Commitment Control Officer (FMG/AT 3)

JOB PURPOSE

Reporting to the Senior Commitment Control Officer, the Commitment Control Officer coordinates and maintains an effective cash management system and ensures the proper planning and control of commitments/expenditures within the limits of the Approved Provision and Warrant Allocations. 

KEY OUTPUTS

• Commitment Control Registers prepared;
• Commitments requisitions examined;
• Commitment Control Register posted;
• Cash Management Reports prepared;
• Expenditure trends identified;
• Weekly/quarterly outstanding commitments reports prepared;

KEY RESPONSIBILITIES AREAS

• Assists in arranging the commitment planning meeting at the commencement of each financial year;
• Records warrant allocation to the various accounts of stakeholders, using Excel Spreadsheet and maintaining the data;
• Identifies and classifies commitments according to categories – inescapable, priority and others;
• Ascertains from all sources, the total value of unpaid bills, if any, brought forward from the previous year;
• Prepares Commitment Control Registers for all activities and projects of the Ministry on a Head/Programme/Project/Activity /Object basis;
• Receives and records all request for commitments from the Principal Finance Officer’s office and from Programme Managers;
• Examines commitment requisition submitted to ensure that they are duly authorised by the appropriate officer and whether funds are available under the categories to which commitment relates;
• Certifies the commitment and records amounts in the Commitment Control Register;
• Informs Programme Managers of the status of their requisitions and the funds available under their respective programmes;
• Maintains the Commitment Control Register for the Ministry’s Recurrent, Capital A and B heads by ensuring that warrant allocations and cash received are posted correctly and promptly;
• Posts Commitment Control Register on a daily basis to reflect the commitment and/or cash discharged and the balance available on Approved Provision/Warrant Allocation;
• Reconciles on a timely basis commitment control registers with the FinMan reports;
• Provides age analysis of outstanding bills;
• Provides total value of weekly outstanding commitments to the Senior Commitment Control Officer for submission to the Ministry of Finance and the Public Service;
• Prepares quarterly outstanding commitments reports to the Senior Commitment Control Officer for submission to the Director Management Accounts;
• Prepares and submit to the Senior Commitment Control Officer weekly outstanding commitments and monthly cash management reports;
• Submits to the Senior Commitment Control Officer programmes/activities at risk of exceeding budgetary allocations;
• Assists the Director Management Accounts through the Senior Commitment Control Officer in the planning and utilisation of available cash based on the level and categories of outstanding commitments;
• Advises the Senior Commitment Control Officer of slow moving programmes and activities from which funds can be diverted to satisfy the need of activities/projects that are urgently in need of funds;
• Analyze expenditure trends and advises the Senior Commitment Control Officer accordingly;
• Facilitates proper cash management and expenditure control by making available to management, information on the discharged commitments and current cash position on a timely basis on a Head and Programme or Activity/ Project basis.

PERFORMANCE STANDARDS

• Commitment Control Register prepared in a timely manner;
• Commitment requisitions accurately examined/checked in accordance with the required policies and procedures;
• Commitment Control Register posted on a daily basis to reflect the commitment and the available balance;
• Cash Management Reports are comprehensive, accurate and produced within the specified time frame;
• Expenditure trends identified and management advised accordingly in an appropriate manner;
• Weekly/quarterly outstanding commitments reports prepared are comprehensive and accurate and prepared in the appropriate format;
• Good coordination and effective working relations exist with other Divisions/Units and external associates;
• Confidentially, integrity and professionalism are displayed in the execution of duties and personal conduct. 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• AAT Level 3;
• ACCA-CAT Level C/Level 3;
• ACCA Level 1;
• NVQJ Level 3, Accounting;
• Diploma in Accounting from an accredited University or Community College;
• ASc. Degree in Business Studies/Business Administration from an accredited tertiaryInstitution;
• ASc. Degree in Accounting, MIND;
• Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3;
• BSc. Degree in Accounting or Management Studies with Accounting;
• BBA Degree; or
• Successful completion of 3 years of any of the Bachelor’s Degree programmes mentioned above.

The Ministry of Health & Wellness thanks all applicants for their interest, but only those shortlisted will be contacted