Accounts Payable and Payroll Manager

Summary

Under the direct supervision of the Principal Finance Officer, the incumbent will be responsible for ensuring the accurate and timely processing of accounts payables and receivables, while maintaining compliance with government financial regulations.

Responsibilities

• • Proper checking, posting and payment of all accounts payables which are properly authorised and valid within specified time period;
• • Verifying the accuracy of payment vouchers in compliance with the Government of Jamaica financial requirements;
• • Proper supervision of the direct reports ensuring that the Branch’s objectives are achieved and regulations are adhered;
• • The management of the overall procedures in respect of all accounts receivables and accounts payables and cheque disbursement by ensuring: - The proper systems of internal control exist and are being adhered to; - That Financial Administration and Audit Act (FAA Act), its Regulations and Instructions are complied with; - That the service to both the Department’s internal and external clients are performed effectively, efficiently and economically.
• • Ensures that the checking of pay sheets, statutory and non-statutory deductions, vouchers and salary payment vouchers are correctly completed;
• • Prepares salary adjustments for staff members attached to the Houses of Parliament and paid by the Accountant General’s Department, and submits in a timely manner for payment of monthly salaries and allowances;
• • Conducts tests to ensure that all accounts payables and accounts receivables are being accurately captured and brought to account within the period specified;
• • Ensures that advances and overpayments of salaries are promptly recovered;
• • Maintains records of all payments, as well as all routine or ongoing contractual obligations, for example, utilities, janitorial services and travel claims, etc.;
• • Conducts detailed checks of vouchers and claims and submits to the Accounts Payable Officer for processing;
• • Determines the priority of invoices/suppliers to be paid in consultation with the Principal Finance Officer;
• • Examines all incoming files, correspondence, claims and vouchers submitted to the Unit and assigned to the Accounts Payable Officer for detailed checking, along with any relevant information for guidance;
• • Monitors the work of the Accounts Payable Officer, ensuring that claims and vouchers are assigned for checking and are processed within a reasonable time;
• • Prepares and submits periodic reports to the Principal Finance Officer on the performance of the Branch or any specific issue or problem;
• • Checks and certifies payments in accordance with the FAA Act, its Regulations and its Instructions, and also the accurate computation and payment of salaries;
• • Ensures that there is an adequate system for accurate computation and payment of salaries;
• • 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;
• • Ensures that an effective and proper system is in place for providing accounts that are fair and impartial, and in accordance with the accounting standards and guidelines;
• • Ensures that all monies collected are lodged to the relevant bank accounts;
• • Ensures the maintenance of the Parliament’s Petty Cash and Imprest Cash Book. Office of the Services Commissions (Central Government) Ministry of Finance and the Public Service Building 30 National Heroes Circle, Kingston 4 Jamaica, West Indies Tel: 876-922-8600 Fax: 876-924-9764 Email: communications@osc.gov.jm Website: www.osc.gov.jm
• • Participates in the development of the Branch’s Budget, Strategic and Operational Plans;
• • Supervises, checks and summarizes the Petty Cash records;
• • Provides guidance to cashier in carrying out duties of maintaining accurate Petty Cash receipts, good cash management, timely update of Petty Cash Vouchers and Cash Book, and checks bank lodgments;
• • Trains and guides Officers in procedures for thorough checking of bills, claims and vouchers;
• • Assists with the preparation of the Budget and supplementary estimates of the Houses of Parliament.
• • Manages the performance of the Accounts Payable and Payroll Branch and its staff, including transferring skills, motivating staff, setting performance targets, monitoring and evaluating staff performance and providing feedback;
• • Recommends staff members for training;
• • Participates in the recruitment of staff for the Branch and recommends promotion, transfers and leave in accordance with the Human Resource Management and Development Branch;
• • Manages staff through coaching and mentoring;
• • Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch and organisation’s goals;
• • Performs any other related functions assigned from time to time.

Desired Traits and Characteristics

• • Good problem-solving skills;
• • Comprehensive knowledge of the Financial Administration and Audit (FAA) Act, its Regulations and its Instructions;
• • Good time management skills;
• • Excellent leadership skills;
• • Excellent planning and organizing skills;
• • Excellent oral and written communication skills;
• • Excellent knowledge of financial management and accounting principles and practices;
• • Comprehensive knowledge of the Government Central Treasury Management System;
• • Good interpersonal skills;
• • Excellent team building skills;
• • Must be able to work under pressure and meet deadlines;
• • Ability to work on own initiative;
• • Excellent analytical and judgment skills;
• • Proficiency in the use of relevant computer applications.

Qualifications

• • 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
• • A.Sc Degree in Business Studies/Management Studies/Business Administration from an accredited tertiary institution; or
• • A.Sc in Accounting, MIND; or
• • Diploma in Government Accounting, MIND, Government Accounting levels 1,2 3; or
• • B.Sc Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited tertiary University;

Additional Information and Instructions

🗓️ Application Deadline: Applications, accompanied by résumés, should be submitted no later than Friday, 6th December, 2024 to: 👤 Clerk to the Houses Houses of Parliament Gordon House 81 Duke Street Kingston 📧 Email: clerk@japarliament.gov.jm ℹ️ Subject: Accounts Payable and Payroll Manager (FMG/PA 1) 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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