Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Caroline S. Sello

Hartbeespoort

Summary

Professional with strong experience in financial and administrative operations, ready to excel in this role. Expertise in processing and verifying vouchers, ensuring compliance with policies, and resolving discrepancies efficiently. Highly focused on team collaboration and delivering results, reliable and adaptable to changing needs. Skilled in data analysis, problem-solving, and maintaining accurate records, valued for integrity and precision.

Overview

21
21
years of professional experience

Work History

Voucher Examiner-Financial Management Office

USAID/Southern Africa
03.2020 - Current
  • Examines complex, long term project and operating expense invoices to ensure conformance with the terms of the original contract or authorization as well as pertinent USG regulations, while ensuring proper application of Prompt Payment Act and Mission policies.
  • Performs routinely independent financial analysis, comprehensive reconciliations, difficult calculations, and advance liquidations.
  • Prepare and recommend rationales concerning any portion of disallowance's, when appropriate, for ineligible payment requests or lack of supporting documentation.
  • Uphold and ensures established controls are effectively working to prevent duplicate payments by using the accounting system, Phoenix, which includes 20 document types and 100 transactions types, covering a wide variety of vouchers with multiple accounting lines and obligations.
  • Reviews, analyzes, and resolves any issues discovered during the voucher examination process and posts disbursement accounting entries accurately to the financial management system, Phoenix.
  • Track payment status using the payment tracking system.
  • Communicates with contractors, grant officials, vendors, and employees, both orally and in writing, to provide guidance and to interpret the Agency’s voucher auditing requirements.
  • Consults with accountants and accounting technicians to analyze cash status reports, to verify accuracy of expenditure reports submitted by grantees for reimbursement, to liquidate advances, or before processing requests for additional advances.
  • Acts as the Mission’s primary Travel Authorization (TA) estimation expert. This requires a complete and in-depth knowledge of all applicable USG travel regulations.
  • Work on small special projects or assignments as required (VAT processing, medical claims).

Human Resource Contract Assistant

USAID/Southern Africa
11.2010 - 02.2020
  • USPSC & TCNPSC Recruitment – South Africa, Angola, Namibia, Botswana, Lesotho and Swaziland
  • Start the recruitment process for Mission SA and the above-mentioned Regional Missions.
  • Submit the PD/position description received from the hiring office to HR Supervisor for Benchmarking to determine the position grade per CIB 89-11 and AAPD 04-13;
  • Coordinating with hiring office or creating the GLAAS requisitions (REQ’s) to commit funds prior posting the position;
  • Assisting our Mission and other Regional Missions to resolve GLAAS errors, especially queries related to REQM’s or REQ’s for US/ TCNPSC’s;
  • Obtaining OHR/Washington (HCTM) approval to advertise or extend existing contracts;
  • Drafting and finalizing solicitations;
  • Posting advertisements/Solicitation onto FedBiz Ops/SAM.bit and USAID General Notices;
  • Monitoring the receipt, review, and screening of applications and identifying qualified candidates;
  • Reviewing applications, screening out those that do not meet basic requirements per the solicitation;
  • Arranging and organization of interview panels with shortlisted candidates as well as serving on the TEC panels as an advisor/observer;
  • Closing out the recruitment process by sending letters to all applicants interviewed; and
  • Initiating salary offer upon receipt of Selection Memo from Technical Evaluations Committee (TEC) Chairperson
  • Assist new employees to register for their DUNS numbers and register on the SAM system – this enables us to register for their vendor codes.
  • Check if the incoming employees are not marked on the SAM system as debarred.
  • USPSC & TCNPSC Contracting
  • Negotiating salary and benefits with incumbents (in coordination with the S/REXO Contracting Officer);
  • Initiating medical and security clearances with respective offices in Washington in the case of USPSCs and Regional Security Offices in the case of TCNPSCs;
  • Ensuring the completion and submission of personal information forms, emergency contact information and banking information by personal service contractors;
  • Requesting accounting and appropriation data from the Regional Financial Management Office to ensure funds availability for US/TCN Personal Services Contracts (Regional and Bilateral) as well as all required follow-up;
  • Prepare contracts and contract budgets;
  • Drafting documentation pertaining to contract renewals and their related negotiation memoranda;
  • Tracking action on US/TCN PSC files for modification, amendment, closeout or renewal and gives advance notification to the Team Leader/Office Chief on GLAAS S and other relevant contract action requirements;
  • Ensure all 1311 reports received from FMO are adhered to by obligating all open commitments and de-obligating all expired funds under existing or closed contracts; and
  • Maintaining all contracting files in accordance with established format. File documents and maintaining office filing systems including archiving of all files according the Automated Directive Systems (ADS) and ASSIST.
  • Review un-liquidated obligations on a bi-weekly basis to determine if the funding is still sufficient or if there is a need to increase the obligation.
  • USDH Assignment and Departure
  • Upon arrival:
  • Overseeing the preparations/dissemination of in-hire required documentation including concurrence cables and diplomatic title cables before arrival;
  • Ensuring and coordinating with Financial Management Office that the required accounting and appropriation data is received by Washington/HR and committed prior the incoming employee arrive at post;
  • Issuing a request for Announcement to the Department of International Relations and Co-operation (DIRCO) through the Embassy Human Resources Office, upon receipt of an Assignment Cable;
  • Informing all relevant Mission and US Embassy offices (HR, GSO, Shipping & Customs) of new arrival and providing copies of assignment cable and announcement;
  • Providing required forms and guidance for their completion (includes: Check In packages, Arrival Cables, DIRCO forms, SF1190, OF 126);
  • Preparing and disseminating arrival, departure and Home leave return to post cables upon arrival or departure at post via Smart Clout;
  • Overseeing arrival and related process, including adherence to mandatory pre-deployment training (e.g., FACT and HTOS);
  • Arranging for any required ID Cards, GLID Access Badges, residence permits, visas, etc.;
  • Preparing accreditation forms for processing to DIRCO through the US Embassy Human Resources Office;
  • Coordinating with the Embassy Shipping Unit regarding arrivals and departures of employees and the shipping of their House Hold Effects (HHE), Unaccompanied Baggage (UAB), and Personally Owned Vehicles (POV’s), by sending them the respective employee’s Arrival cable, Diplomatic note and assignment to post travel Authorization (TA) or Repatriation TA.
  • Upon Departure:
  • Providing required forms for completion and return to HR (includes: Check-Out Package, Departure Cables, No Claims release forms); and
  • Monitoring the return of Diplomatic ID Cards to DIRCO (via HR/Embassy) and notifying DIRCO (via HR/Embassy) of departure date.
  • Orientation (USDH, US/TCN PSCs, CASUs, Fellows & PASAs)
  • Preparing briefing/welcome materials for newly arriving staff and family members; and ensures all required briefings are scheduled and attended with RSO, Medical, CLO and other relevant offices; and
  • Coordinating with the Embassy Shipping Unit regarding arrivals and departures of employees and the shipping of their Household Effects (HHE), Unaccompanied Baggage (UAB), and Personally Owned Vehicles (POV’s).
  • Accreditation (USDH, US/TCN PSCs, CASUs, Fellows & PASAs)
  • Issuing a request for Announcement to the Department of International Relations and Co-operation (DIRCO) through the Embassy Human Resources Office, upon receipt of the employee’s signed contracts for US/TCNPSC’s, CASU’s and PASA’s; including receipt of an employment agreement for Fellows from Global Health or any other USG accredited company;
  • As soon as the employee is announced at DIRCO and his/her diplomatic title note is received we ensure all required processes are followed by coordinating with the employee to apply for their Diplomatic passports (this apply to USDH,USPSC,PASA’s and CASU’s only) with assistance of the Consulate/Washington, this process also includes applying for their entry visas to post;
  • Assisting Off-shore employees (and family members) in obtaining GLID Access Badges where necessary, and ensures that all problems concerning the replacement of Embassy badges are resolved promptly by providing RSO with contract and Security extensions;
  • Initiating and facilitating accreditations (new and/or extensions of the South African Diplomatic Identities and Visas) for new and current US Direct Hire and PSC employees and family members through the submission of South African Government forms for the DIRCO through HR/Embassy personnel; and
  • Arranges required visas, including re-entry visas, for USDH, USPSC, TCNPSC and other personnel.

Roving Secretary

USAID/Southern Africa
11.2008 - 11.2010
  • Procurement and HR duties
  • Prepare Task/Work orders from Embassy;
  • Initiating, modifying and maintaining vendor BPA’s, Purchase Orders, Petty Cash and Credit Card Purchase, in accordance with regulations;
  • Prepare SF1034’s on incoming invoices for payment on daily basis as per FMO’s request e.g Maintenance, Utilities, Telkom and lease payments;
  • Prepare quarterly Reconciliation on the 1311 Analysis;
  • Commit funds and de-commit remaining funds under REQ
  • Prepare Purchase Orders in GLAAS on request and send to the CO to be obligated;
  • Prepare PO modifications to de-obligate the remaining funds in the PO’s
  • Request quotations from vendors through email or telephone;
  • Responsible for updating Purchase Orders into E-Pics;
  • Prepared Blanket Purchase Agreements (BPA’s);
  • Ensure that correct data is inserted on the procurement tracking system and logsheet
  • Being assigned to various organizational segments for secretarial coverage;
  • Carrying out secretarial, administrative and clerical functions as directed by organizational unit
  • Performs word-processing and desktop publishing, takes notes and types letters;
  • Edits program documents such as MAARD’S, Mission obligating documents, purchase orders, expense claims and much more;
  • Prepare and sorts out incoming and outgoing correspondence;
  • Make travel arrangement for USAID- financed travel including TDY, Training, R&R,home leave for team members and officials visiting designated offices;
  • Prepares travel requests TA’s, country clearance cables, hotel reservations, car vouchers,travel vouchers and transportation arrangements;
  • Arranges Visas for visits to other countries for local and US personnel and re-entry visa;
  • Maintains contact with personnel at travel agent to obtain reservation and tickets; and
  • Arrange and coordinate meetings, conferences and seminars on request.

Events and Travel Coordinator

Burgers Park Hotel
04.2004 - 08.2008
  • Negotiate with customers on all aspects involved in the organization of various functions, and booking functions; balance all payments received and ensure that cash up is accurate.
  • Make preparation and presentation of accounts/invoices to clients; administer all the paperwork of the department.
  • Arrange for the processing of payments for accommodation, conferences etc. Create hotel reservations for clients.
  • Make flight bookings for clients through travel agents; Arrange transportation/shuttle for clients i.e. going to airport or any destination; and capture data in the computer using programmes such as Ms word/Ms excel i.e. for quotations, letters.

Education

Matriculated - Afrikaans, English, Southern Sotho, Setswana

Kroonstad Hoёr Skool
01.1999

Certificate in Computer Literacy - Introduction to Computer, Operating System, MS Word Basic and Intermediate, MS Excel Basic and Intermediate, MS Powerpoint Basic, MS Access Basic, Use of the Internet

Multi Skill Training Institute
01-2004

Certificate in Bookkeeping - Basic concepts of Debit and Credit, Business Transactions, Ledger Accounts, Trial Balances, Bank and Credit Reconciliation, Statutory Returns and Vat

Damelin
01-2004

Certificate in Practical Accounting - Elementary Bookkeeping, Forms of Ownership, Income statement, Balance Sheet, Cash Flow Reporting, Ratio Analysis

Damelin
01.2005

B-Compt. - Introduction to the Economic and Management Environment Science, Language and Learning Skills, Financial Management

UNISA
01.2008

Bachelor of Commerce in Accounting - Accounting

MANCOSA
SOUTH AFRICA, PRETORIA
12-2028

Skills

  • Supervision
  • Communication (verbal, writing & presentation)
  • Team worker
  • Problem solving
  • Interpersonal relation
  • Computer literacy (Ms Word, Ms Excel, Ms PowerPoint, GroupWise, E-mail & Internet usage)
  • Assist with SAM and DUNS registrations
  • Payment processing
  • Invoice verification
  • Voucher processing
  • Accounts receivable
  • Customer relations
  • Accounts payable
  • Payroll administration
  • Payroll processing
  • Vendor engagement
  • Transaction verification
  • Payroll preparation and processing
  • Spreadsheet management

References

  • Mr Tshepo Maodi, Supervisory Voucher Examiner, USAID/Southern Africa, (012) 452-2101, 071 862 1806
  • Ms Linda Percy, USAID Regional Controller, Email: ljkpercy@gmail.com; Tel: +1 269 908 1411


Timeline

Voucher Examiner-Financial Management Office

USAID/Southern Africa
03.2020 - Current

Human Resource Contract Assistant

USAID/Southern Africa
11.2010 - 02.2020

Roving Secretary

USAID/Southern Africa
11.2008 - 11.2010

Events and Travel Coordinator

Burgers Park Hotel
04.2004 - 08.2008

Certificate in Practical Accounting - Elementary Bookkeeping, Forms of Ownership, Income statement, Balance Sheet, Cash Flow Reporting, Ratio Analysis

Damelin

B-Compt. - Introduction to the Economic and Management Environment Science, Language and Learning Skills, Financial Management

UNISA

Matriculated - Afrikaans, English, Southern Sotho, Setswana

Kroonstad Hoёr Skool

Certificate in Computer Literacy - Introduction to Computer, Operating System, MS Word Basic and Intermediate, MS Excel Basic and Intermediate, MS Powerpoint Basic, MS Access Basic, Use of the Internet

Multi Skill Training Institute

Certificate in Bookkeeping - Basic concepts of Debit and Credit, Business Transactions, Ledger Accounts, Trial Balances, Bank and Credit Reconciliation, Statutory Returns and Vat

Damelin

Bachelor of Commerce in Accounting - Accounting

MANCOSA

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Caroline S. Sello