Key Outputs:
- Status, Monthly report on discharged commitments and other reports prepared Commitment of Funds
- Commitment registers for capital C maintained
- Cheque registers for recurrent, imprest, deposits and projects’ bank accounts maintained Certification on the accrual accounting application (GFMS) for:
- Voted Provisions,
- Warrant Issues,
- Warrant Transfers,
- Lodgments and adjustments
- Virement to the accounting application (GFMS)
- Technical advice and recommendation provided
- Individual work plan developed
Key Responsibility Areas:
Technical/Professional Responsibilities
- Assists in the commitment planning process by determining and classifying commitments according to Inescapable, Priority and other Commitments;
- Assists the Directors - Management Accounts and Final Accounts/Reporting in the planning and utilization of available cash based on the level and categories of outstanding commitments;
- Provides advice to the Director, Management Accounts regarding slow moving activities and projects from which funds can be vired to satisfy activities/projects that are urgently in need of funds;
- Examines purchase orders submitted by Director, Management Accounts to see whether funds are available and approves and reserves/blocks funds where appropriate for such commitment;
- Informs Divisional, Department and Agency Heads of the status of their requisitions and the funds available under their respective programmes;
- Ensures the proper maintenance of the Commitment Control Register for the Ministry’s Recurrent and Capital C heads by ensuring that warrant allocations and lodgments are posted correctly and promptly;
- Submits monthly report to the Director, Management Accounts on the position of un-discharged commitments;
- Writes letters to the bank to request cheques;
- Writes letters for the disposal of cheques;
- Maintains cheque registers for recurrent, imprest and deposits and for the various projects’ bank accounts in the Ministry.
- Certifies accrual accounting application (GFMS) for voted provisions, warrant issues, lodgments and adjustments and virement to the accounting application (GFMS).
- Keeps current with the latest tools/techniques in Public Financial Management (Specifically Management Accounts and Commitment Management) to determine what new solutions and implementations will meet MJCA business/operational requirements.
Management/Administrative Responsibilities
- Develops Individual Work Plan based on alignment to the overall plan for the section;
- Participates in meetings, seminars, workshops and conferences as required;
- Prepares reports and programme documents as required;
- Maintains customer service principles, standards and measurements.
Human Resources Responsibilities
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
- Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Status, monthly report on discharged commitments and other reports prepared in required format and timeframes;
- Funds committed in required timeframes;
- Commitment registers for capital C maintained accurately and in required timeframes;
- Letters to bank – cheque request and disposal of cheques prepared in required timeframes;
- Annual/Quarterly/Monthly performance reports are prepared in accordance with agreed format, are accurate and within agreed timeframe;
- Individual Work Plan developed according to PMAS guidelines and within agreed timeframes;
- Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.
Internal and External Contacts
Internal Contacts
- Director, Management Accounts
- Provide advice and contribute to decision making;
- Identify emerging issues/risks and their implications, and propose solutions;
- Receive guidance and provide regular updates on key Finance and Accounting issues and priorities.
- Programme Managers Divisional/Department/Agency Head Public Procurement
- Develop and maintain effective working relationships on matters relating budget availability and procurement management
- General Staff
- Develop and maintain effective relationships
- Provide expert advice and exchange information
External Contacts
- Departments and Agencies of the MJCA
- Develop and maintain effective relationships;
- Provides expert advice on Finance and Accounts matters; and exchange information;
- Liaise on key Finance and Accounts issues
- Ministry of Finance & Public Service – PEX and PXPC
- Develop and maintain effective relationships;
- Receive expert advice; and provide and exchange information;
- Liaise on key Finance and Accounts issues.
- Auditor General
- Exchange information on audit queries and related processes
- Committees of Parliament related to Financial Affairs
- Assists/Supports the Permanent Secretary in discussions on the MOJ’s Budgets and related matters
- Accountant General’s Department
- Provides and receives information regarding central treasury management and payments
- Professional Affiliations
- Provides expert advice and exchange information;
- Identify innovation and new opportunities for the Association.
- Contractors, suppliers and providers of services
- Monitors financial transactions and interventions;
- Exchange of information.
- General Public
- Collaborate on matters, exchange information, provide advice and seek feedback
Required Competencies:
Core Competencies
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional Competencies
- Accountability
- Attention to Detail
- Financial Management
- Goal/Results Oriented
- Methodical
- Planning and Organising
- Problem Solving and Decision-making
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Other Competencies
- Knowledge of Financial and Accounting Principles and Practices
- Knowledge of GOJ Payables and Payroll Procedures
- Knowledge of the Public Finance Legal Framework (FAA Act & Regulations and Instructions) Public Expenditure Policy and Public Finance Management Reforms
- Knowledge of and experience in, GOJ operations and Public Sector matters
- Knowledge of GOJ ICT Finance & Accounting systems
- Good understanding of the public expenditure policy environment and the goals
- Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects
Minimum Required Education and Experience
- ACCA Level 1;
- AAT Level 3;
- ACCA-CAT Level C/Level 3;
- NVQJ Level 3, Accounting;
- Diploma in Accounting from an accredited University or Community College;
- ASc. Degree in Accounting, MIND;
- ASc. Degree in Business Studies/Business Administration from an accredited tertiary Institution;
- Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3;
- BSc. Degree in Accounting or Management Studies with Accounting;
- BBA Degree; or
- Successful completion of 3 years of any of the Bachelor’s Degree programme mentioned above. AND
- Two (2) years’ experience in a Finance/Accounting environment.
Authority:
Specific Conditions associated with the job:
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally.
The Ministry thanks all applicants for their interest, however, only those shortlisted will be contacted.
