Chief Finance Officer (FMG/PA 3)

The incumbent will direct the Office of the Information Commissioner’s day-to-day financial operations and administer the entire accounting systems and practices.



KEY OUTPUTS

• Ensures the planning, financial management and management of material resources as well as the proper functioning of the OIC’s facilities, ensuring the provision of transversal services with quality and efficiency;
• Manages and administers the OIC’s budgetary and cash resources allocated between programmes, activities and projects in line with the OIC’s corporate plan, policy priorities and resource availability;
• Budgeted and actual Non-Tax Revenue and public expenditure reported accurately, promptly and transparently for scrutiny by the Auditor General, the Financial Secretary and Parliament;
• Maintain control over the level of public expenditure, and maintain high standards of performance, ensures that value for money is achieved in the management of public finances, including projects completed on time and to budget;
• Maintain high standard of probity, accountability, transparency and value for money achieved in the management of the OIC’s finances;
• Source of key overall expertise and advice on OIC’s expenditure management, and representation of the OIC’s interests;
• Finance and Administrative Branch’s activities planned, organised, and directed;

KEY RESPONSIBILITY AREAS:

MANAGEMENT/ADMINISTRATIVE RESPONSIBILITIES

• Prepares the OIC Annual Budget Plan and Activity Plan in articulation with the other Divisions, Branches and areas and monitor their execution;
• Prepares the financial reports;
• Assures the budgetary management and the financial activities of the OIC;
• Prepares and keeps the OIC accounting updated;
• Ensures payments of the OIC’s general costs, ensuring compliance with internal control standards and contractual commitments previously agreed;
• Keeps the archive of the accounting documentation and carry out the administrative tasks necessary for the functioning of the OIC;
• Ensures, in coordination with the Human Resources Branch, the administrative management of human resources in terms of attendance control, salary processing, vacation management, preparation and updating of employment contracts, among others;
• Administrative support for all organic units of the OIC.

TECHNICAL/PROFESSIONAL RESPONSIBILITIES

• Development of financial management mechanisms that minimize financial risk;
• Managing the OIC’s financial accounting, monitoring and reporting systems;
• Developing and maintaining relations with appropriate external contact e.g., auditors, bankers and other statutory bodies;
• Responsible for the formulation, implementation and maintenance of the OIC’s financial accounting and reporting policies and procedures;
• Advise, discuss and consult the audit committee, the Information Commissioner, the Deputy Information Commissioner and senior management team on financial matters of the OIC;
• Analyse financial position and reports on significant events and recommend remedial action where necessary;
• Coordination and preparation for annual statutory audits and other audits as required;
• Implement and maintain effective systems and procedures for safeguarding, recording and controlling all the resources of the OIC;
• Implement and maintain effective systems and procedures for processing disbursements, investing and management of the funds of the OIC;
• Respond to auditor’s comments concerning financial operations and oversee required action to address deficiencies;
• Review Management Information Systems and internal controls of the organisation and implement changes required in accordance with changing circumstances;
• Provide supervision and guidance in preparation of budgets, forecast, corporate plans and financial reports;
• Review and ensure annual returns are filed within the required time-frame;
• Responsibility for the safe keeping and integrity of accounting records;
• Ensure that the financial affairs of the OIC are conducted in a manner that is consistent with internationally accepted best practices and that the guidelines of the Ministry of Finance and the Public Service and the FAA Act are consistently observed.

OTHER RESPONSIBILITIES

The incumbent from time to time, may be assigned duties not specifically outlines within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position



PERFORMANCE STANDARDS

• Financial statements prepared and submitted by 31st July for annual statements and by the 14th day of the following month for monthly statements;
• Monthly and annual financial statements submitted to the Auditor General and the Financial Secretary within the stated deadline;
• Level of efficiency within OIC;
• Expenditure kept within budgeted amounts;
• Percentage of projects completed on time;
• Percentage of projects completed within budget;
• Percentage of external and internal audit queries;
• Percentage of repeat audit queries.
• Level of customer satisfaction:
  • The Information Commissioner and Deputy Commissioner’s satisfaction with the public expenditure monitoring and the management of the OIC’s finances;
  • The level of satisfaction of programme managers with the advice and accounting support from the Finance and Administrative Branch;
  • The level of satisfaction of the OIC’s employees with the services of the Finance and Administrative Branch;
  • The level of satisfaction of public bodies and institutions with the services of the Finance and Administrative Branch;
  • The number of complaints by suppliers, contractors and other external customers.
• Timeliness in the implementation of the recommendations of the following entities and persons; the Public Accounts Committee (PAC), PAAC, the Ministry of Finance and the Public Service, Audit Committee, Other Divisions of the OIC and the Information Commissioner;
• Confidentiality, integrity and professionalism are displayed in the execution of duties and personal conduct;
• Ethical conduct is upheld.

REQUIRED COMPETENCIES

Core

• Oral communication
• Written communication
• Customer and quality focus
• Team work and cooperation
• Integrity
• Compliance
• Interpersonal skills
• Change management
• Critical Thinking and Analysis
• Ethics

Functional

• Strategic vision
• Analytical thinking
• Problem solving and decision making
• Impact and Influence
• Initiative
• Planning and organizing
• Goal/result oriented
• Leadership
• Use of technology - Proficiency in the use of relevant computer applications (Microsoft Office)
• Excellent knowledge of Government Procurement Policy.
• Good knowledge of Contract Management.
• Ability to manage limited resources in order to achieve outputs.
• Knowledge of FAA Act, Staff Orders and acts related to Statutory Bodies, and Government Companies.
• Knowledge of Accounting and Finance Principles and Practices

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Bachelor’s or Master’s Degree in Finance;
• Five (5) or more years’ experience in finance areas;
• Three (3) years in a Management role;
• Experience as a finance director in the private sector in a multinational company would be an asset;
• Practical experience and knowledge of the full range of processes and procedures in the public sector and with the Public Administration in Jamaica;
• Knowledge of a variety of reporting procedures, regulations and law.

SPECIAL CONDITIONS ASSOCIATED WITH THIS JOB

• Normal working conditions;
• May be required to work beyond normal working hours.

AUTHORITY

• Supervises the Payroll Manager;
• Authorises payments and bank transactions;
• Sign cheques and requisitions;
• Requisitions cheques and invoices.