Director, Finance and Accounts (FMG/PA 3)

Job Purpose

Under the direction of the Commissioner of RPD, the incumbent is responsible for, providing financial management advice to the RPD, its Branches and Units, and ensuring the effective, efficient and economical use of the RPD’s funds in fulfilling its corporate objectives, in accordance with the FAA Act and its Regulations and Instructions, applicable Ministry of Finance and the Public Service (MOFPS) circulars, and International Accounting Standards. 

Key Responsibilities

Management/Administrative: 

• Manages the work and staff of the Finance and Accounts Branch to enable it to function in an effective and efficient manner by: 
  • Leading and managing the FAB towards achieving the strategic objectives of the Department; 
  • Providing leadership and context to the Branch’s initiatives while planning, organizing and executing the Branch’s Budget, Strategic Plan, Operational Plan, and projects; 
  • Monitoring the Branch’s output which must be achieved according to the FAA Act, its Regulations and Instructions, circulars, policies, regulatory requirements and guidelines; 
  • Developing objectives, policies and work programmes and promoting a high level of management practices in the Branch and the RPD on a whole; 
  • Ensuring that the accounting staff is effectively deployed within the Branch; 
  • Identifies training and developmental needs for staff and collaborating with the HRM within the RPD to ensure the necessary training; 
  • Evaluating the performance of senior staff on an ongoing basis, and undertaking the Annual Performance Appraisal; 
  • Making representations to ensure that staff is provided with the necessary tools, equipment, furniture and environment for productive work; 
  • Motivating staff and promoting a high level of morale and team spirit. 
  • Assisting in recruiting staff and making recommendations for appointment, promotion and disciplinary action; 
  • Conducting quarterly divisional and ad hoc staff meetings, to assess accomplishments, discuss output and timeliness, as well as any other issues and concerns which could impact and/or prevent the Branch from delivering reports and projects in accordance with GoJ’s Regulations, agreed timelines and standards; 
  • Representing the RPD at national and international fora as directed by the Commissioner; 
  • Conducting training courses/seminars/workshops for the RPD regarding its Financial Management System; 
  • Supporting the Commissioner at the various Committees of Parliament, as necessary; 
  • Reviewing Statistical and Comparative Analysis Reports prepared by the staff for submission to the Commissioner; 
  • Reporting all cases of loss or suspected irregularities to the Commissioner, the Financial Secretary, or the Auditor General, and recommending appropriate action;
  • Participating in the Senior Executive Management team meetings.   

Technical/ Professional: 

Planning: 

• Providing advice to the Commissioner on the financial performance of the Department and its financial status; 
• Providing Financial Management information on a timely basis through in-depth planning and forecasting strategies; 
• Developing the Branch’s Corporate Plan and determines the financial requirements to support the Department’s Corporate Plan; 
• Leading in the development of the Annual Budgets for the RPD. 

Budgeting: 

• Manages the Budget for the Department; 
• Ensures that proper Budgeting Systems are established and implemented in accordance with the Ministry of Finance and the Public Service’s directives by: 
  • Reviewing budgetary requests to ascertain that they are in tandem with the approved programmes; 
  • Guiding Heads of Branches/Units in the preparation of their Budgets to ensure that they are in keeping with the Corporate Plan; 
  • Preparing annual Estimates of Expenditure and specifying monthly Cash Flow targets; 
  • Co-ordinating and overseeing the compilation of the RPD’s Budget on a timely basis, as well as developing justification for the Budget proposals; 
  • Ensuring that the prepared budget has taken the following into consideration:
    • Ceilings and guidelines outlined in the Budget Call, issued by the MOFPS;
    • The objectives and strategies of the RPD’s Corporate Plan;  
    • The National Economic and Policy Priorities; 
  • Implementing an effective mechanism for managing expenditure within the warrant limits through planning, commitment and control processes; 
  • Allocating the monthly and quarterly warrants in accordance with agreed priorities of the RPD to ensure adequate provision for inescapable expenditure; 
  • Reviewing all bank accounts regularly to ensure that there are no large idle cash balances for the Department. 

Project Accounting: 

• Assists with the evaluation of locally and internationally funded projects; 
• Ensures that funding received from international organizations are consistent with the Joint Accounting and Reporting requirements of the government and the Lending Agency;
• Monitors externally-funded projects on a monthly basis, to ensure proper accounting of expenditure to facilitate prompt ‘draw downs; 
• Monitors closely inflows of internal receipts against budgetary targets. 

Cash Management: 

• Authorises payments and signs cheques; 
• Determines the cash requirements of the Department on a continuous basis;
• Receives, maintains in safe custody, and disburses all cash on the behalf of the Department;
• Liaises with the Ministry of Finance and the Public Service in regard to cash management issues; 
• Manages the monitoring of the disbursement of cash from the Accountant General’s Department. 

Expenditure Control: 

• Directs and controls expenditure by reviewing financial statements/reports and apprising the Commissioner continually of the financial health of the Department; 
• Ensures that goods and services were procured in accordance with the strict provisions of the Government’s Contracts Manual and that Contractual Agreements were properly executed before authorizing payments; 
• Confirms that all expenditure or commitment incurred are within the limits of the Director or other authorized financial provisions and covered by adequate authority; 
• Ensures that Monthly Expenditure Statements are prepared within the stipulated guidelines;
• Ensures that the salary and deposit accounts are reconciled monthly.

Financial Accounting and Reporting: 

• Interprets government financial policies, analyses them and advises the Executive on their implications for the RPD’s operations; 
• Confirms that the FAB has an effective system of internal control by implementing the following:
  • Policies and procedures that ensure that the FAB’s objectives are achieved;
  • A system of approval, authorisation, verification, reconciliation, and checks and balances;
  • Procedures that assess the quality of a system’s performance over time; 
• Prepares responses to audit queries from the Auditor General’s Department by;
  • Requesting reports on queries from the respective Branch Heads within the Department; 
  • Preparing draft responses and submitting them to the Commissioner for review; 
  • Ensures that the Annual Appropriation Accounts for Recurrent, Capital A and B are prepared and submitted to the Ministry of Finance and the Public Service and the Auditor General, along with explanation of causes of  variation between approved estimates and expenditure; 
  • Ensures the maintenance of a Financial Management Information System to maintain records of the RPD’s financial affairs and provides information for management accounting; 
  • Issues appropriate guidelines and instructions to the Branch staff to ensure that it is organized with effective financial and accounting controls, in order to: 
    • Allow for prompt collection of all amounts owed to the GOJ; 
    • Account for all monies received; 
    • Authorise all commitments; 
    • Supervise and examine all services rendered and supplies received;  
    • Ensure that; 
      • the appropriate payments are made from public funds 
      • all credit card transactions are legitimate, in accordance with the rules and guidelines of the FAA Act, and balances are paid in a timely manner; and 
      • imprests are managed in accordance with the FAA Act. 

Salary Administration: 

• Ensures the payment of salaries to the RPD’s and projects staff, and ensuring that statutory and non-statutory deductions are forwarded to institutions. 

Human Resource: 

• Develops and manages the performance of the staff of the FAB, including transferring skills, motivating staff through coaching and mentoring, arranging for training, setting performance targets in conjunction with the staff member, monitoring performance, providing feedback to staff, and initiating corrective action, where necessary, to improve performance; 
• Promotes the building of institutional knowledge for the FAB, by ensuring that established systems and procedures are documented and disseminated; 
• Participates in the recruitment and selection of staff, and recommends movement when appropriate; 
• Ensures that there is segregation of duties within the operations of the FAB;
• Recommends Vacation Leave and approves Sick and Departmental Leave for staff in the FAB, and participates in the administration of staff benefits in keeping with established Human Resource policies; 
• Recommends/initiates/administers disciplinary action in keeping with established Human Resource policies; 
• Conducts staff meetings as required; 
• Ensures staff adheres to the policies and procedures of the RPD; 
• Ensures that staff is provided with adequate and appropriate physical resources to enable them to undertake their duties effectively and efficiently; 
• Collaborates with the Human Resource Management Branch in developing and implementing a Succession Planning Programme; 
• Fosters teamwork and a harmonious working environment; 
• Conducts Performance Appraisals of staff; 

Stakeholder Engagement: 

• Develops and maintains key stakeholder relationships through engagement and consultation to maintain a high level of awareness to changes in the financial system; 
• Ensures that all FAB staff members are aware of their responsibilities with respect to customer service; 
• Monitors and verifies the adequacy and effectiveness of the Branch’s performance in relation to customer service responsibilities.

Other: 

• Provides professional and technical advice, as and when required, related to financial and budgetary matters; 
• Represents the Department, as required, on Boards and Committees; 
• Performs any other duties. 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication. 
• Excellent management, leadership and team building skills; 
• Ability to accurately apply the provisions of the relevant acts, rules, and regulations;
• Ability to interpret and analyse the policies and regulations governing the financial operations of the Department; 
• Excellent strategic and planning skills; 
• Possesses high ethical conduct, confirmed integrity and is open to change;
• Is a competent in the use of computer hardware with knowledge of relevant software applications; 
• Thinks critically with highly developed analytical skills, as well as demonstrated abilities to identify risk and any commensurate levels of impact; 
• Willing to work cooperatively and collaboratively with all stakeholders and be able to establish and maintain good working relationships; 

Expert knowledge of: 

• Accounting Principles and Practices as well as Public Administration 
• the Government of Jamaica’s (GOJ’s) Accounting Standards  
• the Financial Administration and Audit Act, (The FAA Act, FAA Act Regulations and FAA Instructions), other legislation, and relevant financial circulars 
• the public expenditure policy environment and goals. 
• Good knowledge of contract and procurement administration and experience in related GOJ operations and Public Sector matters. 
• Knowledge of related GOJ ICT systems 
• Knowledge of Public Finance Legal Framework and Public Finance Management Reforms.
• An excellent knowledge of the Department’s overall strategic plan and its responsibilities with respect to achieving its targets.  

Minimum Required Qualifications and Experience

• Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited University; or 
• ACCA level 2; or 
• ASc. Degree in Accounting, MIND along with the Diploma in Government Accounting, MIND. Special Conditions Associated with the Job 
• Extended working hours; 
• Travelling locally and internationally; 
• High level of stress due to deadlines and critical nature of the role.

Please note that only shortlisted applicants will be contacted.