Job Purpose
Under the general supervision of the Regional Financial Controller, the incumbent is responsible for ensuring the development, compilation and submission of the annual budget for the Regional office, as well as all the infant, primary, all age and junior high schools in the Region, and preparing monthly and annual cash flow consistent with the Ministry of Finance and the Public Service guidelines. The incumbent is also responsible for the preparation of all support budgetary reports, in accordance with the FAA Act.
Key Responsibilities
Technical/Professional:
- Provides technical advice and specialist assistance, relating to the budget processes, to Region and Schools, as required;
- Advises the Regional Financial Controller on the financial performance and budget status of the Region and the Schools;
- Liaises closely with budget owners to provide a comprehensive accounting support service, including the provision of financial information and analysis to budget owners and review of business cases;
- Directs the analysis of variances and explores potential problems with budget owners, by making recommendations and executing those recommendations;
- Directs any necessary research, analysis and concluding on information to support the budget planning processes;
- Directs the development and maintenance of budget and forecast models for use in the Region and Schools;
- Reviews, regularly, budgets of divisions and subjects and quarterly reforecast outcomes;
- Directs initiatives to improve the systems surrounding all aspects of the budgeting, forecasting, business planning and end user financial systems;
- Prepares/reviews and submits annual Budget for Recurrent, Capital A and Capital B for submission to the Region via the Director as directed;
- Prepares/reviews and submits Annual Cash Flows to the MOEY via the Director;
- Prepares and submits monthly cash flows and warrant request to the Director;
- Develops and maintains effective budgeting systems that ensure:
- Resources are allocated to the priorities as indicated through the Corporate Planning processes of the Region and Schools; and
- Expenditures are kept within the limits of the warrant and budgetary allocations;
- Prepares draft Expenditure Budgets for the Region and Schools, through a process of co-ordination, consultation and consolidation;
- Analyzes budget requests from the Region and Schools to ensure that these requests are in line with allocations and guidelines established by the MOFPS, as well as the approved objectives in the Regional Corporate Planning mechanisms;
- Maintains regular communication and conducts visits to the various Schools to advise and direct the preparation of the Budget Estimates;
- Submits consolidated draft Budget Estimates to the Director, ensuring its conformity with the prescribed guidelines and adequate time for its review and approval;
- Prepares/reviews and submits supplementary budgets;
- Prepares virement request and submits to the Director for approval;
- Prepares and submits quarterly report of virement requests to the Regions and Schools
- Maintains control over the level of expenditure, by ensuring that expenditure are kept within budgetary limits and that there are funds committed for each expenditure;
- Implements and maintains an effective cash management system by:
- Allocating the monthly warrants in accordance with agreed priorities;
- Implementing an effective mechanism for containing expenditures within the warrant limits through a system of commitment planning and control;
- Reconciling cash balances held in the Treasury Single Account (TSA) with the Accountant General’s Department on an on-going basis;
- Establishes and maintains a sound system for budget implementation, to ensure proper expenditure management and control in the Region and Schools;
- Puts in place a mechanism to monitor the implementation of the budget relating to the MOJ’s Divisions and Subjects;
- Obtains and analyses monthly reports to determine whether funds have been utilised for the purpose indicated in the approved budget;
- Allocates funds for the Region and Schools;
- Evaluates the effectiveness of the management accounting service provided to budget owners, makes recommendations and documents ways of developing and improving the quality and timeliness of management information;
- Reviews and authorizes the following vouchers for the Region and Schools:
- Voted Provisions
- Warrant Treasury
- Virements
- Supplementary Estimates
- Budget Adjustments
- Journal vouchers
- Assists the Regional Financial Controller in addressing issues/concerns raised in the Auditor General’s queries and reports in respect of the Finance and Accounts Division;
- Keeps current with the latest tools/techniques in Public Financial Management (Specifically Management Accounting, Budget Formulation and Commitment Management) to determine what new solutions and implementations will meet the Regional business/operational requirements.
- Directs the revision of financial performance for the Region and Schools each month and prepares Monthly Variance Report;
- Designs and implements approaches that perform cost-benefit analysis for proposed budgetary pathways and special projects;
- Guides the determination of expenditure priorities, based on the application of evidence-based methodologies;
- Performs any other related duties that may be assigned from time to time by the Director
Management/Administrative:
- Provides leadership, support and guidance to the staff to ensure the Section is effectively managed;
- Establishes and enforces standards and rules of professional conduct for staff within the Section, in order to maintain the highest degree of confidence in its integrity and efficiency;
- Maintains effective working relations with external and internal stakeholders, ensuring that the Section provides a consistently high level of service;
- Ensures staff is aware of and adheres to the policies, procedures and regulations of the Ministry and the Public Service;
- Prepares and submits reports.
Human Resource:
- Participates in the recruitment, training, and discipline of staff in the Section;
- Conducts periodic reviews of staff in accordance with the Work Plan;
- Completes performance assessments and recommends appropriate training and development programmes, as necessary;
- Initiates and participates in disciplinary proceedings relating to staff members within the Section, and implements corrective measures;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Ability to communicate very well
- Ability to manage time well
- Ability to relate and work very well with others
- Attention to details
- High level of integrity and confidentiality
- Strong analytic and problem-solving skills
Technical:
- Sound knowledge of the Financial Administration and Audit (FAA) Act
- Sound knowledge of Government’s accounting and financial principles, procedures and standards
- Knowledge of the Ministry of Education operation and functions
- Knowledge of Forecasting, Planning and Budgeting
- Knowledge of computerized accounting systems and Microsoft Office Applications
- Proficiency in the use of statistical software such as (SPSS)
- Knowledge of research, monitoring, and evaluation principles and practices
- Knowledge of Microsoft Office Suite ( Excel, Word and PowerPoint)
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.
Special Conditions Associated with the Job
- Required to work beyond normal office hours at times;
- Travels extensively within the Region.
Please note that only shortlisted applicants will be contacted.
