Accounts Payables/Payroll Officer (FMG/AT 2)

Job Purpose

The Accounts Payable/Payroll Officer of the Office of His Excellency The Governor-General (the Office) is responsible for the Accounts Payable portfolio of the Unit. He or she performs under the supervision of the Chief Financial Controller and carries out various activities, such as verifying the validity, accuracy and authenticity of all incoming bills, claims and invoices submitted and authorized for payment. He or she makes certain that they are processed according to established policies and procedures. In addition to managing accounts payable, the officer serves as an alternate officer for payroll functions, supporting the Senior Accounts Payable/Payroll Officer in processing payroll, addressing queries, and ensuring compliance with statutory obligations. 

The incumbent is responsible for completing all Payroll Bank Reconciliations within the required timeframe. In addition, he or she ensures that all activities are executed in accordance with the regulations and instructions of the Financial Administration and Audit (FAA) Act, Government of Jamaica (GOJ) Accounting Policies and Procedures, the GOJ Staff Orders and the King’s House Standing Orders. 
This position also assumes the role and responsibilities of Commitment Control Officer by maintaining an effective cash management system for controlling expenditure within the limits of the approved budget and warrant allocation, with respect to the Ministry of Finance and the Public Service’s (MOF&PS) Recurrent and Statutory Heads. 

The incumbent reports on, and controls expenditure within the limits of approved budget and warrant allocations, by maintaining close contact with Programme Managers with respect to approved funds and/or blocked funds where appropriate for commitments. 

The Accounting Technician projects a professional image through in-person and telephone interaction, thereby upholding the expected high standards of service delivery, which is vital and deserving to stakeholders, staff and visitors to the Unit. 

Key Responsibilities

Technical/Professional: 

Accounts Payables 

• Follows all approved policies and procedures regarding the accurate and timely capture and payment of accounts payable obligations; 
• Records daily, all incoming invoices and bills. Examines and checks for accuracy and validity, while noting credit periods and due dates; 
• Processes bills for payment, in keeping with established policies and procedures. Inputs information through the Government Financial Management System (GFMS) software, and submits for verification and authorization; 
• Prints cheques through the GFMS and ensures that they are signed by the authorized officer(s); 
• Records all cheques in the Cheque Disbursement Book and prepares them for dispatch;
• Reconciles suppliers’ statements and places in the appropriate files; 
• Operates an efficient Petty Cash system, which includes the following requirements:
  • Disbursing sums against legitimate Petty Cash requests. 
  • Updating and balancing accounts on a daily basis 
  • Maintaining the Petty Cash Register 
  • Filing Petty Cash vouchers 
  • Re-imbursing the Petty Cash float; 
• Assists in collating financial data and preparing ad hoc reports for external agencies;
• Maintains the Statutory, Recurrent and salary cheque registers;
• Enters and updates Warrant, Transfers and Journals for the Statutory and Recurrent Activities using the accounting GFMS software; 
• Prepares the following reports and delivers to the Director of Finance:
  • The Cash Book Report: Weekly 
  • The Outstanding Payables Aged Report: Monthly 
  • The Salary Bank Reconciliation Report: Monthly. 

Administration 

• Creates Commitment Vouchers in the GFMS, based on authorized requisitions from the Procurement Unit; 
• Ensures that Purchase Orders are matched with the relevant bills and Commitment Vouchers. Verifies the details of each bill prior to being presented for payment;
• Ensures that payment vouchers and supporting documents are stamped “Paid” and cheque numbers and payment dates, are written on payment vouchers, supporting invoices and other documentation; 
• Files completed payment voucher documents and all other relevant documents, according to activity and reporting period. 

Accounts Payroll Support 

• Serves as an alternate officer for payroll processing, ensuring accurate calculations and timely disbursement of wages; 
• Assists the Senior Accounts Payable/Payroll Officer in reconciling payroll accounts, to ensure accuracy in salary allocations, deductions and related payments; 
• Prepares and remits statutory and non-statutory deductions to relevant institutions, within required timelines; 
• Addresses payroll-related queries from employees, and assists in resolving discrepancies. 

Monitoring and Compliance 

• Gathers and organises accounts payable and payroll documentation for internal and external audits; 
• Responds to audit queries, providing clear and accurate explanations to address concerns; 
• Prepares and submits financial reports related to accounts payable and payroll, for review by the Senior Accounts Payable/Payroll Officer and Senior Accountant; 
• Assists the Senior Accountant in reconciling the accounts payable ledgers to record all payments accurately; 
• Monitors expenditure within accounts payable voted limits, flagging discrepancies for review. 

System Support and Maintenance 

• Inputs data into the GFMS, for accounts payable and payroll functions;
• Supports the maintenance and troubleshooting of payroll and financial management systems, including GFMS, SmartPay, and TAJ eServices; 
• Collaborates with the Procurement Officer to verify that purchase orders match invoices and commitment vouchers; 
• Trains junior staff or team members on payroll and accounts payable processes as needed. 

Other Duties: 

• Collaborates with the Senior Accountant to prepare budget forecasts related to salaries and payables; 
• Provides input for the Annual Budget and Work Plan on request and participates in preparing the Unit’s Desk Manual; 
• Keeps abreast of current trends and developments geared towards increasing productivity and efficiencies, recommends their adoption and/or application, where appropriate;
• Prepares weekly progress reports and work plans and submits them to the Chief Financial Officer; 
• Performs any other job-related functions assigned by the Chief Financial Officer. 

Required Knowledge, Skills and Competencies

• Able to organise, set priorities and meet deadlines 
• Excellent investigative, analytical and problem-solving skills 
• Able to apply sound judgement, exercise initiative and cope well under pressure
• Is confidential; integrity and professionalism are noted in personal conduct and execution of duties 
• Excellent interpersonal skills and ability to work as part of a team 
• Able to communicate effectively, in both oral and written forms, with persons at all levels
• Proficiency in relevant accounting software applications
• Knowledge of GOJ Accounting is an important asset 

Minimum Required Qualification and Experience

• AAT Level 2 or; 
• ACCA-CAT Level B/Level 2 or; 
• NVQJ Level 2, Accounting or; 
• Certificate in Accounting from an accredited University or; 
• Completion of second year of the Bachelor of Science in Accounting or Management Studies with Accounting or BBA Degree at an accredited University or; 
• ASc. Degree in Business Studies or Business Administration or Management Studies
• ASc. Degree in Accounting from the Management Institute for National Development (MIND) or; 
• Certificate in Government Accounting Level 2. 

Special Conditions Associated with the Job

• This is a typical office environment, with no adverse working conditions; however, there can be pressure on a periodic basis; 
• Extended working hours can be expected. 

Please note that only shortlisted applicants will be contacted.