KEY OUTPUTS
- Suppliers invoices processed and vouchers prepared;
- Petty cash and payment vouchers prepared;
- Advance payments processed;
- Claims for allowances processed;
- Online payment batches created and uploaded;
- Payment Voucher files maintained;
- Payment Voucher Register updated;
- Cheques prepared and logged.
- Reports prepared and submitted.
KEY RESPONSIBILITY AREAS
Technical and Professional Duties
- Examines all claims and invoices received and ensures the correct information is captured and certified for payment;
- Checks Traveling and Subsistence Claims to ensure all data (i.e. rates, mileage, amounts, signatures, validity of car documents, TRN, periods, etc.) are accurate and complete;
- Checks for validity of Claims, ensuring that there is no holiday, weekend or duplicated dates included;
- Liaises with the traveling officers for clarification of claims;
- Reviews applications for refund/approval for payments to ensure that all relevant supporting documents (such as refund certificates, claims, proof of original payment, letters) from taxpayers and memos are attached;
- Prepares payment vouchers after receiving the written approval or request from the Supervisor/Manager, prints, signs and attaches supporting documents;
- Submits signed Payment Vouchers and supporting documents to supervisor for certification;
- Examines bills and petty cash vouchers submitted for reimbursements;
- Prepares advance payment advice sheet;
- Monitors bank accounts to ensure adequate money is available to make payment;
- Prepares and sends payment confirmation to Accountant General and taxpayers;
- Calls taxpayers and advise them of failed payment and requests correct information to facilitate payment;
- Dispatches cheques to registry for delivery to taxpayers;
- Maintains query log, Payment Register, Advance Payment and Expenditure Payment Registers and Payment Voucher files;
- Responds to queries and conducts researches where necessary on payment claims for internal and external customers;
- Creates online payment batches to effect electronic payments;
- Prepares cheques manually or electronically;
- Logs prepared cheques for dispatch;
- Reviews supporting documents received and processes electronic payments for other Ministries, Departments or Agencies;
- Calculates GCT payable and inputs sum in the prescribed format and uploads to the web portal;
- Documents on prescribed form or upload to web portal all GCT payable based on suppliers invoices;
- Generates and issues tax certificates withheld for GCT;
- Files GCT return electronically;
- Prepares and submits refunds claims;
- Ensures that GCT Returns are kept current and up-dated;
- Liaises with the Ministry of Finance and Planning regarding refunds payment;
- Supports the identification and management of risks within the organization and by extension the respective area of work;
- Performs any other duties assigned by the supervisor.
- Prepares and submits reports;
PERFORMANCE STANDARDS
This job is satisfactorily performed when:
- Suppliers invoices are accurately processed and the vouchers prepared within the required timeframe;
- Petty cash and payment vouchers are prepared according to the guidelines;
- Advance payments are processed according to the guidelines;
- Claims for allowance are accurately processed in keeping with the guidelines;
- Payment Vouchers are prepared in accordance with the FAA Act;
- Online payment batches are accurately created according to established standards;
- The Payment Vouchers are appropriately filed according to the established guidelines;
- The Payment Vouchers Register is accurately updated in accordance with the established guidelines;
- The payment cheques drawn, accurately reflect payee details and are correctly logged within agreed timeframe.
- The GCT payable is managed according to the stipulated guidelines;
- GCT Withholding Tax Certificates are generated and issued to suppliers within the required timeframe;
- Monthly GCT Withholding Taxpayer Returns are filed within the stipulated timeframe;
- Accurate, comprehensive reports are prepared and submitted.
AUTHORITY TO:
- Prepare cheques;
- Create online payment batches;
- Sign payment vouchers.
- Adjust/deny claims.
REQUIRED COMPETENCIES
Specific Knowledge
- Good knowledge of the Financial Management System;
- Knowledge of the Financial Administration and Audit (FAA) Act;
- Knowledge of the TAJ’s operations and functions;
- Comprehensive knowledge of Government Accounting principles;
- Comprehensive knowledge of the Microsoft Office Suite (Word and Excel);
Required Skills and Specialised Techniques
- Good time management skill;
- Good interpersonal and communication skills;
- Excellent analytical and numeric skills;
- Appreciation for details.
Qualifications and Experiences
- Associate Degree in Accounting, Business Administration, ACCA Level 1 or equivalent qualification;
- Government Accounting Level II;
- One (1) year work related experience.
WORKING CONDITIONS
- Normal office environment.
While we thank all applicants for their interest, only short-listed candidates will be contacted.
