Manager, Accounts Payables & Payroll (FMG/PA 2)

Job Purpose

Under the leadership and direction of the Director, Finance and Accounts, the Manager, Accounts Payables and Payroll is primarily responsible for leading and directing the financial management processes and systems concerning payroll and general payments of the MLCA and its Departments. Additionally, the Manager, Accounts Payables and Payroll also provides expert financial management advice, analysis and meaningful reports on the financial position of the MLCA and its subjects to the Permanent Secretary and Director, Finance and Accounts to assist in strategic plans and make informed decisions. 

Key Responsibilities

• Provides technical advice and specialist assistance, relating to the General Payments and Payroll processes/systems to MLCA's Divisions and subjects; 
• Directs proper systems and procedures that accurately captures all accounts payable (including, project payments) 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; 
• Directs the checking of payroll datasets, statutory, non-statutory deductions vouchers and salary payment vouchers to ensure completeness and accuracy; 
• Directs and reviews processes and systems that ensures emolument adjustments for MLCAs central staff members and related clients (i.e. OPC and LRD) are complete and accurate, to facilitate payments in the required period; 
• Drives mechanisms that regularly conducts systems and procedures tests to ensure that all accounts payable and accounts receivable (where applicable) are being accurately captured and brought to account within the period specified; 
• Collaborates with of the Director, Finance and Accounts and Director, Documentation, Information and Access Services, to design and maintain a records/information management system to capture all payments as well as routine or ingoing contractual obligations for example utilities, janitorial services and travel claims etc.; 
• Develops, implements and monitors a robust quality assurance and peer reviewing process and culture that ensures the Accounting Standards, FAA Act and its Instructions are being adhered to; 
• 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 Management Accountant and the Director, Finance and Accounts; 
• Designs, implements and monitors a system that corroborates general payments and receivables information/datasets on the accounting systems related to outstations (for example the Courts) and the GOJ's GFMS system; 
• Examines all incoming files, correspondence, claims and vouchers submitted to the Branch and assigned the various Accounting Section for detail checking along with any relevant information for guidance; 
• Monitors the work of the Payments officer by ensuring that claims and vouchers are assigned for checking and are processed within a reasonable time; 
• Responds to all audit queries affecting the functions under superintendence by undertaking evidence-based research and analysis; 
• Prepares and submits periodic reports to the Director, Finance and Accounts on the performance of the Branch or any specific issue or problem; 
• Develops and implements covert inspection activities to identify breaches and weaknesses in the payroll and payments processes; 
• Directs and reviews 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; 
• Devises and directs mechanisms to ensure that all monies collected are lodged to the relevant bank accounts in earliest possible time; 
• Signs cheques, electronic and bank transfer letters after careful review of payment documentation; 
• Assists the Director, Finance and Accounts in addressing issues/concerns raised in the Auditor General queries and reports in respect of the Finance Directorate;
• Accompanies Permanent Secretary and Director, Finance and Accounts to the Public Accounts Committee and Standing Finance Committee of Parliament as required;
• 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 MLCA business/operational requirements. 
• Manages the development of the Section's Corporate/Operational Plans, Budget and Individual Work Plans; 
• Supervises preparation of reports to Director, Finance and Accounts, Permanent Secretary, Senior Executives and other relevant stakeholders; 
• Attends Public Accounts Committee (PAC) and Public Administration and Appropriations Committee (PAAC) of the Parliament of Jamaica to provide information and support the PS and PFO as applicable; 
• Represents PFO at meetings, conferences, workshops and seminars;
• Prepares reports and project documents as required; 
• Prepares and delivers Finance & Accounts presentations as needed;
• Supports and maintains customer service principles, standards and measurements. 
• Provides leadership and guidance through effective planning, delegation, communication, training, mentoring and coaching of high-performing audit professionals who possess outstanding knowledge, experience, ethics, and integrity; 
• Evaluates and monitors the performance of staff in the Division and implements appropriate strategies; 
• Coordinates the development of individual work plans and recommends performance targets for the staff assigned; 
• Participates in the recruitment and training of staff of the Division; 
• Recommends succession initiatives, transfer, promotion and leave in accordance with established Human Resource Policies and Procedures; 
• Identifies skills/competencies gaps and contributes to the development and succession planning for the Division to ensure adequate staff capacity; 
• Collates information from the Procurement Officer and prepares Quarterly Contract Award Report; 
• Performs any other related duties which may be assigned from time to time.

Required Skills and Competencies

• Excellent oral and written communication skills; 
• Excellent interpersonal and customer relations skills; 
• Excellent planning and organizing skills; 
• Excellent problem solving and analytical skills; 
• Good time management skills; 
• Excellent leadership skills; 
• Ability to use initiative. 

Minimum Required Qualification & Experience

• Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited University or; 
• ACCA Level 2 or; 
• NVQJ Level 5, Accounting; or 
• ASc. Degree in Accounting, MIND along with the Diploma in Government Accounting, MIND. 
• Five (5) years’ experience in Government Accounting.

The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.