Senior Accounts Payable Officer

Job Purpose

Under the direction of the Director, Accounts Payables and Receivables, the Senior Accounts Payable Officer is responsible for ensuring the proper identification, checking, measuring, posting and payment of all accounts payable within the period to which they relate, in accordance with the FAA Act. 

The incumbent is also responsible for the supervision of the Accounts Payable Unit, ensuring that the Unit’s objectives are achieved and ensures that funds are committed for all payments. 

Key Responsibilities

Management/Administrative: 

• Facilitates the training and guidance in the correct procedures for thoroughly checking of utility bills, invoices, claims and vouchers; 
• Provides support to sub-offices in payment and cashiering functions; 
• Provides supporting documentation for audits; 
• Conducts maintenance of record of all cyclical payments as well as all routine or on-going contractual obligations. (eg. utilities, janitorial services, security services, consultancy services, travel claims, etc.); 
• Directs activities to ensure that invoices, bills etc are received for all known cyclical and on-going contractual obligations and that these are booked in accounts payable;
• Liaises with the Senior Management Accountant regarding any new service or acquisition of any goods, stores or assets, which has or will give rise to a liability on the part of the Authority; 
• Convenes Unit meetings; 
• Analyses payment request in the context of its authenticity, cash flow and budgetary provision and where satisfactory, submits same to Director, Payroll and Payables for detailed checking; 
• Assists in ensuring that members of staff in the Unit are aware of and adhere to the Accounting and Financial Procedures of GOJ; 
• Ensures there is a smooth flow of payment vouchers and that there are no unnecessary delays in the processing of payments. 

Technical/Professional: 

• Maintains records of all payments, as well as routine or ongoing contracts;
• Examines all incoming correspondence, claims and vouchers submitted to the Branch and assigned to the Payables Officer for detail checking, along with any relevant information for guidance; 
• Monitors the Accounts Payables Officer, ensuring that invoices, claims and vouchers are assigned for checking and are processed within a reasonable time; 
• Prepares commitments of all utility bills, invoices, claims, vouchers assigned, ensuring that there is propriety, regularity, authenticity and accuracy of claim;
• Prepares the imprest reimbursement claims, contract and other technical vouchers or claims; 
• Flags and clarifies any unusual or questionable invoice items or prices;
• Prepares monthly outstanding payables list; 
• Collaborates with the Director, Payables and Receivables in developing a priority payments procedure which establishes the basis for determining vouchers to be paid;
• Selects the vouchers to be paid based on priority policy and given the level of funds available; 
• Streamlines the payment operations by developing an appropriate schedule which identifies the days of the week for specified types of payments; 
• Assembles, reviews and verifies invoices and requests for cheque payments;
• Researches and resolves invoice discrepancies and issues; 
• Corresponds with suppliers and responds to their inquiries; 
• Reconciles accounts payable transactions and prepares analysis of accounts;
• Assists with ensuring accuracy of financial statements; 
• Ensures that all payments are correctly classified according to fixed asset, stock, expenses, advances and settlement of liability; 
• Monitors the work rate and workload of officers in the Unit. ensuring that there is an even flow and the absence of bottle necks in the processing of payments; 
• Assists and guides officers in the Unit on technical issues or in resolving problems encountered; 
• Certifies all vouchers and transaction relating to the payables and collection functions. 

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. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills 
• Customer and quality focus 
• Good problem solving and decision-making skills 
• Teamwork and cooperation 
• Ability to work on own initiative 
• Sound integrity 
• Good analytical thinking skills 
• Compliance 
• Good interpersonal 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 Budget Management 
• Sound knowledge of Financial Accounting (Cash and Accrual) 
• Use of Technology: Proficiency in the use of relevant computer applications and financial systems (Microsoft Office Suite, GFMS) 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA from a recognized University; 
• Two (2) years working experience in a comparable environment; 

OR 

• ACCA Level 2; 
• Three (3) years working experience in a comparable environment .

Special Conditions Associated with the Job

• Regularly spend long hours sitting and using office equipment and computers, in intense concentration, reviewing and entering financial information; 
• May be required to work weekends and Public Holidays; 
• May be required to travel to Outstations. 

Please note that only shortlisted applicants will be contacted.