Accounting Technician

JOB PURPOSE

This position is responsible for all salary-related activities in the AuGD - processes emoluments, remits salary deductions via direct deposits, submits deduction listings to financial institutions, prepares and submits Annual Wage Bill and monthly Actual Gross & Statutory Reports to MoF&PS. The position also maintains the irrevocable order registers, earning records of all staff and calculates the annual increments payable. 

GUIDING PRINCIPLES

• Confidentiality 
• Integrity 
• Fairness 
• Accountability 
• Transparency

KEY OUTPUTS AND DELIVERABLES:

Salary Particulars maintained. 

• Salary Earning Records updated for each employee 
• Salary deduction on and off control prepared
• Salary Deduction Registers updated 
• Irrevocable Registers updated 
• Monthly and fortnightly salaries calculated
• Increments paid 
• Payment, Journal & Direct Treasury Vouchers prepared

Salary Reports/Forms prepared

• Salary related reports prepared for the Ministry of Finance 
• Salary Leaving Particulars Forms prepared

Stakeholders engaged 

• Salary related matters communicated to staff
• Details of salary particulars confirmed with HR -leave, resignation, acting etc. 
• Technical support requested from IT (Information Technology), Unit on MyHR+ and IMU 
• Salary calculations - increments, gratuities, separation, etc., confirmed with Internal Audit
• Financial institutions contacted re salary deductions

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities 

• Prepares and disburses fortnightly and monthly salaries and deductions.
• Maintains Salary Earnings records and Salary Deduction Registers for fortnightly paid and monthly-paid staff. 
• Prepares Vouchers for fortnightly and monthly salary payments on GFMS (Government Financial Management System) 
• Prepares all relevant salary particulars (P45 and salary-leaving Particulars) requested for/by employees. 
• Clears salaries paid in advance. 
• Checks and validates HR advice of staff emoluments and advise of any discrepancies for amendments 
• Calculates emoluments for gratuity, separation pay, PMAs and qualification related payments for staff and submit to Internal Audit Unit 
• Updates monthly /fortnightly Earning records of all staff 
• Updates MyHR+ with staff banking information 
• Maintains irrevocable register as per FAA instructions 
• Prepares Salaries Reports for MOF & PS -Annual Wage Bill, Monthly Actual Gross Pay Report and Monthly Statutory Taxes Reports 
• Liaises with MoF&PS-MyHR+ & IMU re system related issues
• Liaises with financial institutions re salary deductions discrepancies.
• Responds to queries and provides information in relation to salaries and deductions.
• Posts and allocates monthly warrant funds on accounting system 
• Ensures that deduction listings are sent to the respective institutions in a timely manner
• Ensures that all salary related files, documents for past and current employees are filed and kept in a safe place 

Other Responsibilities 

• Performs other related duties that may be assigned. 

PERFORMANCE STANDARDS

• Accuracy and timeliness are consistently maintained 
• Established accounting policies, procedures and guidelines are adhered to. 

REQUIRED CORE COMPETENCIES

• Oral and Written Communication 
• Interpersonal 
• Planning & 
• Organization
• Use of technology - accounting & payroll software 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• AAT Level 1; or 
• ACCA - CAT Level 1; or 
• Certificate in Public Administration; or 
• Certificate in Management Studies; or 
• Certificate in Accounting from a recognized University; or 
• Government Accounting Level 1 Modules 1-5; or 
• Completion of first year B.Sc. degree in Accounting/Management Studies from a recognized University. 
• ASc degree in Accounts / Management Studies from a recognised University 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Typical office environment. 
• Occasional retrieval of files from dusty storage areas.

Please note that only shortlisted applicants will be contacted.