Payroll Officer (FMG/AT 3)

Job Purpose

The Payroll Officer - Pensions supports the processing of Pension Payments from the Consolidated Fund to Public Sector Pensioners. 

Summary of the broad purpose of the position in relation to Government’s goals and strategies: 

• Process and effect the payment of monthly pensions to eligible Government Pensioners.
• Facilitate the deduction and remittance of contributions to the Government’s Health Insurance Scheme Administrators; 
• Comply with financial regulations and standards in effecting pension payments.

Key Responsibilities

Technical: 

• Prepares data for the editing and processing of payment cards in respect of monthly pensions for Government/Public Sector Pensioners; 
• Verifies accuracy of pension payment against pensioner’s file/records;
• Processes all requisite changes e.g. to pension amounts, banking information, change of address, change of names or agent etc. 
• Updates pensioners’ payment cards in relation to restoration of full pension, health insurance, Civil Service Family Benefits Scheme, and Income Tax deductions;
• Checks payment cards audit trail for accuracy and submits to Supervisor for verification;
• Resumes payments that have been suspended once valid Life Certificates are received;
• Calculates balance of pension in respect of deceased pensioners in order to make payment to Estate; 
• Submits files to the Supervisor for checking and certification; 
• Calculates increase due to pensioners based on circular received from the Ministry of Finance & the Public Service; 
• Prepares refunds of contribution to the Civil Service Family Benefit Scheme for pensioners whose contributions were deducted beyond the cessation dates; 
• Recovers overpayment of salaries or pensions and remits accordingly;
• Examines the death announcements in the newspapers for deceased pensioners
• Receives and packages cheques; 
• Reconciles cheques with Post Office listing and notes any cheques to be held, and packages for dispatch to the Post Office; 
• Prepares monthly summary to facilitate the cash transfers and adjustments;
• Conducts monthly control to reflect changes made for the month whether by the resumption of suspended payments or termination of payment for deceased pensioners to ensure balance; 
• Submits returned cheques for deceased pensioners, for lodgement to the relevant bank account; 
• Requests that cheques lodged to Treasury Deposits be re-issued once pensioners’ accounts or status have been verified; 
• Files all cards used in the preparation of the payroll once the control is done;
• Verifies pensioners’ personal data e.g. (date of birth and address) 
• Ensures that information keyed by the Data Centre are correct; 
• Submits monthly summary to the Senior Payroll Officer; 
• Posts payments on the Financial Management Information System; 
• Checks list prior to dispatching to Healthcare Provider; 
• Mails cheque along with Listing to the Health Insurance Administrator;
• Assists in dispatching monthly payroll for pensioners; 
• Any other related duty that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Analytical Thinking, Decision Making, and Problem Solving: The capacity to analyze problems promptly, choose between alternatives, and effect meaningful solutions. 
• Accuracy and attention to detail. 
• Managing the Client Interface: Ability to work effectively with others, both internal and external to the Department, to deliver acceptable, customer oriented and high-quality service. 
• Use of Technology: The ability to accept and implement information technology in work activities to enhance organizational performance. 
• Ability to work effectively under pressure. 
• Collaboration and Team Work: The ability to be collaborative, and an inspiring professional who shows a genuine intention to participate and work co operatively with others in pursuit of team goals. 
• Customer and Quality Focus: The ability to continuously ensure high standards of quality and service delivery to meet customers’ expectations
• Interpersonal skills: The ability to display sensitivity towards others, interact collaboratively with colleagues, and to build long term internal and external relationships and gain support to achieve desired objectives. 
• Emotional Intelligence: Possession of self-awareness, self-management, social awareness, and social skills – The ability to display behaviors appropriate to the AGD’s business and social environment. 
• Oral and Written Communication: The ability to communicate proficiently orally, in writing, and in face- to- face. 
• Integrity: The ability to consistent demonstrate sound ethical standards, observe the codes of conduct for employees and codes of professional practice, and show consistency between established values and behaviors, in order to build trust and credibility. 
• Performance Management: The ability to align resources, systems, standards and activities to effectively, efficiently and consistently meet the goals and strategic objectives of the Department in a consistent, effective and efficient manner.

Minimum Required Qualification and Experience

• AAT Level 3; or 
• ACCA-CAT Level C/Level 3; or 
• ACCA Level 1; or 
• NVQJ Level 3, Accounting; or 
• Diploma in Accounting from an accredited University or Community College; or
• ASc. Degree in Business Studies/Business Administration from an accredited tertiary Institution; or 
• Asc. Degree in Accounting, MIND; or 
• Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3; or
• BSc. Degree in Accounting or Management Studies with Accounting; or
• BBA Degree; or 
• Successful completion of three (3) years of any of the Bachelor’s Degree programmes mentioned above 

Special Conditions Associated with the Job

• Required to meet numerous critical deadlines from time to time 

Please note that only shortlisted applicants will be contacted.