Payment Supervisor (FMG/PA 2)

Job Purpose

Under the direct supervision of the Manager, Accounts Payables, the Payments Supervisor is responsible for the payment and disbursement by cheques or electronically, and all other associated duties. The incumbent is also responsible for the supervision of the Payments Unit, to include the Collections Officer, by ensuring that the Unit’s objectives are achieved. 

Key Responsibilities

Management/Administrative: 

• Reviews outputs to ensure accurate and reliable information on payables (generated) provided; 
• Provides guidance/advice to the Principal Finance Officer on financial matters; 
• Represents the Ministry at meetings, seminars and conferences; 
• Participates in the preparation of the Ministry’s Operational Plan and Budget; 
• Reviews and revises workflow in respect of Accounting and Payments system; 
• Maintains strict control over the access by person to the Collection Section; 
• Participates in the preparation and maintenance of the procedural manual, to guide the activities of the Division and to ensure effective internal control; 
• Monitors the activities to ensure appropriated execution of Annual Board of Survey; 
• Prepares Status Reports on Units monthly activities. 

Technical/Professional: 

• Establishes the priority basis for determining vouchers to be paid; 
• Streamlines the payment operations by developing an appropriate schedule of specific day of the week for the processing of specified types of payments; 
• Selects the vouchers to be paid based on priority policy and given the level of funds available; 
• Ensures that vouchers to be paid are batched and distributed to Certifying Officers for certification and subsequently to Authorizing Officers for authorization; 
• Ensures that cheques printed are properly secured, signed and delivered to the client; 
• Ensures that Payment Officers enter cheque numbers on all Payment Vouchers; 
• Ensures that the Payment Vouchers are properly collated and filed; 
• Checks Lodgements and Cash Books within the agreed timeframe, and in accordance with the stipulated guidelines; 
• Conducts spot checks of Collections Officer at intervals; 
• Provides supervision for Senior Payment Officers; 
• Provides support to outstations in Payment and Cashiering functions and guidance, where necessary; 
• Authorizes Payment Vouchers; 
• Ensures that all payment related reports are prepared, checked and submitted within agreed time frame; 
• Ensures that foreign payments are inserted on the web portal and copy of document filed;
• Ensures that timely information is available regarding foreign payments;
• Develops Work Plans in accordance with the Ministry’s guidelines and within the required timeframe. 

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 Division and recommends promotion and leave in accordance with established Human Resources policies and procedures;
• Provides leadership and guidance to Direct Reports through effective planning, delegation, communication, training and mentoring; 
• Establishes and maintains a system that fosters a culture of teamwork, employee’s empowerment and commitment to the Division’s organizational goal; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Ability to work and lead in teams 
• Good analytical, problem-solving and judgment skills 
• Good customer relations and quality focus skills 
• Good leadership skills 
• Good interpersonal skills 
• Good planning and organizing skills 

Technical: 

• Good knowledge of the FAA Act, other associated legislation, Circulars, directives and bulletins 
• Good knowledge of Government Accounting 
• Proficiency in the use of relevant/applicable Computerized Accounting Systems
• Proficiency in the use of Microsoft Applications (Word, Excel, Outlook, Power point)
• Good knowledge of Accounts Payables, GOJ’s Payment Process & GAAP
• Good knowledge of the Ministry’s Policies, Practices and Procedures 
• Good knowledge of Internal Controls 
• Knowledge of GOJ’s Procurement Process 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited University; or 
• ACCA Level 2; or 
• NVQJ Level 5, Accounting; or 
• ASc. Degree in Accounting, MIND, along with the Diploma in Government Accounting, MIND. 

Special Condition Associated with the Job

• Will be required to travel islandwide.

Please note that only shortlisted applicants will be contacted.