U.S.

1Department of State
INTERAGENCY POST EMPLOYEE POSITION DESCRIPTION

Prepare according to instructions given in Foreign Service National Handbook, Chapter 4 (3 FAH-2)
1. POST 2. AGENCY 3a. POSITION NO.
Hanoi, Vietnam DPAA MIA-A-07

3b. SUBJECT TO IDENTICAL POSITIONS? AGENCIES MAY SHOW THE NUMBER OF SUCH POSITIONS AUTHORIZED AND/OR ESTABLISHED AFTER THE”YES” BLOCK.
Yes x No
4. REASON FOR SUBMISSION
a. Redescription of duties: This position replaces

(Position No.) MIA-N-07 , Logistics Assistant (Title) FSN-105 (Series) 7 (Grade)

b. New Position

c. Other (explain) New employee

Date
5. CLASSIFICATION ACTION Position Title and Series Code Grade Initials
(mm-dd-yyyy)

a. Post Classification Authority

RSC-EAP-PCD Administrative Assistant 7 FSN-7 11/06/2019

b. Other

c. Proposed by Initiating Office

Logistics Assistant 7
6. POST TITLE OF POSITION (If different from official title) 7. NAME OF EMPLOYEE

8. OFFICE/SECTION a. First Subdivision

U.S. Embassy Hanoi DPAA, Detachment Two
b. Second Subdivision c. Third Subdivision

9. This is a complete and accurate description of the duties and 10. This is a complete and accurate description of the duties and responsibilities
responsibilities of my responsibilities of position. of this position.

Typed Name and Signature of Employee Date (mm-dd-yyyy) Typed Name and Signature of Supervisor Date (mm-dd-yyyy)
12. I have satisfied myself that this is an accurate description of this
11. This is a complete and accurate description of the duties and
Position, and I certify that it has been classified in accordance with
responsibilities of this position. There is a valid management need for this
Appropriate 3 FAH-2 standards.
position.

Typed Name and Signature of Section Chief or Agency Head Date(mm-dd-yyyy) Typed Name and Signature of Admin or Human Resources Officer Date (mm-dd-yyyy)

1
DS-298 (Formerly OF-298)
08-08-2019 UNCLASSIFIED Page 1 of 6
 13. BASIC FUNCTION OF POSITION

Under the supervision of the Financial Procurement Management Analyst, the Logistics Clerk serves as the
principal contact with the US Embassy Financial Management Section (FMC) on all payment transactions for
Detachment Two office of the Defense POW/MIA Accounting Agency (DPAA). Prepares and processes all
contractor/vendor payments through the FMC and tracks the status of final payment vouchers to ensure payments
are timely and accurately received. Incumbent performs the review of vouchers for accuracy, reconciles accounts,
updates financial records, and provides weekly status reports to the Financial Procurement Management Analyst.
Incumbent is responsible for assisting the Financial Procurement Management Analyst in processing
procurements of all supplies/services through US Embassy General Services Office, independently preparing
all customs clearance documentation and cargo manifests for import and export of cargo and equipment for the
deployment/redeployment of teams coming into the country for Joint Field Activity (JFA)’s and channel flights.
The incumbent also maintains and controls all of Detachment Two’s non-expendable and expendable property
logs.

14. MAJOR DUTIES AND RESPONSIBILITIES % OF TIME

A. Voucher Examiner (60%)

- Under the direct supervision of the Financial Procurement Management Analyst, review for the accuracy of
contractor/vendor invoices for all DPAA services, supplies, office leases, US personnel housing leases and LE
Staff travel vouchers, prepares payment vouchers and submits to the Financial Management Center for EFT
payment.

- Responsible for tracking all expenditures against accounting data for leases, LE Staff salaries, travel, airline
tickets, office supplies and contract services that are submitted to the Financial Management Center for payment.

- Follow up on status of invoices to ensure that all vouchers sent to the Embassy are paid within 30 days and
inform the vendors accordingly.

- Compiles all LE Staff timesheets, checks for accuracy and submits to the Financial Management Center
according to time and attendance submission schedules. Ensures all time and attendance records are kept in
an organized manner. Upon receipt of LE Staff payment vouchers, checks them for accuracy against timesheets,
lines of accounting and notifies FMC of any discrepancies.

- Provide funding and fund site approval for E2 travel and ensure all LE Staff are granted Travel Authorization
and advances before leaving on official travel. Serve as the primary contact with FMC regarding all financial
control data for DPAA, inspect and identify payment processing errors and coordinate corrective actions where
required.

- Responsible for tracking DPAA requisition logs and ensures all final payment vouchers are received from FMC
in a timely manner.

- Serve as back up to Financial / Procurement management Analyst on special works as required.

- Maintain filing system for all DPAA requisitions with required support documentation and final payment vouchers
in an organized manner in preparation for quarterly audits by DPAA Financial Management Office, bi-annual
audits from the Fleet Industrial and Supply Center Singapore and 3 year Procurement Performance Management
Program Reviews.

B. Procurement Processing (20%)

- Under the supervision of the Financial Procurement Management Analyst, assist with compiling and
evaluating DPAA procurement requirements and identifying potential contractors/vendors.

DS-298 (Formerly OF-298)

08-08-2019 UNCLASSIFIED Page 2 of 6
 - Support the collection of vendor quotations for supplies/services, prepare procurement request
memorandums and submit procurement packages to the US Embassy General Services Office for contracting.
Serve as the primary point of contact with the GSO regarding all DPAA Purchase Order requests for
procurement and provides the GSO with all supporting documents as required.

- Responsible for maintaining all DPAA office inventory control of administrative/expendable office supplies
and provides the Financial Procurement Management Analyst with purchase requests to replenish needed
supplies in a timely manner.

C. Customs Expeditor (10%)

- Expedite customs clearance for all incoming and outgoing shipments of DPAA mission equipment and
supplies and facilitates the arrival and departure of all DPAA mission TDY personnel and cargo.

- In conjunction with the Financial Procurement Management Analyst and Administrative Assistant,
coordinate various clearances and other host nation approvals to facilitate all required assistance to US military
aircraft arrival and departures from Vietnam.

- Arrange all airport logistics procedures, assist with tarmac access requests, aircraft security, ground
services procedures, immigration control and customs inspections at all Vietnam international airports utilized in
support of DPAA mission requirements.

D. Property Custodian (10%)

- Maintain current custodial records for all accountable personal property for DPAA, Detachment Two, Hanoi.

- Initiate and/or process, in accordance with established procedures, documents affecting the acquisition,
accountability, storage, utilization, disposal, or custody of personal property.

- Ensure that personal property has proper maintenance and protection, and is used only for official
purposes, identify and report to the Supply Management Specialist any property excess and arrange for sale
through the US Embassy General Services Office.

- Submit DD Form 200 for lost, damaged, stolen, or destroyed property in a timely manner.

- Ensure that property received and issued is properly identified with a DOD asset identification tag, assist
with conducting physical inventories and reconciles inventory records.

- Responsible for making inventory adjustments to property records when required, e.g.: initial recordation,
transfer, loan, loss, damage, disposal, excess, sale, etc.

- Assist with employee exit clearance procedures to ensure return of all assigned property.

- Retain source documentation to ensure an adequate audit trail for acquisitions, transfers, and disposition
activity.

**Note: This position description in no way states or implies that these are the only duties to be performed by
incumbent. Incumbent will be required to perform other duties as assigned by the agency.

DS-298 (Formerly OF-298)

08-08-2019 UNCLASSIFIED Page 3 of 6
 15. QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE

a. Education:

A bachelor’s degree in financial management or business administration is required.

b. Prior Work Experience:

A minimum of two years prior work experience in administration, accounting, or bookkeeping is required.

c. Post Entry Training:

Department of Navy Fund Administration and Standardized Document Automation System (FASTDATA)
training. E2 Online Travel Management Program training.

d. Language Proficiency: List both English and host country language (s) proficiency requirements by level (II, III) and specialization (sp/read).
Level III (Good knowledge) English is required. Level IV (Fluent) in Vietnamese is mandatory.

e. Job Knowledge:
A clear comprehension of accounting systems mandatory. Must be able to use a computer with emphasis
on Microsoft Excel spreadsheets.

Must have good knowledge of accounting and payment processes and an understanding of related internal
control concepts in order to develop knowledge of Department of State (DOS) specific financial and
accounting regulations including DOS specific regulations. The job holder must be generally familiar with
foreign accounting principles and concepts. Applicant must be able within a year from hiring to develop
and maintain significant knowledge of DOS and DoD rules and regulations that pertain to vouchering,
procurement, and travel.

f. Skills and Abilities:

Strong computer skills including MS Office applications (Excel, Power Point, and Word), internet and
website navigation skills, and automated financial and/accounting applications. Ability to analyze data,
accounting and payment records and reports, and obtain necessary information to correct problems.
Proficiency in the use of computer, a calculator and ability to understand and get used of the program of
Funding Administration and Standardized Document Automatic System (FASDAS). Level I typing ability
and master of excel spreadsheet are required. Must be skilled in using computer terminal to maintain final
database.

Strong writing and oral communication skills; solid interpersonal skills. Solid interpersonal skills and ability
to work in a team including with colleagues in different physical locations and under continuous pressure.
Must be able to recommend changes in processes and procedures in order to realize improvements in
operational efficiency and customer service.

DS-298 (Formerly OF-298)

08-08-2019 UNCLASSIFIED Page 4 of 6
 16. POSITION ELEMENTS :

a. Supervision Received:
Works under the direction and direct supervision of Financial Procurement Management Analyst. The
Commander, Detachment Two and the Supply Management Specialist will provide guidance,
administrative framework and general operating procedures. Incumbent is expected to carry out his/her
responsibilities under the authority of the Financial Procurement Management Analyst.

b. Supervision Exercised:
No supervision.

c. Available Guidelines:
Guidelines include DPAA Command instructions, DOD instructions, NAVSUP regulations for
purchasing, contracting and call invoicing and current supply, inventory, services and logistical
standards stipulated by the Supply Management Specialist.

d. Exercise of Judgment:
Resolve problems regarding propriety, legality, accuracy and documentation of all payments to be
made. Refers to the Financial/Procurement Management Analyst for a decision on problems of any
unusual payments.

Exercise of Judgment when dealing with customs in facilitating clearance and when working on all
international airport deployments/re-deployments of DPAA teams. Clear judgment essential for
incumbent to deal effectively with contractors and the procurement of supplies/services.

e. Authority to Make Commitments:

No formal commitments.

f. Nature, Level, and Purpose of Contacts:

Airport Logistics: Standard, both oral and written. In the absence of Administration Assistant, contact with the
Airport Authority and Airport Security Directorship of Noi Bai, Tan Son Nhat and Danang International Airports on
airfield tarmac access and team deployments/re-deployments. Coordinate customs inspection with the Directors of
the Noi Bai/Tan Son Nhat and Danang International Airport Customs Offices for all team cargo entering/leaving
Vietnam. Coordinate with Directors of the Noi Bai/Tan Son Nhat and Danang International Airport Immigration
Offices on all team deployments/redeployments.

Finance Issues: Standard, both oral and written. Daily contact with the Voucher Examiners and Accountants at the
Financial Management Center of the US Embassy on all payment vouchers for supplies/services in support of the
DPAA office.

General Services Office: Standard, both oral and written. Contact with GSO Purchasing Agents on DPAA contract
requirements initiated through the GSO office. Contact with the Travel Assistant, GSO on all Detachment Two LE
Staff TDY requests and orders.

Daily Contacts: Standard, both oral and written. In the absence of the Financial/Procurement Management Analyst
contact on a wide variety of issues with the Directorship of the Vietnamese Office for Seeking Missing Persons and
all VNOSMP Specialist at the Ministry of National Defense, Ministry of Public Security and Ministry of Foreign
Affairs.
Contact with Budget Analysts and the Comptroller of DPAA, Headquarters on all procurement and financial issues
affecting Detachment Two to include monthly financial logs.

DS-298 (Formerly OF-298)

08-08-2019 UNCLASSIFIED Page 5 of 6
 DPAA Supply Office: Standard, both oral and written. Weekly contact with the Supply Officer and all Supply
NCOs/Logistics NCOs on cargo/ supply requests and Cargo listings for import/export to/from Vietnam.

Outside Contractors: Standard, both oral and written. Works with a wide variety of local vendors and outside
contractors to resolve questions on billings and payment procedures.

Draft a memo to vendor to request issue the billing / contract to help payment process quickly.

g. Time Expected to Reach Full Performance Level:

Six to twelve months.

DS-298 (Formerly OF-298)

08-08-2019 UNCLASSIFIED Page 6 of 6