OBJECTIVE OF THE ASSIGNMENT
The delivery of accounting actions to support:
- The effective and efficient implementation of the Rehabilitation of Research Centres Project phase 2, leading to improved research facilities and technologies capable of supporting the development of new technologies in the agricultural sector in Jamaica
- Facilitation of the generation of knowledge for the improvement of production and productivity in domestic food crops and livestock.
SCOPE OF WORK
In carrying out the assignment, the Project Accountant is required to work closely with the Project Manager, Procurement Specialist and other members of the Rehabilitation of Research Centres Project (RRCP) team assigned to the Project. Close collaboration is also required with the Principal Finance Officer in Finance and Accounts, and the Professional Accountant from the Project Management and Coordination Division, in the Ministry of Agriculture and Fisheries. The Project Accountant is also expected to ensure that goods, equipment, services and works are procured in a timely manner and conform with requirements for value for money, transparency and good governance as prescribed by the Government of Jamaica in the “Public Procurement Act and Regulation” and the “Handbook of Public Sector Procurement Procedures” and the Financial Administration and Audit Act.
Specifically, the Project Accountant is required to:
- Familiarise him/herself with the Rehabilitation of Research Centres Phase 2, Project budget and Budget formats, Strategic, Operational Plans, and cash flow, financial report formats, Project Operations Manual, GOJ guidelines and procedures and be guided accordingly
The Project Accountant shall plan, organize and direct the accounting process of the project by:
- Executing the accounting functions of the RRCP Phase 2 in strict accordance with GOJ procedures as well as the project’s budget allocations and plans.
- This will include processing of receipts;
- verifying the accuracy of bank lodgments;
- initiating cheque payment procedures and checking cheque requisitions for completeness of supporting documentation;
- updating and monitoring the General Ledger system, including disbursement listings and variance analyses;
- compiling monthly reports for submission to the project Manager for approval.
- Monitors the RRCP Phase 2 accounts to ensure proactive and timely replenishment of funds.
- Collaborates with The Principal Finance Officer, MOAFM and the Professional Accountant R&DD disbursement/allocation of project funds.
- Performing regular periodic checks of the Fixed Assets Register to ensure that it is maintained in accordance with established procedures.
- Contribute financial procedures for preparation of the RRCP Phase 2 Operating Manual, for guidelines on payment procedures, requisition forms and other templates, and time horizons for payments.
- Establishes and maintains the RRCP Phase 2 financial databases and hard copy filing system for the financial-related documentation that allows for easy reference to the originals and/or certified copies of such documents for a period of up to seven years after final payments have been made.
- Prepares Monthly, Quarterly Ad Hoc, End of Contract and Final Reports and other financial reports required for the RRCP Phase 2, in a timely manner and in the appropriate format, for submission to the Ministry of Finance and the Public Service to include:
- Statement of Receipts and Payments
- Main Ledger Trial Balance
- Bank Reconciliations and Outstanding Cheque listing
- Statement of Expenditure by Activity/Project
- Statement of Expenditure by Objects.
- Acts as a resource person on the financial status of the project, in particular with regard to the status of expenditure, requests for advances/replenishments, outstanding payments, etc.
- Facilitates and participates in internal and external audit review meetings of the RRCP Phase 2 as needed.
- In consultation with the Project Manager, prepares and submits Financial Statements and other reports as required, ensuring the provision of accurate and timely information for decision-making;
- Assists with the preparation and maintenance of operations and procedures to guide the activities of the Project and ensures effective internal control;
- Ensures that all accounting records of the Project are maintained in accordance with established procedures;
- Ensures that Relevant Service are aware of and adheres to established systems, procedures and regulations;
- Assists with the preparation of the Budget and Annual Strategic Business and Operational Plan for the Unit.
- Collates financial data to assist with the preparation of Annual and Quarterly Budget reviews
- Assists with the preparation of Annual and Monthly Cash Flow Statements for submission to the Ministry of Finance and the Public Service;
- Checks encashed cheques against Bank statements and records and advise the Bank of missing cheques and/or any discrepancies;
- Checks Bank Statements against Cash Book and prepares FINMAN Journal Vouchers for all items on the Bank Statement that do not appear in the Cash Book;
- Liaises with the Bank/Professional Accountant to ensure that statements are received on a timely basis.
- Monitors monthly expenditure ensuring that it is in keeping with budgetary allocation and according to agreed priorities;
- Analyses expenditure pattern against project budget and reports deviation for corrective action to be taken;
- Liaises/collaborates with the Finance and Accounts and Project Management and Coordination Divisions of MOAF and the Ministry of Finance and the Public Service (MOFP), for the sharing of information and other activities for the effective execution of duties;
- Establishes and maintains effective working relationships with The Division’s Bankers, Associated Agencies and other affiliates;
- Manages contract payments, Contractors Levy and retentions on deliverables based on certifications from technical staff for goods, services and works contracts executed
- Responds to audit queries related to procurement and their administration
- Participates in management and performance reviews of activities for the Project
- Provides accounting advice to the Project Manager, ensuring their adherence to the guidelines of the Government of Jamaica
- Participates in peer review sessions for the implementation of activities related to the project
- Any other duties as applicable.
EXPECTED DELIVERABLES
- Annual Budgets
- Cash flow requests
- Approval of shopping contract and purchase orders
- Monthly, Quarterly Annual and Special Reports on tasks assigned.
- Monthly and quarterly expenditure reports
- Monthly and quarterly financial reports
- Submissions and presentations to the Ministry of Finance and the Public Service
- Project Operational Plan
- Cheques
- General Ledger up gated
- Replenishment of funds
- Fixed Asset Verification
- Financial Database and Accounting records maintained
- Bank Reconciliation updated
- Statement of expenditure by activity
- Statement of expenditure by Object Code
- Cashbook maintained
QUALIFICATION AND EXPERIENCE
- Bachelor’s Degree in Accounting or Management Studies (Accounting major) from an accredited tertiary instution with at least three (3) years relevant experience or;
- ACCA level 2 Certification with at least three (3) years of relevant experience or;
- ASc. – Accounting, MIND along with the completion of a revised Certificate in Government Accounting Course with five (5) years of relevant experience
- Experience should include at least two (2) years’ general experience
- Knowledge of the Government of Jamaica Procurement Guidelines
- Good knowledge of the GOJ FAA Act and other associated Regulations, Circulars, directives and bulletins.
- Proficiency in the use of MS Office and accounting software including FINMAN accounting system.
- Creative problem solver with the ability to work independently;
- Strong planning skills and ability to multi-task several projects simultaneously;
- Ability to work with tight deadlines and deliver exceptional results;
- Good knowledge of Government Accounting principles;
- Good Analytical skills problem solving and judgment skills;
- Good Time Management and Organisational skills;
- Ability to maintain courteous, professional relations with internal and external customers;
- Ability to display, high degree of tact, confidentiality and integrity;
- Good Communication skills
- Ability to treat with discretion;
- Good oral and written communication skills;
- Ability to work in a team
SPECIFICATIONS FOR THE ASSIGNMENT
- Duration: Two (2) years in the first instance
- Location: The Project Accountant will operate from the office located at the Bodles Research Station of the Ministry of Agriculture, Fisheries and Mining (MOAFM), Bodles, Old Harbour
REPORTING
The Project Accountant will report to the Project Manager.
