Outstation and Special Projects Officer

JOB PURPOSE

Under the direction of the Director, Finance and Accounts Division (Level 9), the Outstations and Special Projects Accountant (Level 5), is responsible for the accounting transactions relating to specific projects. Accordingly, the incumbent undertakes feasibility analyses, monitors project expenses, deliverables and timelines, maintains project accounting records/databases and ensures that project guidelines are complied with 

The incumbent also accounts for all funds received at Sub-Stations on behalf of the National Fisheries Authority. He/she liaises directly with the Records Officer/Cashier at Sub-Stations regarding the collection of revenue from fuel sales and the issuing of licenses and permits to fishers and vessel owners. 

KEY OUTPUTS

• Project feasibility analysis prepared and submitted 
• Budgets and forecasts for Projects and Outstations prepared 
• Funds disbursement requests prepared 
• Project costs/expenses/deliverables/timelines monitored 
• Project and Outstations accounts and records updated and maintained 
• Contracts and sub-contracts reviewed 
• Invoices reviewed and approved 
• Progress, variance and other relevant reports and information compiled and presented
• Project accounting databases managed 
• Project accounting issues identified and improvement/corrective actions recommended 

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities 

• Communicates directly with Contractors, Project Sponsors and Project Team Members.
• Communicates directly with Outstations’ Records Officers. 
• Represents the Authority at project team meetings and other project related fora.
• Prepares financial governance document for distribution to project teams. 
• Prepares/obtains feasibility analysis for all projects before submission for approval by the Project Manager. 
• Prepares/obtains budgets and detailed schedules for all projects and Outstations.
• Monitors project expenses, deliverables and timelines, compare with budget/schedule, investigate and produce variance report. 
• Maintains project accounts data in the accounting information system. 
• Maintains Outstations accounts data in the accounting information system.
• Ensures that submitted invoices are accurate and settled promptly.  
• Ensures that project guidelines are complied with. 
• Reviews contracts and subcontracts to ensure terms and conditions are consistent with requirements of project sponsors and GOJ. 
• Liaises with project managers and project sponsors on issues relating to project costing, project accounting etc. 
• Maintains project-related records, including contracts and changed orders 
• Monitors, tracks and records all expenses relating to each project and Outstations.
• Reviews and approves all invoices submitted for payments 
• Compiles information for internal and external auditors as required 
• Enforces the timely submission of necessary information from project managers and Outstations Records Officers. 
• Highlights project areas with opportunities for improvement and assists in the implementation of corrective action. 
• Manages all project accounting data-bases to ensure timely updates, security and control.
• Closes out project accounts upon project completion. 

AUTHORITY

• Approves invoices 
• Recommends action to correct cost overruns 

PERFORMANCE STANDARDS

• Project Feasibility analysis accurately prepared and submitted within the agreed timeframe
• Budgets and forecasts for Projects and Sub-Stations prepared in accordance with established guidelines and submitted within the specified timeframe 
• Project disbursements made in accordance with the established schedule 
• Project costs/expenses/deliverables/timelines are effectively monitored and are in compliance with established standards and guidelines 
• Project and Outstations accounts and records updated and maintained in accordance with FAA requirements 
• Contracts and sub-contracts are effectively and consistently reviewed and terms and conditions are consistent with the requirements of project sponsors and GOJ. 
• Invoices are accurately reviewed and approved in keeping with the FAA requirements
• Projects’ and Outstations’ accounting databases are effectively managed and are up-to-date
• Progress, variance and other reports and statements are all prepared and presented within the required timeframe and to desired standards. 
• Project time and cost overruns are identified early and mitigating action recommended. 

REQUIRED COMPETENCIES

Core 

• Good oral and written communication skills 
• Good problem solving skills 
• Good leadership skills 
• Good interpersonal and influencing skills. 
• Good customer relations and quality focus skills 
• Good planning and organizing skills 
• Good teamwork and cooperation skills 

Technical 

• Knowledge of the GOJ Financial Administration and Audit Act. (FAA). 
• Knowledge of Government Procurement Policies and Guidelines 
• Sound knowledge of general accounting principles and practices 
• Strong numeric and analytical skills 
• Good knowledge of the Authority’s Policies, Practices and Procedures. 
• Competence in the use of spreadsheets and computerized accounting systems
• Proficiency in the use of relevant computer applications. 

MINIMUM REQUIRED QUALIFICATION

• Associate Degree in Accounts/Finance/Business Administration 
• Completion of the revised Certificate in Government Accounting. 
• At least three (3) years related accounting experience 

OR 

• Diploma in Accounts/Finance/Business Administration 
• Completion of the revised Certificate in Government Accounting. 
• Four (4) years experience in a comparable work environment 

SPECIAL CONDITIONS ASSOCIATED WITH JOB

• Island wide traveling 
• Exposure to adverse conditions on construction site/ship/Boat/water

We appreciate your interest in these positions; however, only shortlisted applicants will be contacted.