Final Accountant (FMG/AT 3)

KEY OUTPUTS

• Accurate monthly and annual accounts prepared
• Reconciled bank accounts.
• Advances brought to account and cleared.
• Advance accounting records managed.
• Contribution to Corporate/Operation plans provided.
• Special reports/statements developed.
• Responses to audit queries in respect to reports/statements completed.

PERFORMANCE INDICATORS

• Ministry’s accounts, summaries of expenditure and Financial Statements prepared in keeping with the FAA Act.
• Problems contributing to the delay in submission of financial statements identified and corrected in a timely manner.
• Bank reconciliations statements completed within the specified timeframe and in keeping with the FAA Act, Instructions and Regulations
• Annual reports and variations in voted provision completed within the specified timeframe with the FAA Act, Instructions and Regulations
• Revenue reports prepared using the established format and submitted within the specified timeframe.
• Advances accounts managed and cleared within the specified timeframe.
• Audit queries in respect of the financial statements are resolved within the stipulated timeline.

JOB RESPONSIBILITIES

TECHNICAL/PROFESSIONAL RESPONSIBILITIES

To properly prepare the accounts of the ministry on a timely basis

• Ensure that all Accounts Receivable, Accounts Payable, Income Receivable, Accruals, Receipts, Lodgements, and Payments are accurately and properly brought to account in the period to which they relate.
• Ensure that all journal vouchers (for salary, advance clearance, and other adjustments) in respect of the month have been correctly posted and are properly reflected in the accounts.
• Ensure that Original Estimates, Supplementary Estimates, and Revenue Estimates are properly brought to account under the relevant Heads.
• Ensure that warrant issues, warrant transfers, warrant adjustments, contingency advances and treasury advances are properly brought to account under the relevant Heads.
• Print and check the following monthly financial reports statements for accuracy and completeness in respect of all Heads:
  • MFR 1 – Trial Balance
  • MFR 2 – Receipt & Payment Statement
  • MFR 3 – Bank Reconciliation Statement
  • MFR 4 – Statement of Bank Balances
  • MFR 5 – Statement of Expenditure by Activities
  • MFR 6 – Statement of Expenditure by Objects
  • MFR 10 – Summary of Advances
  • MFR 11 – List of Advances
  • MFR 16 – Statement of Miscellaneous Revenue
  • MFR 17 – Statement of Appropriations-In-Aid
• Resolve all errors found at (1.5) above, and provide reports to the Director, Final Accounts & Reporting for checking.
• In respect of the closed period, print and sign all relevant financial statements for all Heads of Estimates, then submit same to the Director, Final Accounts & Reporting.

Advance Clearance

• Monitor closely all advances given, by contacting the accountable officer promptly following the projected date given for its clearance.
• Examine all bills, claims, vouchers, etc. submitted for clearance of advances ensuring that they are valid, certified, approved, and represents goods/services rendered in accordance with the purpose for which the advance was given and it is in keeping with the budgetary provision, the Financial Administration and Audit (FAA) Act Instructions and Regulations.
• Contact Programme Manager/Advancee on any matter pertaining to the bills/vouchers submitted for clearance of advance which require explanation or clarification for it to be accepted.
• Ensure that journal vouchers are properly prepared and posted for the clearance of advances based on bills checked and accepted.
• Ensure that balances remaining on advances after clearances are recovered by way of cash paid by the Advancee.
• Guide the cashier in the account codes, advance type, and number to be used in respect of advance recoveries.

Advance Monitoring

• Monitor to ensure that Contingencies and Treasury Deposits advances approved by the Ministry of Finance and the Public Service are cleared promptly.
• Continuously examine list of advance and individual advance accounts to ensure that:
  • The accounts are being reflected under the correct advance type.
  • Accounts overdue for clearance are investigated with a view to having them cleared.
• Prepare monthly report to the Director, Final Accounts & Reporting on the status of the advance accounts.

Preparation and Posting of Journal Vouchers

Receive documents for the preparation of journals.

• Assign journal voucher number according to the number sequence adopted.   
• Post the following journals to the Government Financial Management System (GFMS):
  • Original and Supplementary Estimates
  • Warrant Issues
  • Warrant Transfers
  • Warrant Adjustments
  • Expenditure Adjustments
  • Bank Charges
  • Debit Advice
  • Credit Advice
  • Advance Clearances
  • Advance Adjustments
• Maintain Journal Voucher files

Bank Reconciliation

• Responsible for the preparation of timely, accurate bank reconciliation statements in accordance with the FAA Act, Regulations, and Instructions:
  • MIIC Recurrent Head 53000
  • MIIC Capital Head 53000C
  • MIIC Salary Bank Account
• Ensure the prompt receipt of bank statements.
• Ensure correctness of entries on bank statements, identify, and resolve any errors found and adjust same immediately in the relevant Period.
• Prepare journals for bank charges, debit advice, credit advice, etc.
• Performs any other related duties that may be assigned from time to time by the Principal Finance Officer.

KEY COMPETENCIES

Core

• Excellent analytical and judgement skills
• Excellent planning and organizing skills.
• Good oral/written communication skills
• Problem-solving skills
• Good interpersonal and influencing skills.
• Good customer relations skills
• Team work and cooperation skills

Technical

• Excellent knowledge of the stipulations of the FAA Act.
• Excellent knowledge of the Ministry’s Policies, Practices and Procedures.
• Excellent knowledge of Government Accounting
• Competence in the use of spreadsheets and computerized accounting systems
• Proficiency in the relevant computer applications.

REQUISITE QUALIFICATIONS

• AAT Level 3.
• ACCA-CAT Level 3.
• ACCA Level 1.
• NVQJ Level 3, Accounting.
• Diploma in Accounting from an accredited University or Community College.
• ASc.Degree in Business Studies/Business Administration from an accredited tertiary Institution.
• ASc.Degree in Accounting, MIND.
• 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 programs mentioned above.
• At least two (2) years post qualification experience.