Strategic Objectives of the Division (in which the position is located):
To implement performance and financial reporting, risk management, and cash flow tools, along with efficient records, administrative systems and procurement processes, to ensure optimal resource use in compliance with regulations and policies.
Job Purpose
Under the leadership and direction of the Principal Finance Officer, the Financial Systems Manager is responsible for ensuring the effective, efficient and economical use of computerised financial systems and solutions within the Finance and Accounts Division to aid the provision of linking with the Treasury and providing timely electronic financial statements for the MOJ and its subjects.
Key Outputs:
- Government Financial Management Systems (GFMS) managed
- GFMS redundancies, security/safeguards managed
- Bank reconciliation systems managed
- GFMS Upgrades/modification and development facilitated
- GFMS training and coaching conducted
- Annual/Quarterly/Monthly performance Reports prepared
- Individual work plans developed
Key Responsibility Areas:
Technical/Professional Responsibilities
- Ensures the proper management and operation of the GFMS/FinMan/Central Treasury Management System to obtain optimum system performance and efficient computer utilisation through:
- Setting up authorised users on the system to perform their assigned function;
- Providing training and technical assistance to users;
- Monitoring, controlling and administering the security and back up procedures;
- Providing maintenance of the Chart of Accounts;
- Providing manuals, user guides, code sheet etc. to users to assist them in the execution of their duties;
- Execution of the procedures for the opening and closing of a period;
- Adaptation of the system to meet the needs of the ministry/department through customisation of events, set up special procedures etc.;
- Co-ordinate the process of repairing or replacing defective hardware;
- Assisting in the upgrade and development of the system by:
- ? Submitting request for enhancement, modification, the fixing of bugs etc. to the Ministry of Finance & the Public Service (MOFPS);
- ? Assisting in the testing of new or modified programmes and functions;
- Ensures that the system is operating above the standard prescribed by the MOFPS and that there is compliance with all instructions and guidelines issued by MOFPS and FSL regarding the operation of the system.
- Ensures the proper management and operation of the Bank Reconciliation System (BRS) to obtain optimum system performance and efficient computer utilisation through:
- Setting up authorised users on the system to perform their assigned function;
- Providing training and technical assistance to users;
- Monitoring, controlling and administering the security and back up procedures;
- Providing manuals, user guides, code sheets etc. to users to assist them in the execution of their duties;
- Co-ordinating the process of repairing or replacing defective hardware;
- Assisting in the upgrade and development of the system by:
- Submitting request for enhancements, modifications, the fixing of bugs etc. to the MOFPS;
- Assisting in the testing of new or modified programmes and functions;
- Ensures the proper management and operation of the Payroll System to obtain optimum system performance and efficient computer utilisation through:
- Setting up authorised users on the system to perform their assigned function;
- Providing training and technical assistance to users;
- Monitoring, controlling and administering the security and back up procedures;
- Providing manuals, user guides, code sheets etc. to users to assist them in the execution of their duties;
- Co-ordinating the process of repairing or replacing defective hardware.
- Ensures that the Payroll/payment ICT solution is meeting its objective of payment of employees’ salary on a timely basis through:
- Maintenance of proper links with the bank;
- Setting up authorised users on the system to perform their assigned function;
- Provide training and technical assistance to users;
- Monitoring, controlling and administering the security and back up procedures;
- Providing manuals, user guides, code sheet etc. to users to assist them in the execution of their duties;
- Co-ordinating the process of repairing or replacing defective hardware;
- Conducts analysis of the MOJ’s monthly financial reports for the purposes of:
- Arriving at a position on the MOJ’s current financial position;
- Making projections on the MOJ’s performance over a defined period;
- Provides the PFO and other Directors in the Finance & Accounts Division with monthly electronic reports on the financial status of their workstreams and entire MOJ;
- Undertakes special assignments on behalf of the PFO to facilitate the proper financial operation, management and control mechanisms;
- Assists in implementation and operation of the accrual-based accounting system through:
- Training users of the system;
- Providing manuals, guideline, instructions etc. to users of the system;
- Providing technical assistance and resolving problems;
- Liaising with the MOFPS for updates and decision on technical matters.
- Partners with the PXPC in the MoFPS, Accountant General’s Department and the ICT Authority MSET in designing and implementing approaches to bring about greater integration/synergies with ICT solutions supporting the Finance and Accounting business processes;
- Keeps current with the latest tools/techniques in Public Financial Management (Specifically Financial Management Information Systems) to determine what new solutions and implementations will meet MOJ’s business/operational requirements.
Management/Administrative Responsibilities
- Develops Individual Work Plan based on alignment to the overall plan for the Division;
- Participates in meetings, seminars, workshops and conferences as required
- Prepares reports and programme documents as required;
- Maintains customer service principles, standards and measurements.
Human Resources Responsibilities
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
- Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Government Financial Management Systems (GFMS) managed in accordance with established standards/approaches, guidelines and timeframes;
- GFMS redundancies, security/safeguards managed in accordance with established standards/approaches, guidelines and timeframes;
- Bank reconciliation systems managed in accordance with established standards/approaches, guidelines and timeframes;
- GFMS Upgrades/modification and development facilitated in keeping with agreed approaches and timeframes;
- GFMS training and coaching conducted in keeping with the application of established teaching method, agreed guideline and timeframes;
- Annual/Quarterly/Monthly performance reports are prepared in accordance with agreed format, are accurate and submitted on time;
- Individual Work Plans developed in conformity to PMAS guidelines and within agreed timeframes;
- Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.
Required Competencies:
Core Competencies:
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional
- Competencies
- Accountability
- Analytical thinking
- Attention to Detail
- Coaching and Mentoring
- Flexibility
- Financial Management
- Goal/Results Oriented
- Leadership
- Methodical
- Planning and Organising
- Presentation and Reporting
- Problem Solving and Decision-making
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Other Competencies
- Good knowledge of Financial and Accounting Principles and Practices
- Good knowledge of the project accounting principles and practices
- Good knowledge of the Public Finance Legal Framework (FAA Act & Regulations and Instructions) Public Expenditure Policy and Public Finance Management Reforms
- Deep analytical capability and ability to apply strategic thinking to financial reporting and analysis
- Knowledge of GOJ ICT Finance & Accounting systems
- Good knowledge of Finance and Accounting monitoring and evaluation frameworks
- Strong ability to synthesize multiple ideas and complex information into a coherent summary, as in reports and briefing notes, and to make cogent recommendation for the modification or creation of legislation, policies and programmes
- Familiarity with procedures, policies and legislation governing the machinery of government
- Good understanding of the public expenditure policy environment and the goals
- Knowledge of the Government processes, including policy development, financial planning, performance management systems and basic theories, principles and methods of analysis
- Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects
Minimum Required Education and 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.
- Four (4) years’ Accounting experience in private or public sector at an intermediate level.
Authority:
- Recommends GFMS modifications and integration.
Specific Conditions associated with the job
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally.
The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.
