Post Number: To be Assigned
Job Level: FMG/AT 3
Department: The Accountant General’s Department – A Department of the Ministry of Finance and the Public Service
Reports to: Manager, Accounts Payable
Direct Reports: N/A
This Job Description has been approved by the Accountant General and will be used as a management tool and specifically will enable the classification of positions and the evaluation of the performance of the post incumbent. It is validated as an accurate and true description of the job as signified below:
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Employee Date
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Manager/Supervisor Date
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Accountant General Date
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Date received in Human Resource Unit Date created/revised
- Strategic Objectives
The Corporate Services Division is responsible for providing essential services to the other divisions to support the successful execution of the core Treasury functions of the Department. This Division has responsibility for human resource policies, procedures, and advice to guide management and staff; and to facilitate organizational development which includes the review and re-design of business processes. It is also responsible for capacity building including the hiring of staff and the facilitation of staff training and development for best fit, competence and high performance. The Division is also responsible for effective employee and industrial relations, a comfortable work place and facilities, and occupational health and safety. It facilitates the establishment of an accountability framework for the Department to include organizational risk analysis, strategic planning, and performance management; and provides customers and stakeholders with high quality information and service. The Division manages the finances of the Department, which includes procurement management.
This division operates on the authority of the Financial Administration and Audit Act, the Public Service Regulations 1961, the Public Sector Staff Orders 2004, the Official Secrets Act, the Access to Information Act, the Corruption Prevention Act, and various other enactments.
- JOB PURPOSE
The Payments Officer is responsible for the processing of all accounts payables and effecting of relevant payments to staff, and all suppliers/contractors of the Department.
Summary of the broad purpose of the position in relation to Government’s goals and strategies:
- To prepare Commitment and Payment Vouchers.
- To prepare Journal Vouchers
- To maintain Payment Voucher files
- To check Claims for Honorarium, Taxi, Supper, Subsistence, Toll, Mileage, and Refreshment Allowances.
- To manage the Petty Cash Imprest
- To generate Tax Certificates for Contractors Levy and Withholding Tax for suppliers
- key outputs
- Commitment and Payment of Funds
- Manual Payments cleared on GFMS
- Petty Cash Imprest maintained
- Payment Voucher files maintained
- Tax Certificates Generated
- Claims accurately checked
- Key Responsibilities
Technical
- Create Commitment and Payment vouchers for certification of GFMS
- Assist in the commitment planning process by determining and classifying commitments according to inescapable, priority and other commitments.
- Assist with the updating of a Commitment Control Register for the Department’s Recurrent Head by ensuring that warrant allocations are posted correctly and promptly.
- Clear manual Payments on GFMS.
- Journal Vouchers are accurately prepared.
- Audit of payment vouchers to ensure they are properly maintained.
- Maintains regular contact with internal and external customers;
- Ensures follow-up action as and when necessary;
- Tax Certificates generated
Any Other Duties
- Any other related duty that may be assigned from time to time
- Key Performance Indicators
The job is successfully performed when:
- Commitment and Payments paid within the stipulated timeframes.
- Journal vouchers accurately prepared within stipulated timeframe
- Reduced Audit Queries from IAU and Auditor General regarding the maintenance of payment files.
- Petty Cash Imprest properly maintained and reimbursed within the stipulated timeframe
- REQUIREMENTS for this Job:
- Minimum Qualification and Training
- AAT Level 3 or; ACCA-CAT Level 3 or; Diploma in Accounting from a recognized University or; successful completion of third year in BSc in Accounting/Management Studies or BBA at a recognized University or; ASc. in Accounting, MIND or; Government Accounting Diploma or; NVQJ Level 3, Accounting
- Essential Experience and Knowledge:
- At least 2 years of experience in Accounting in a similar capacity;
- knowledge of Accounting practices and applications;
- Comprehensive knowledge of Government Accounting procedures;
- Working knowledge of relevant computer systems and applications;
- Working knowledge of the Staff Order and the FAA Act;
- Knowledge of international Public Sector Accounting Standards (IPSAS).
- Competencies
The incumbent is expected to participate in realizing the goals and objectives of the unit, in a highly dynamic environment. The following competencies are required for the effective performance of this job:
Core Competencies
- Good Oral and Written Communication
- Good Problem Solving and Analytical Skills
- Good Customer Focus Skills
- Result Focus
- Integrity
Technical Competencies
- Applies intermediate knowledge of Accounting and Reporting Practices
- Intermediate knowledge of required Legislation, Policies and Procedures
- Applies appropriate accounting reporting treatment of transaction
- Demonstrates general awareness of fraud mitigation actions
- Demonstrates and maintain procedures to meet existing and changing financial operations/regulatory requirements
- Demonstrates intermediate knowledge of auditing requirement
- Monitor various activities and processes and identifies risk for discussion with supervisor and implement agree corrective actions
- Review the accuracy and legitimacy of reports, statements, accounts and related documents to ensure conformance with established/agreed standards
- SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
Physical Demands – Required to travel locally and internationally; and pressured working conditions with numerous critical deadlines.
Work Environment – Normal office conditions
Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.
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Name of Employee
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Signature of Employee Date
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Name of Supervisor
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Signature of Supervisor Date
