Manager, Outstations and Special Projects

Job Purpose

Under the direction of the Senior Director, Finance and Accounts Division, the Manager, Outstations and Special Projects, is responsible for planning, organizing and monitoring the accounting and budgetary activities of special projects. Accordingly, the incumbent undertakes feasibility analyses, monitors project expenses, deliverables and timelines, maintains project accounting records/databases and ensures that project guidelines are complied with and in accordance with the provisions of the Financial, Administration and Audit (FAA) Act and the regulations of the multilateral and bilateral. 

The incumbent also accounts for all funds received at Sub-Offices on behalf of the National Fisheries Authority. He/she liaises directly with the Records Officer/Cashier at Sub-Stations regarding the collection of revenue from fuel sales and the issuing of licenses and permits to fishers and vessel owners. 

Key Responsibilities

Management/Administrative: 

• Develops and implements the Operational Work Plans and Budget; 
• Interprets Budget policies and establishes procedures and practices for their implementation; 
• Ensures that staff members and programme managers are aware of the various guidelines and adhere to the FAA Act; 
• Provides expert advice and specialist assistance on accounting and financial matters; 
• Supervises, mentors, guides and appraises accounting staff; 
• Participates in the Division’s strategic planning process – plans, prepares, administers and monitors the annual Budget; offers advice of a financial nature to the Director, and ensures the work of the Division is carried out according to plan; 
• Liaises through the Senior Director, Finance and Accounts with personnel of the various projects, contractors, project sponsors, Outstations’ Records Officers and Project Team 
• Members concerning computation, authorization and payment of goods and services; 
• Determines objectives and goals for Project Account and ensures the achievement of targets; 
• Keeps abreast of trends and developments in accounting and financial practices and recommends the application of new methodologies, where appropriate; 
• Represents the Authority at project team meetings, conferences, seminars and other project related fora; 
• Prepares and makes presentations on accounting, financial and related issues. 

Technical/Professional: 

• Monitors and evaluates the technical integrity of the Project’s accounting services supervised and makes recommendations for improvement; 
• Controls the allocation of funds provided for expenditure on projects and programmes managed; 
• Prepares reports and budget briefs for Senior Director; 
• Ensures that project budgets and cash flows are prepared in accordance with GOJ's guidelines and in accordance with the Authority's objectives and strategies;
• Closely analyses project budget requests to determine that they reflect the level of allocations and guidelines established by the GOJ and the Authority and are supported by realistic implementation Work Plans; 
• Provides guidance to the staff in the preparation of the narratives in supporting the project budget allocations and to reflect the specific purposes and performance indicators;
• Analyses financial statements and makes reports on adherence to regulations and standards and takes corrective action, as necessary; 
• Implements and maintains effective systems and procedures and develops internal systems of control to ensure the reliability of standards of accounting, reporting on funds and making recommendations for improvement; 
• Submits the Consolidated Project Budget and related documents to the Senior Director ensuring that they are in conformity with the prescribed guidelines and that there is adequate time for them to be reviewed and approved for submission to the Ministry of Agriculture, Fisheries and Mining within the stipulated deadline; 
• Directs and coordinates the preparation of the Carry-On Provision and Annual Cash Flow Forecasts for presentation to the Ministry of Agriculture, Fisheries and Mining in the prescribed format; 
• Maintains control over the level of project expenditure, ensuring that expenditures are kept within budgetary limits and that they adhere to high standards of performance, value for money and project timelines; 
• Closes out project accounts upon project completion; 
• Exercises responsibility for implementing and operating an effective cash management system in respect of project funds; 
• Reviews on an ongoing basis, all project bank accounts to ensure that there are no large idle cash balances; 
• Monitors the implementation of project Budgets; 
• Reviews project bank reconciliation Statements; 
• Reviews component ledgers, analyses ledgers and advance ledgers; 
• Prepares Bank Reconciliation statements; 
• Prepares Monthly and Quarterly Financial Reports for the Projects; 
• Monitors projects' cash books for adequacy, accuracy and compliance;
• Reviews contracts and subcontracts to ensure terms and conditions are consistent with requirements of project sponsors and GOJ; 
• Ensures that submitted invoices are accurate and settled promptly; 
• Reviews and approves all invoices submitted for payments; 
• Liaises with Project Managers and Project Sponsors on issues relating to project costing, project accounting etc.; 
• Maintains project-related records, including contracts and changed orders;
• Maintains and manages all Project and Outstations accounting databases in the accounting information system to ensure timely updates, security and control;
• Enforces the timely submission of necessary information from Project Managers and Outstations Records Officers; 
• Highlights project areas with opportunities for improvement and assists in the implementation of corrective action; 
• Compiles information for Internal and External Auditors, as required; 
• Prepares financial governance document for distribution to project teams;
• Prepares/obtains feasibility analysis for all projects before submission for approval by the Project Manager; 
• Prepares/obtains budgets and detailed schedules for all projects and Outstations;
• Monitors project expenses, deliverables and timelines, compares with budget/schedule, investigate and produce variance report; 
• Ensures that project guidelines are complied with; 
• Monitors, tracks and records all expenses relating to each project and Outstations. 

Human Resource: 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organizational goals;
• Participates in the recruitment of staff for the Project and recommends transfer, promotions, termination and leave in accordance with the established human resource policies and procedures; 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching; 
• Ensures the welfare and developmental needs of staff are clearly identified and addressed; 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
• Supervises direct reports; 
• Ensures that staff members are aware of and adhere to the policies, procedures and regulations of the Authority; 
• Ensures that members of staff supervised are courteous and efficient to internal and external clients; 
• Performs other related functions assigned from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Excellent oral and written communication skills 
• Excellent leadership skills 
• Customer and quality focus 
• Excellent problem solving and decision-making skills 
• Teamwork and cooperation 
• Initiative 
• Integrity 
• Analytical thinking skills 
• Compliance 
• Excellent interpersonal skills 
• Excellent planning and organizing skills 

Technical: 

• Knowledge of the operations of the Government and the NFA and its projects, programmes, organizational policies and procedures, (Local and International, Fisheries Act, Staff Orders) 
• Knowledge of Government Accounting Financial Regulations and FAA Act
• Knowledge of General Accounting principles and practices 
• Sound knowledge of Management Accounts 
• Use of technology: Proficiency in the use of relevant computer applications (Microsoft Office Suite, GFMS) 

Minimum Qualifications and Experience

• BSc. Degree in Accounting/Management Studies with Accounting from a recognized Institution; 
• Two (2) years related accounting experience; 

OR 

• ACCA Level 2 or 3 Post-Graduate Degree in Accounting/Financial Accounting;
• Four (4) years related accounting experience. 

Special Conditions Associated with the Job

• Ability to cope well under pressured working conditions and to meet deadlines;
• May be required to travel islandwide; 
• May be required to work on weekends and Public Holidays; 
• Exposure to adverse conditions on construction site/marine vessel/water. 

Please note that only shortlisted applicants will be contacted.