Senior Payment Officer - Accounts Payable/Disbursement Unit

Summary

The incumbent is responsible for facilitating the payment process to clients by ensuring that all claims, when received, are settled in a timely manner and the disbursement of public funds are in keeping with the Financial Administration and Audit (FAA) Act, Regulations and Instructions, other Statutes and Guidelines. The incumbent is also responsible for generating all payments to be sent to treasury for processing by the Accountant General’s Department (AGD), as well as maintaining and securing all records relevant to the portfolio responsibility.

Responsibilities

• • Researches and provides assistance in answering audit queries related to the payment process;
• • Participates in the preparation and maintenance of the Operational and Procedural Manual to guide the activities of the Division and to ensure effective internal control;
• • Assists in the maintenance of strict control over the access to records by persons external to the Checking Unit;
• • Participates in conducting training of Payments Officer;
• • Participates actively in the annual Board of Survey.
• • Checks the authenticity of documents presented for payment;
• • Facilitates the preparation of payment vouchers using the correct events on the Government Financial Management System (GFMS), ensuring that vouchers are properly prepared, entries and cost center information are correct and the necessary supporting documents complies with the requirement of the FAA Act and its Instructions;
• • Checks all Petty Cash and Stamp Imprest reimbursement requests and ensures requests are processed timely;

• Assists the Payment Manager in the management of the payment process by:

  • • Ensuring payment requests promptly inserted and posted to the system and relevant payments are selected for the “Send to Treasury” function;
  • • Ensuring that all payments and other relevant adjustments are posted in the
  • • Ensuring, where applicable, the “return of funds’ process is monitored and actioned;
  • • Ensuring the Utility Registers are properly maintained;
  • • Monitoring of the payment system to see the status of work-in-progress on a daily basis;
  • • Providing information to clients on the status of the processing of their claim, invoice etc.;
  • • Assisting with the preparation of monthly status reports and other special reports related to the activities of the Unit;
• • Exercises responsibility for the proper maintenance of all records relevant to the payment process by observing strict procedure for their control;
• • Performs any other related duties that may be assigned from time to time.

Desired Traits and Characteristics

• • Good oral and written communication skills;
• • Ability to work in team;
• • Good interpersonal skills;
• • Ability to work on own initiative;
• • Good customer relations skills;
• • Good problem-solving and analytical skills;
• • Responsible and meticulous.

Qualifications

• • Good knowledge of the FAA Act, other associated legislation, circulars, directives and bulletins;
• • Good knowledge of Government Accounting;
• • Good knowledge of the Ministry’s policies, practices and procedures;
• • Proficiency in the relevant/applicable computerized Accounting System;
• • Sound knowledge of the preparation of payment vouchers;
• • Proficient in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the Government Financial Management System (GFMS);
• • Knowledge of Internal Controls;
• • Knowledge of Accounts Payables and GOJ’s payments process.
• • 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.

Additional Information and Instructions

🗓️ Application Deadline: Applications, accompanied by résumés, should be submitted no later than Thursday, 5th December, 2024 to: Senior Director, Human Resource Management and Development Ministry of Foreign Affairs and Foreign Trade 2 Port Royal Street Kingston 📧 Email: recruitment@mfaft.gov.jm 👤 Subject: Senior Payment Officer (FMG/AT 3) - Accounts Payable/Disbursement Unit 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted. 📌 Reminder: Please ensure a copy of this circular is placed in a prominent location on the Notice Board of the Ministry/Department/Agency and brought to the attention of all eligible officers.

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