Payments Officer (FMG/AT 3)

JOB PURPOSE:

The Payments Officer is responsible for receiving, processing and depositing payments/funds of all types. The incumbent ensures that all those processes are carried out in accordance with the Financial Administration & Audit (FAA) Act, its Regulation & Instructions, as well as applicable MOFPS circulars. The Payments Officer delivers his or her responsibilities using ethical business practices, due diligence and commitment, with high levels of accountability, responsibility as well as productivity. 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Ensures the timeliness and accuracy of the processing of all payments;
• Receives payment vouchers, bills, claims and checks for accuracy and compliance with established procedures, FAA Act, instructions and Regulations;
• Maintains the database of all payments and contractual obligations entered into by the Ministry; 
• Inserts payment voucher summaries daily, Client Bank Information, per diem, Imprest, and FX requests on GFMS Web Portal and files respective vouchers;
• Maintains database/records of vouchers filed for review by external and internal auditors; 
• Responds to queries on a daily basis; 
• Conducts research to advise clients and to inform decision-making; 
• Liaises with Internal Audit regarding payment vouchers in response to regular audits; 
• Verifies payments to ensure alignment with contracts and logs information in the Contract register; 
• Certifies Payment vouchers 
• Prepares payment vouchers and forwards payments to the treasury for funding of suppliers' appropriate bank accounts; 
• Processes motor vehicle mileage for employees traveling on official duties;
• Manages the storage and access to personal and sensitive data;
• Ensures data/information is sterile; 
• Maintains Stock Register, issue receipt book and free flow receipt;
• Verifies information on client information form, using verification forms for processing of payments; 
• Advises clients when submitted forms are incomplete for payment to be made;
• Prepares and submits costing and traveling data to SHRMD annually:
• Prepares Contract Levy, Retaining Tax and Withholding Tax Certificates (WTSS) and create direct Fund Transfers (DFTs) on TAJ’s website 
• Adheres to the Clean Desk Policy in the processing of information/data contained in transactions/payments; 
• Checks reimbursement of petty cash Imprest and Foreign Exchange Imprest for MOFPS, FID and RPD; 

Management/Administrative Responsibilities 

• Documents/logs all payment transactions coming into the Branch;
• Prepares monthly, quarterly and annual reports; 

Customer Service Responsibilities 

• Maintains and upholds all customer service principles, standards, deliverables, and responsibilities; 
• Develops and maintains stakeholder relationships; 
• Deliver customer evaluations to the appropriate officer. 

Other Responsibilities 

• Any other related duties that may be assigned. 

REQUIRED COMPETENCIES:

• Excellent analytical, planning and interpersonal skills; 
• Possess high ethical conduct, confidentiality and integrity and is open to change; 
• Competent user of computer hardware with knowledge of relevant software applications. 
• Keen attention to detail and focus oriented; 
• Willing to work cooperatively and collaboratively with stakeholders and able to establish and maintain good working relationships. 
• Good oral and written communication skills, with report writing.
• Good investigative and problem-solving skills with the tenacity to do so
• Knowledge of Accounting Principles and Practices; 
• Knowledge of the Staff Orders (2004); 
• Working knowledge of the Data Protection Act (2020); 
• Knowledge of the Government of Jamaica’s (GOJ) Accounting Standards.
• Knowledge of the Financial Administration and Audit Act and Regulations.
• Knowledge of related software applications. 

QUALIFICATION/EXPERIENCE:

• AAT Level 1; 
• ACCA-CAT Level 1/Level A; 
• Certificate in Public Administration, UWI; 
• Certificate in Management Studies, UWI; 
• Diploma in Business Administration/Studies from a Community College; NVQJ Level 1, Accounting; 
• Certificate in Accounting from an accredited University; 
• Certificate in Government Accounting Level 1; 
• Completion of the first year of the BSc.Degree in Accounting/Management Studies with Accounting, or BBA Degree at an accredited University; or
• Completion of first year of the ASc. Degree in Accounting/Business Administration/Business Studies from an accredited tertiary institution
• At least two (2) years’ experience in the Accounting profession. 

SPECIAL CONDITIONS OF THE JOB

• This is a typical office environment, with no adverse working conditions.
• Extended working hours can be expected.

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.