training for successful claim processing and refunds. Advisor to the Management Officer and Financial Management Officer on all GoT tax related matters.
Designated Billing Officer: 30%
Incumbent receives all tax invoices for the Mission as the Designated Billing Officer and routes to appropriate agency, section or office for required approvals and documentation. The incumbent is the FMC point of contact for vendors, service provider staff, and
internal customers with respect to voucher processing and invoice payments. For rejected vouchers the incumbent works with the agency or office submitting the voucher to correct and resubmit. Uses post policy guidance and reasonable judgment to identify invoices suitable for processing at the offshore Post Support Unit versus invoices that should remain at post. Pro-actively follows up with vendors and customers to ensure correct documentation is received on time and payments are processed within the requirements of post's uniform service standards to avoid delinquency and penalty charges associated with Prompt Payment Act.
Voucher Indexing: Incumbent is responsible for all voucher submissions into the voucher invoice processing system. S/he reviews all vouchers submitted for completeness and determines if the voucher should be processed. After the vouchers are deemed adequate to
process, the incumbent accurately enters the voucher into system (eInvoicing).
Mobile Money (MM) Sub-cashier: 10%
Acts as the Mission's MM sub-cashier and account operator. Prepares payment disbursement for all petty cash payment requests submitted to the Embassy's Class B Cashier.
Administrative Support - 10%
Provides administrative and clerical support to the FMC. Responsible for drafting and typing FMC management notices, letters, and cables.