Payroll Officer (FMG/AT 2)

Job Purpose

Under the direct supervision of the Manager, Payroll & Salary Deduction, the Payroll Officer (FMG/AT 2) is responsible for the preparation, control and payment of salaries for permanent and temporary paid fortnightly staff for the Rural Area in the Post and Telecommunications Department in accordance with the Staff Orders, FAA Act Instructions and Regulations. 

Key Responsibilities

Management/Administrative: 

• Participates in the development of the Division’s operational/divisional/individual plans and budget; 
• Collaborates with direct supervisor in the preparation of Individual Work Plan for signing and submission. 

Technical/Professional: 

• Ensures the timely and accurate preparation of payroll for permanent and temporary fortnightly paid staff in accordance with the Staff Orders, FAA Act Instructions and Regulations; 
• Ensures that all relevant information in connection with the payment of salaries are properly entered to the payroll system; 
• Checks and ensures that salary is correctly computed by the system and any differences/errors found are promptly corrected; 
• Ensures that advances and overpayment of salaries are promptly recovered.
• Ensures that all source documents are noted and file for retrieval; 
• Maintains and balances On and Off Salary Control Register for each payroll run;
• Maintains continuous earning record of salary particulars of each employee on the payroll;
• Ensures that all salary cheques and pay advice are printed for the correct amount and for 
• the correct payee and are dispatched to the Cashier and outstations for issue to the relevant persons on pay day; 
• Exports data for Cash Management Services to electronically disburse employees` salary to their respective accounts; 
• Ensures that payroll data is transmitted on Cash Management Service and extract Validation and Captured Items Reports for each payday; 
• Checks, prints and verifies that all statutory deductions and other authorized deductions are made and paid over promptly; 
• Assists in the preparation of Personnel Emoluments budgets by providing the relevant information to the Management Accounts Section; 
• Prepares and submits Seniority Allowance forms for eligible employees to Personnel Unit for recommendation; 
• Prepares salary particulars for employees who are seconded or transferred from the Department; 
• Prepares authorize salary advances for employees whose information arrives late for processing; 
• Responds orally or in writing to requests from the Human Resource Unit in relation to indebtedness, verification of salary, dismissals or resignations; 
• Ensures the cutoff date for salary is entered against the current month in the salaries and deduction control book; 
• Organizes and prioritize work assignments to meet payroll targets; 
• Responds to inquiries from a variety of internal and external sources and provide explanation and interpretation of practices and procedures related to the job functions. 

Required Knowledge, Skills and Competencies

• Good knowledge of accounting principles and practices 
• Knowledge of computer data entry 
• Knowledge of the FAA Act 
• Knowledge of Government procedures and policies 
• Ability to effectively balance accounts 
• Excellent customer service and interpersonal skills 

Minimum Required Qualification and Experience

• AAT Level 2 or; 
• ACCA-CAT Level B/Level 2 or; 
• NVQJ Level 2, Accounting or; 
• Certificate in Accounting from an accredited University or; 
• Completion of second year of the Bachelor of Science in Accounting or Management Studies with Accounting or BBA Degree at an accredited University or; 
• ASc. Degree in Business Studies or Business Administration or Management Studies
• ASc. Degree in Accounting from the Management Institute for National Development (MIND) or; 
• Certificate in Government Accounting Level 2 or; 
• Two (2) year working experience in the Public Sector Accounting. 

Special Conditions Associated with The Job

• Typical office environment but will be required to work long hours, after hours and on weekends and public holidays when the need arises.

Please note that only shortlisted applicants will be contacted.