Under the leadership and direction of the Director – Finance & Accounts, Accountant – Payables and Payroll is primarily responsible for managing the financial management processes and systems concerning payroll and general payments of the Coconut Industry Board (CIB).
1. JOB PURPOSE
Under the leadership and direction of the Director – Finance & Accounts, Accountant – Payables and Payroll is primarily responsible for managing the financial management processes and systems concerning payroll and general payments of the Coconut Industry Board (CIB).
2. KEY OUTPUTS
- CIB payments and payroll systems and procedures managed
- Statutory obligations managed
- CIB payments and payroll systems and procedures monitored and evaluated
- CIB payments and payroll information/datasets managed
- Technical advice and recommendation provided
- Vouchers reviewed and certified
- Cheques, electronic and bank transfer letters reviewed
- CIB Inventory managed
- Audit Queries researched and analyzed
- Annual/Quarterly/Monthly performance Reports prepared
- Individual work plans developed
- Staff Coached and Appraisals Conducted
3. KEY RESPONSIBILITY AREAS
Technical/Professional Responsibilities
- Manages proper systems and procedures that accurately captures all accounts payable in the correct period to which they relate by:
- Reviewing the 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;
- Ensuring that adequate systems are in place to adhere with statutory obligations such as the 3% Withholding Tax and related obligations;
Computes and records monthly and fortnightly salaries and ensures that employees are paid on time by:
- Reviewing logbooks, time sheets and ensuring requisite approvals are in place;
- Checking and ensuring that salaries/wages are correctly calculated by the system and any differences/errors found are promptly corrected;
- Entering information for online bank transfer to employee’s accounts or preparing cheques for payment;
- Ensuring that the salaries/wages information is uploaded to the requisite ICT solution for the generation of electronic payment advise and/or packaging and distributing payment advise.
- Posts journal entries and maintains balance sheet ledgers and accounts;
- Monitors and evaluates bank balances daily and update cash balance;
- Computes travelling and mileage and ensures employees are paid on time by:
- Receiving and verifying travel allowance and recalculating mileage claims for accuracy,
- Computing travel allowance and claims,
- Entering information for payment with salaries;
- Maintains Employee Records and Salary Control Register for all employees;
- Updates the Payroll Database to reflect; separations, new employment, promotions, salary changes, etc.;
- Calculates statutory deductions and prepares monthly deduction report for presentation to Director – Finance & Accounts;
- Prepares pension deduction payment and submits with cheque
- Prepares employees’ voluntary deductions by:
- Updating/ reviewing deduction list monthly in keeping with request for changes and payments at the end of obligations;
- Preparing bank transfers and/or cheques for delivery in accordance with agreed standards;
- Compiles employer’s annual returns of Income Tax and other statutory deductions and present to Director – Finance & Accounts for filing;
- Checks voraciously on a regular basis a sample of vouchers, claims checked and certified by the Payments and Payroll Units;
- Checks and certifies payments/payroll in accordance with the FAA Act, its Regulations and its Instructions;
- Determines the priority of invoices/suppliers to be paid in consultation with the Director – Finance & Accounts;
- Designs, implements and monitors a system that corroborates general payments and receivables information/datasets on the accounting systems related to commercial operations and outstations (for example the Coconut Shop);
Monitors Staff Loan facility by:
- Verifying existing balances to determine eligibility for approval consideration
- Preparing loan repayment schedule to present for approval along with loan application
- Process loan and implement repayment as per schedule
- Provides and reviews base data for the preparation of monthly reports and the Annual Budget;
- Prepares payables and payroll statements/reports to facilitate the preparation of Annual Returns;
- Prepares and reviews audit schedules relating to the payables and payroll in support of the annual audit processes;
- Responds to all audit queries affecting the functions under superintendence by undertaking evidence-based research and analysis;
- Manages payables and payroll issues/concerns raised in the external auditors reports and Auditor General’s queries and reports accordingly;
- Coordinates the timeliness, accuracy and completeness of period end close activities for inventory and related inventory reserves, including journal entries, account reconciliations and roll-forwards in accordance with reporting deadlines;
- Manage end-to-end inventory processes and provide analysis of CIB performance by collecting, interpreting, and presenting key reports to management;
- Manages efforts to report, manage & dispose of excess & obsolete inventory;
- Protects the integrity of inventory by establishing, monitoring, and enforcing internal controls;
- Monitors inventory accounting and related system reports for accuracy and completeness;
- Manages protocols to ensure that there is an effective system of internal controls to detect and prevent corruption, fraud, irregularities, misappropriations and any other loss of public funds;
- Prepares and submits periodic reports to the Director – Finance & Accounts on the performance of the function or any specific issue or problem;
- Keeps current with the latest tools/techniques in Public Financial Management (Specifically General Payments and Payroll) to determine what new solutions and implementations will meet CIB business/operational requirements.
Management/Administrative Responsibilities
- Participates in the development of the CIB’s Corporate/Operational Plans, Budget and Individual Work Plans;
- Supervises and prepare reports to Director – Finance & Accounts and other relevant stakeholders;
- Attends Committee meetings and executes directives as necessary;
- Represents CIB at meetings, conferences, workshops and seminars.
Human Resources Responsibilities
- Provides leadership to staff through effective objective setting, delegation and communication;
- Ensures that direct reports and staff are kept fully abreast of GOJ’s goals and priorities with regards to the CIB’s core functions and related issues;
- Manages the welfare and development of staff in the CIB through the preparation of performance appraisals and recommendations for required training and development programmes;
- Recommends appointments, training, incentive arrangements and disciplinary action for staff supervised in keeping with established human resource policies;
- Provides guidance to staff through coaching, mentoring and training, providing assistance and support as needed;
- Ensures that staff is aware of and adhere to the policies procedures and regulations of the CIB;
- Ensures that training and other needs of employees are adequately identified and addressed;
- Ensures that clearly defined values and attitude are in place that fosters a culture of teamwork, employee empowerment, commitment to quality service delivery and creates an environment that is conducive to continuous learning.
Other Responsibilities
- Performs all other related duties and functions as may be required from time to time.
4. PERFORMANCE STANDARDS
- CIB payments and payroll systems and procedures managed in accordance with FAA Act (Instructions), SLA’s, best practices and agreed timeframes;
- Statutory obligations directed in accordance with the Tax regime and timelines for Jamaica;
- CIB payments and payroll systems and procedures monitored and evaluated in accordance with FAA Act, best practices and agreed timeframes;
- CIB payments and payroll information and datasets managed in accordance with FAA Act, SLA’s, best practices and agreed timeframes;
- Technical advice and recommendation provided are evidence-based and timely;
- Vouchers reviewed and certified are accurate and timely;
- Cheques, electronic and bank transfer letters reviewed and signed in a timely manner and are accurate;
- CIB inventory management systems managed in accordance with the agreed standards and timeframes;
- Audit queries are researched and analyzed; and findings presented in the agreed format and timeframes;
- Annual/Quarterly/Monthly performance reports are prepared in accordance with agreed format, are accurate and submitted on time;
- Individual Work Plans developed in conformity to established standards and within agreed timeframes;
- Staff Coached and Appraisals completed and submitted in accordance to agreed timeframe and standards;
- Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.
7. REQUIRED COMPETENCIES
Core
- Oral Communication
- Written Communication
- Customer & Quality Focus
- Teamwork & Cooperation
- Integrity
- Compliance
- Interpersonal Skills
- Change Management
Technical
- Knowledge of Financial and Accounting Principles and Practices;
- Knowledge of Audit Principles and Techniques;
- Knowledge of Inventory Management;
- Knowledge of the Public Finance Legal Framework (FAA Act & Regulations and Instructions) Public Expenditure Policy and Public Finance Management Reforms;
- Expert knowledge of and experience in, GOJ operations and Public Sector matters;
- Deep analytical capability and ability to apply strategic thinking to financial reporting and analysis;
- A strong sense of trust and a high level of confidentiality and integrity;
- Knowledge of ICT Finance & Accounting systems;
- Good understanding of the public expenditure policy environment and the goals;
- Good knowledge of Finance and Accounting monitoring and evaluation frameworks;
- Strong ability to synthesize multiple ideas and complex information into a coherent summary, as in reports and briefing notes, and to make cogent recommendation for the modification or creation of legislation, policies and programmes;
- Good verbal and written communication skills, with the ability to deliver presentation with tact, clarity, enthusiasm and accuracy to widely varied audiences;
- A high level of initiative and self-motivation;
- Demonstrated interpersonal and negotiation skills;
- Aptitude for developing and maintaining collaborative relations with team members both within and outside the CIB;
- Familiarity with procedures, policies and legislation governing the machinery of government;
- Knowledge of the Government processes, including policy development, financial planning, performance management systems and basic theories, principles and methods of analysis;
- Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects.
8. MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Bachelor’s Degree in Finance, Accounting, Management Studies, Public Sector Management, Public/Business Administration, or a related discipline, OR Association of Certified Chartered Accountant (ACCA) Level 2;
- Five (5) years’ experience in a Finance/Accounting environment.
9. SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally and internationally to attend conferences, seminars and meetings.
