National Consultancy - VAT GL Account Review and VAT Claims processing, Windhoek, Namibia

Consultant Finance & Economy

Contract

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UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, deserves a childhood

Purpose of Activity/Assignment

The Ministry of Finance has introduced an Integrated Tax Administrative System (ITAS). The overall objective of ITAS is to improve service delivery to taxpayers. The system provides many online benefits such as 24/7 real time access to a taxpayer tax account, taxpayer self-service facility, online filing of tax returns, single view of taxpayer’s account and, accelerated processing of tax forms with real-time notification on outcome.

ITAS requires that UN Agencies submit online filling of VAT claims and physically entering invoice information into ITAS, confirming supporting documents including copies of invoices and contacting suppliers for VAT registration number where applicable with all the claims. UNICEF Namibia Country Office (NCO) has not been able to submit VAT claims from October 2017 to date due to various challenges experienced during the transition period in the Operations section, which was further exacerbated by remote working modality in the context of COVID-19. This resulted in the accumulation of a significant outstanding balance in the VAT Account covering a period of over five years. The Namibia Revenue Authority (NAMRA) accept invoices that are less than 5 years old; hence it is imperative for the submission to be completed without any further delay and during the current government financial year (2022/2023).

How can you make a difference?

Scope of Work

The consultant is expected to review the Outstanding VAT GL File downloaded from VISION (UNICEF accounting system), identify corresponding transaction documentation (invoices) and contacting suppliers for VAT registration numbers where applicable, review compliance with Ministry of Finance regulations and submit online filling of VAT claims, physically entering invoice information into ITAS. The consultant is further expected to train a UNICEF General Service staff member, who should be fully capacitated to be able to support the Finance Associate with the VAT claim responsibility after the consultancy.

Goal and Objective:

The overall objective of this consultancy is to submit UNICEF NCO online filling of VAT claims from October 2017 – June 2023 and to train a general service staff member who will support the VAT claim process after the consultancy.

The purpose of the assignment is to process VAT invoices in ITAS, review all supporting documents, submit and follow up with the Receiver of Revenue (ROR) for refunds all outstanding VAT balances from October 2017 to June 2023.

Activities and Tasks: The consultant shall be required to undertake the following tasks. 1) Reviewing the outstanding VAT GL File downloaded from VISION. 2) Identifying the corresponding transaction documentation (invoices). 3) Attach proof of payments to invoices. 4) Reviewing each Invoice to confirm compliance with Ministry of Finance regulations 5) Contact suppliers to revise non-compliant Invoices. 6) Capture the VAT information on the working document. 7) Compile the VAT file for submission/Process VAT invoice in ITAS 8) Follow through subsequent refund payments and submit relevant documents to UNICEF. 9) Capacity building – Train a general service staff member (Chauffeur) on the entire VAT claim process.

Outputs/Deliverables

Tasks/Milestone:

Deliverables/Outputs:

Timeline

Payment

Review the VAT GL Account and establish last period of submission

VAT GL status report and mapping of work deliverables as outlined below (inception report)

17-19 July 2023 (3 days)

5%

Submit VAT claims for 2017-2019.

1. Review the outstanding VAT GL File downloaded from VISION for 2017-2019.
2. Identify the corresponding transaction documentation (invoices).
3. Print and attach proof of payments to invoices
4. Reviewing each Invoice to confirm compliance with Ministry of Finance regulations
5. Contact suppliers to revise non-compliant Invoices.
6. Capture the VAT information on the working document.
7. Compile the VAT file for submission/Process VAT invoice in ITAS

VAT claims for 2017-2019 submitted.

20 July –31 August 2023

(31 days)

25%

VAT claims for 2020

1. Review the outstanding VAT GL File downloaded from VISION for 2020.
2. Identify the corresponding transaction documentation (invoices).
3. Print and attach proof of payments to invoices
4. Reviewing each Invoice to confirm compliance with Ministry of Finance regulations
5. Contact suppliers to revise non-compliant Invoices.
6. Capture the VAT information on the working document.
7. Compile the VAT file for submission/Process VAT invoice in ITAS

VAT claims for 2020 submitted.

1-29 - September 2023 (21) days

20%

VAT claims for 2021

1. Review the outstanding VAT GL File downloaded from VISION for 2021.
2. Identify the corresponding transaction documentation (invoices).
3. Print and attach proof of payments to invoices
4. Reviewing each Invoice to confirm compliance with Ministry of Finance regulations
5. Contact suppliers to revise non-compliant Invoices.
6. Capture the VAT information on the working document.
7. Compile the VAT file for submission/Process VAT invoice in ITAS

VAT claims for 2021 submitted.

1-31 October 2023 (22 days)

20%

VAT claims for 2022

1. Review the outstanding VAT GL File downloaded from VISION for 2022.
2. Identify the corresponding transaction documentation (invoices).
3. Print and attach proof of payments to invoices
4. Reviewing each Invoice to confirm compliance with Ministry of Finance regulations
5. Contact suppliers to revise non-compliant Invoices.
6. Capture the VAT information on the working document.
7. Compile the VAT file for submission/Process VAT invoice in ITAS

VAT claims for 2022 submitted.

1-30 November 2023 (22 days)

20%

VAT claims for 2023, follow up with NAMRA on refunds and capacity building.

1. Review the outstanding VAT GL File downloaded from VISION for 2022.
2. Identify the corresponding transaction documentation (invoices).
3. Print and attach proof of payments to invoices
4. Reviewing each Invoice to confirm compliance with Ministry of Finance regulations
5. Contact suppliers to revise non-compliant Invoices.
6. Capture the VAT information on the working document.
7. Compile the VAT file for submission/Process VAT invoice in ITAS
8. Training of the GS staff members on the entire VAT process and follow up with NAMRA on VAT claim refunds.

VAT claims for 2023 submitted.

General service staff (Chauffeur) fully trained and a report on the status of the claims submitted to UNICEF.

Follow up with NAMRA on the VAT claim refunds.

1-22 December 2023 (16 days)

10%

Payment Schedule

Payment, upon completion of each deliverable according to the following schedule:

• Submission of VAT GL status report + Inception report (5%)
• Submission of the VAT claims for 2017-2019 (25%)
• Submission of the VAT claims for 2020 (20%)
• Submission of the VAT claims for 2021 - (20%)
• Submission of the VAT claims for 2022 (20%)
• Submission of the VAT claims for 2023, training of the GS staff member and follow up with NAMRA on VAT claim refunds (10%).

To qualify as an advocate for every child you will have…

Minimum Experience/Education Required

• University degree in accounting, administration, commerce or finance with a minimum of two (2) years of experience is required.
• Professional and/or university courses related to the field of work are highly desirable.
• Fluency in English is required. Knowledge of a local language is an asset.

Knowledge/Expertise/Skills required:

i. Strong interpersonal skills. ii. Computer literacy in MS Office applications iii. Good communication skills iv. Understanding of the Namibian Tax law v. Experience with VAT claims processes

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

How to apply

Qualified and interested candidates to submit an online application before the closing date.

A cover letter, no longer than 1 page, and a curriculum vitae showing how the consultant meets the required qualifications, experience and expertise.

If you have not been contacted within 2 months of the closing date, please accept that your application was unsuccessful. Regret emails will be sent only to shortlisted/contacted candidates.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.

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Added 9 months ago - Updated 9 months ago - Source: unicef.org