Director, Accounts Payables and Payroll (FMG/PA 4)

Summary

Under the direct supervision of the Principal Finance Officer, the Director, Accounts Payables and Payroll is responsible for the management of the procedures in respect of payroll, accounts payable and disbursements, ensuring that: ✓Proper systems of internal control exist and are being adhered to; ✓The Financial Administration and Audit (FAA) Act, its Regulations, and Instructions are complied with; ✓The services of the Ministry’s internal and external clients are performed efficiently, effectively and economically. The incumbent is also responsible for the overall supervision of the Accounts Payable and Payroll Units of the Finance and Accounts Division of the Ministry, and is the chief advisor to the Principal Finance Officer on all financial matters relating to accounts payable, payroll, and other funds and assets under the control of the Ministry. 💰Salary range $6,333,301 - $8,517,586 per annum.

Responsibilities

• Administrative/Management:

  • • Assists with planning, organising and directing the work of the Finance and Accounts Division, by assisting with the development and monitoring of the Division’s Corporate and Operational Plans and Budget;
  • • Plans, organizes, directs and monitors the work of the Expenditure Control and Accounts Branch, by developing its Unit Plan and ensuring that direct reports’ Individual Work Plans are prepared;
  • • Prepares Individual Work Plan;
  • • Manages the daily operations of the Unit to consistently provide a high level of service to clients;
  • • Reviews payables operations to ensure the effectiveness and efficiency of the systems and procedures, by identifying, measuring and capturing all accounts payable relating to each period and to the Financial Year;
  • • Conducts tests to ensure that all accounts payable and accrued wages are being accurately captured and brought to account within the period to which they relate;
  • • Ensures that there is an adequate system for checking, certifying and authorising payments, in accordance with the FAA Act, its Regulations and Instructions;
  • • Manages the quality assurance efforts to ensure that all payments are effected in accordance with the Regulations;
  • • Attends required Ministry meetings on financial and personnel matters;
  • • Attends meetings at the Ministry of Finance and the Public Service, Accountant General’s Department and other Government agencies, to discuss matters relating to the finances, payments and payroll of the Ministry and its Agencies;
  • • Prepares and submits periodic reports to the Principal Finance Officer on the performance of the Branch or any specific issue or problem.

• Technical:

  • • Ensures that all deadlines are met for the payment of salaries and other contractual obligations, provided that funds are available;
  • • Ensures that proper systems and procedures are in place for accurately capturing all accounts payable, accounts receivable and income in the correct period to which they relate, by reviewing and testing operations constantly to ensure effectiveness and efficiency;
  • • Ensures that there are adequate procedures in place to facilitate accurate and timely checking, certification and authorisation of payroll and all other payments, in accordance with the Financial Administration and Audit Act, Regulations and Instructions;
  • • Ensures that there are adequate internal control systems in place for the accurate computation and payment of salaries;
  • • Ensures that an effective system is in place to prevent incidence of overdraft on any official bank accounts;
  • • Ensures that an effective, fair and proper system is in place for the prioritisation and payment of accounts payable;
  • • Conducts checking and certification of all payments being processed under the Ministry and its Projects;
  • • Ensures that there is an effective system of internal control to detect and prevent corruption, fraud, irregularities, misappropriations and any other loss of public funds;
  • • Takes all necessary steps to have payments and payroll systems operating efficiently and smoothly, resulting in timely and accurate processing of payments;
  • • Oversees the collection of Non-Tax Revenue in keeping with the Financial Administration and Audit Act, Regulations and Instructions;
  • • Ensures the smooth and efficient operation of the system for the maintenance of accounts, resulting in the timely and accurate preparation and submission of financial statements;
  • • Maintains effective working relationships with external and internal stakeholders and clients.

• Human Resource:

  • • Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends or initiates corrective actions, where necessary;
  • • Participates in the recruitment of staff for the Unit and recommends staffing arrangements in keeping with established human resource procedures and policies;
  • • Provides leadership and guidance to direct reports through effective planning, delegation, communication, training and mentoring;
  • • Takes steps to address the welfare and development needs of staff in the Unit;
  • • Makes provisions for direct reports to have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively;
  • • Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service/Ministry;
  • • Recommends disciplinary action, leave and staffing arrangements for direct reports.

• Other:

  • • Assists the Principal Finance Officer in addressing issues/concerns raised in the Auditor General queries and reports in respect of the Finance Directorate;
  • • Accompanies Permanent Secretary and Principal Finance Officer to the Public Accounts Committee and Standing Finance Committee of Parliament, as required;
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Behavioural:

  • • Excellent oral and written communication skills
  • • Teamwork and co-operation
  • • Good interpersonal Skills
  • • Ability to use own initiative
  • • Client and quality focus/commitment to service quality
  • • Compliance
  • • Adaptability
  • • Integrity
  • • Methodical
  • • Good problem-solving and decision-making skills
  • • Good planning and organizing skills
  • • Goal/Result Oriented
  • • Confidentiality
  • • Mutual respect
  • • Good leadership skills
  • • People management skills
  • • Strategic vision
  • • Impact and influence
  • • Partner and external relations
  • • Good analytical thinking skills

• Technical:

  • • Use of Information, communication and technology
  • • Legislation, Regulations and Policies
  • • Budget Management
  • • Change Management
  • • Conflict Management
  • • Negotiation
  • • Mentoring
  • • Performance Coaching
  • • Risk Management
  • • Policy Development
  • • Monitoring and Evaluation
  • • Research Methodology
  • • Project Management
  • • Financial Accounting (Cash Accounting)
  • • Financial Accounting (Accrual Accounting)
  • • Financial Analysis
  • • Management Control (Internal Control
  • • Financial Systems (FINMAN, BizPay)

Qualifications

• • Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited University; or
• • Post-Graduate Degree in Accounting/Financial Accounting; or
• • Practising Chartered Accountant and a member of a designated professional Accounting Body; or
• • ACCA Level 2 or 3;

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to travel locally and overseas on official business;
  • • May be required to work beyond regular working hours.

Applications accompanied by résumés should be submitted no later than Thursday, 20th March, 2025 to: The Permanent Secretary Ministry of Science, Energy, Telecommunications and Transport PCJ Building, 36 Trafalgar Road Kingston 10 ✉️ Email: hr@mtw.gov.jm ℹ️ Subject: Director, Accounts Payables and Payroll (FMG/PA 4) ⚠️ Note: Only shortlisted applicants will be contacted. Applications should include the names and positions of two (2) senior persons who can provide a character and work-related reference. Special Conditions Associated with the Job:

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