JOB PURPOSE
The Accounting Technician will support the implementation of accounting and administrative activities so as to ensure the effective and efficient management of the Financial Management system of the Project Coordinating Unit of the HIV Programme.
KEY OUTPUTS
- The maintenance of an Information Management System that supports the work of Finance Unit and easy transfer of information within the PCU to the project’s external clients.
- Timely reporting of FMR and PMR through the summarization and collation of information required for said reports.
- Weekly payment vouchers for certification and authorization
- Payment Vouchers and supporting documents in accordance with guidelines
- Timely processing of invoices
- Bank Reconciliation
- Monthly updated audit schedules
- Monthly commitment list
- Monthly Report for Small Grants
- Annual outstanding liability list for audit in required format
- Monthly Suppliers Ageing report
KEY RESPONSIBILITY AREAS
- Prepare internet banking folders for uploads to the Commercial bank e-banking platform
- Coordinate the settlement of payments related to all payment processed at PCU including PCU work plan activities ensuring their timely and efficient implementation, i.e. Payments for Workshops, Training Programmes, interventions, etc. Payments are to be processed twice per week.
- Liaise with the Administrative Section and the Finance Officers to collate information for the physical update of the Fixed Asset Register.
- Liaise with Programme stakeholders (PCU and Field), ensuring that fixed asset registers are validated and reconciled to general ledger of all entities holding a FAR. Ensure that the FAR is reconciled to the Trial Balance for the PCU
- Support the effective and efficient administration of the office of HST Finance Section through the provision of support related to the execution of the Unit.
- Maintain filing register of appropriate accounting records, including payment vouchers
- Prepare payment vouchers and ensuring that all Payment Vouchers are sufficiently supported and includes requisite purchase order. He/She is required to ensure that all Payment Vouchers are properly coded and have the required signature before processing cheques.
- Ensure that all invoices and face of payment vouchers are signed by the respective coordinator to indicate that the “Goods/Services were satisfactory delivered/rendered” and “certified” by the relevant officer additionally that invoices are stamped “paid,” “certified for payment” and indicate that “goods/services satisfactorily rendered” and approved for payment.
- Process payments 5 working days of receiving all relevant supporting documents
- Maintenance of updated, complete and cheque disbursement register (s), in additional to ensuring that recipient of payments are notified within 5 days of payment being processed.
- Safe custody of financial records
- Participate in quarterly (or as needed) visits to SRs
- Monitor Daily balance and record the amounts for each account
- Monthly update of fixed asset register.
- Provide information to Finance Officer, Global Fund as may be required for the efficient and effective management of the accounting systems of the PCU.
- Processing of all payments to include NCB – e-link, RTGS, e-banking, cheques – creation and upload of files to system.
- Completion of Bank Reconciliation for Project bank accounts.
- Collaborate with Administration for the accurate updating of the Fixed Asset Register – includes maintenance of the Global Fixed Assets Register, ensuring that decals are fixed, follow through for marking of assets and physical verification of assets held with all Implementing Stakeholders
- Provide assistance to the Finance Officers as needed
- Custodian of Petty Cash
- Participate in Stock Counts as assigned
- Any other related duties assigned
PERFORMANCE STANDARDS
Annual workplan with updates when necessary and reports (end of the month) with results covering the four key areas of the key responsibility areas – Assurance, Advisor, Participatory Partner and Monitoring – and including other areas of focus as directed by management.
| Functional/Technical Competencies |
| Good knowledge of the Public Bodies Monitoring and Accountability Act, Financial Administration and Audit (FAA) Act and associated Regulations, GoJ Procurement Guidelines, Staff Orders and other GoJ regulations |
| Sound knowledge of donor funded project operating environment |
| Good understanding of accounting principles and donor agencies reporting requirements |
| Good understanding of risk and control concepts |
| Well developed technical skills in computer applications, including Microsoft Word, Excel and PowerPoint. Microsoft Access is considered an asset |
| Thorough knowledge of business processes, accounting procedures and sound judgement |
| Core Competencies |
| Sound Analytical skills and judgement |
| Good interpersonal skills with a proven ability to communicate effectively (both written and verbal) with all levels within the organization |
| Unquestioned personal integrity with strong ethics and values |
| Ability to stand firm on difficult issues when required |
| Capable of working independently and with minimum supervision |
| Logical approach to identifying and evaluating issues |
| Sound leadership, decision-making and problem solving skills |
| Well developed planning and organizational skills with the ability to prioritize multiple assignments |
| Display awareness of the need for confidentiality in sensitive matters |
| Demonstrate job commitment and personal flexibility to meet changing expectations. |
| Excellent skills in teamwork and cooperation |
| Excellent people management skills |
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- AAT Level 3 or ACCA/CAT Level 3 or ACCA Level 1- or
- Diploma in Accounting from a recognised University e.g. UTECH or A Sc. Accounting, MIND – or
- Completion of revised Certificate in Government Accounting Level 2 Course – or
- Bachelor’s Degree in Accounting or Management studies with Accounting from recognised University e.g. UTECH, UWI
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Expected to demonstrate a high level of integrity and professionalism
- Privy to highly confidential and sensitive information
- Numerous critical deadlines
- Required to travel between the regions and to Sub-Recipients
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Interested persons should submit their application along with resume no later than
May 27, 2022 via email to jobapplications.moh@gmail.com
Applications must be addressed to:
Director
Human Resource Management & Development
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5
We thank all candidates for responding, however only shortlisted applicants will be contacted.