Manager, Payments and Payroll (FMG/PA 2)

Job Purpose

Under the general direction of the Director Finance and Accounts, the Manager Payments and Payroll has the responsibility for providing leadership, direction and management with respect to the output of all processes having to do with payroll, accounts payable and disbursements in accordance with the Financial Administration and Audit (FAA) Act, its Regulations and Instructions, Staff Order for the Public Service, other Regulations, as well as applicable Circulars. 

Key Responsibilities

Management/Administrative 

• Leads and manages the Unit to achieve the strategic objectives of the Finance & Accounts Branch and by extension the Department;
• Ensures that the Unit’s output is achieved in accordance with the FAA Act, the GoJ’s and other regulatory requirements, policies and guidelines; 
• Participates in the development of the Department’s budget, Strategic and Operational plans;
• Responds to enquiries regarding payroll and payments matters, including audit queries;
• Monitors and ensures the balancing of salary control accounts; 
• Authorises salary payments, payment vouchers, cheques and reimbursements;
• Signs salary verifications and deduction letters to financial institutions; 
• Convenes periodic team meetings to assess accomplishments and any concerns which could impact and/or prevent the Unit from delivering output in accordance with agreed targets and timeliness; 
• Maintains professional relationships with external and internal stakeholders and clients;
• Identifies and implements risk mitigating strategies to address underperformance;
• Ensures that the filing and retention/storage of records are properly maintained in keeping with all relevant legislations. 

Technical/Professional 

• Participates in developing the Branch’s Corporate and Strategic Plans, as well as its objectives and strategies; 
• Ensures that the Unit’s output is planned and carried out effectively and efficiently, while having regard to policies laid down by the FAA Act, the GOJ and any related regulations;
• Ensures that the output of the Unit is in accordance with all of the appropriate deadlines.
• Ensures that all reports are reviewed and authorized; 
• Provides appropriate, technical advice on related matters, as and when required;
• Ensures that all Payrolls are prepared to facilitate timely payment; 
• Reviews all relevant information concerning the payment of salaries upon receipt;
• Reviews Statutory Deduction Reports; 
• Verifies all recurrent payments via the Central Payroll Processing System (CPPS);
• Ensures the prompt recovery of advances and overpayments of salaries; 
• Authorises payment vouchers; 
• Verifies the accuracy of deduction listing; 
• Ensures that all anomalies in the Payroll are addressed; 
• Authorises Journal vouchers entered for statutory payments made by the Accountant General;
• Verifies the data entered on the Payroll System for new employees; 
• Maintains records of Payroll adjustments; 
• Ensures the accuracy, availability, and confidentiality of Payroll Records; 
• Investigates discrepancies concerning Payroll transactions and submits findings to the Director of Finance and Accounts; 
• Monitors credit card transactions to ensure legitimacy, in accordance with the rules and guidelines of the FAA Act, and ensures that balances are paid in a timely manner;
• Monitors imprests to ensure compliance with the FAA Act and other guidelines;
• Monitors reports of all undischarged commitments. 

Adequate Systems & Procedures: To Capture Accounts Payable 

• Conducts periodic revisions of the effectiveness and efficiency of all systems and procedures which are in place; 
• Implements a system to ensure that all accounts payable and accrued wages are captured accurately and brought to account, within the period to which they relate, as well as the financial year. 

Adequate Systems & Procedures: To Settle Accounts Payable  

• Ensures that the system used for checking, certifying and authorizing payments conforms with the FAA Act, its Regulations, and Instructions; 
• Develops and implements an effective system to prevent any incidents of overdraft on any bank accounts; 
• Verifies the accuracy of the system used to compute and disburse salary payments;
• Manages the payment of salaries and other contractual obligations, ensuring that they are made in accordance with agreed deadlines and committed funds; 
• Implements a proper system that ensures timely and accurate payments;
• Ensures that there is an effective system of internal control which is used to detect and deter any corruption, fraud, irregularities, misappropriations and/or any other possible loss of public funds. 

Human Resource  

• Provides leadership and guidance to the Unit’s staff members through coaching, mentoring, and training and motivating them towards achieving all goals; 
• Demonstrates the highest standards of ethical and moral conduct in order to promote confidence and trust in the output of the Unit;
• Develops and manages performance by establishing and agreeing to goals and performance targets for each staff member; 
• Manages the welfare and development of staff members through the timely preparation of performance appraisals and feedback, and makes recommendations for appropriate training as required; 
• Ensures that proper working conditions exist for the staff; 
• Participates in the recruitment, transfer, promotion, and cross-training processes for staff members of the Unit; 
• Ensures that all staff members have knowledge of and adhere to the policies, procedures, and regulations of the Department. 

Stakeholder Relationship  

• Adheres to the established service excellence principles, standards, and deliverables for the Unit; 
• Ensures that all staff members’ responsibilities with respect to customer service are respected, upheld and measured; 
• Monitors and verifies the adequacy and effectiveness of the Unit’s performance in relation to customer service responsibilities. 

Required Knowledge, Skills and Competencies

Core 

• Excellent oral and written communication skills 
• Excellent management, leadership, planning and interpersonal skills 
• High ethical conduct, and integrity 
• Openness to change 
• Competent in use of computer hardware with knowledge of relevant software applications
• Critical thinking with developed analytical skills as well as abilities to identify risk and any attendant levels of impact 
• Willing to work cooperatively and collaboratively with all stakeholders and able to establish and maintain good working relationships 
• Excellent 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 related GOJ Financial systems; 
• Knowledge of related GOJ operations and Public Sector matters; 
• Working knowledge of Public Finance Legal Framework and Public Finance Management Reforms; 
• Excellent knowledge of the MOFPS’ overall strategic plan and its responsibilities with respect to achieving its targets; 

Minimum Required Qualifications and Experience

• Bachelor Degree in Accounting/Management Studies with Accounting or BBA Degree from an accredited University; or 
• ACCA Level 2; or 
• NVQJ Level 5, Accounting; or 
• Associate of Science Degree in Accounting, MIND, along with the Diploma in Government Accounting, MIND. 

Special Conditions Associated with the Job

• This is a typical office environment, with no adverse working conditions however, travelling may be required; 
• There can be stress especially when meeting deadlines; 
• Extended working hours may be expected.

Please note that only shortlisted applicants will be contacted.