Senior Manager, Accounts Payable and Disbursement (FMG/PA 3)

Job Purpose

Reporting to the Director, Accounts Payable and Payroll, the Senior Manager, Accounts Payable and Disbursement is responsible for ensuring the proper identification, checking, measuring, posting, and payment of all accounts payable within the period to which they relate and in compliance with established regulations, instructions, practices, and standards. The officer will also be responsible for establishing and maintaining the Ministry’s expenditure, clearing, deposit, salaries, investment saving accounts, and other special bank accounts; monitoring the daily cash balances and ensuring that the balances held are agreed on a regular basis with the relevant Government Financial Management System (GFMS) Report. 

The Senior Manager will provide day-to-day supervision of the Accounts Payable and Disbursement Unit, ensuring that the Unit’s objectives are achieved. 

Key Responsibilities

Management/Technical: 

• Maintains records of all cyclical payments, as well as all routine or ongoing contractual obligations e.g. utilities, janitorial services, security services, consultancy services, travel claims etc.; 
• Ensures that invoices, bills etc. are received for all known cyclical and ongoing contractual obligations and that these are booked in the Accounts Payable; 
• Ensures that payment requests are legitimate, ascertain measure and issues directives to account for prepaid and accrued expenses; 
• Ascertains any new service for the acquisition of any goods, stores or assets which has or will give rise to liability on the part of the Ministry; 
• Trains and guides officers in procedures for thoroughly checking bills, claims, vouchers etc.; 
• Reviews, on a continuous basis, the existing accounting system to ensure the proper application of financial procedures, so as to maintain the highest standards of integrity, and where weaknesses exist, takes the necessary action or makes recommendations to remedy same; 
• Checks sample vouchers and claims before payments are made; 
• Authorizes vouchers selected for payment on the Government Financial Management System (GFMS), in accordance with established Regulations Instructions practices and standards; 
• Ensures that all payments are correctly classified according to fixed asset, expenses advance and settlement liability; 
• Examines all incoming files, correspondence, claims, vouchers submitted to the Unit, and assigned to the Senior Accounts Payable Officer for detail checking along with any note for their guidance; 
• Monitors activities to ensure that all deadlines are met for the payment of salaries and other contractual obligations, provided that funds are available; 
• Ensures that an effective system is in place to prevent the incidence of overdraft on any bank account;
• Maintains an effective, fair and proper system for the prioritization and settlement of accounts payable; 
• Ensures the preparation of Journal Vouchers for adjustments and correction of errors, where necessary; 
• Ensures that there is an effective system of internal control to detect and prevent corruption, fraud, irregularities, misappropriations and any other potential loss of public funds; 
• Liaises with banks regarding any discrepancy on bank statements; 
• Oversees the administration of mechanical cheque signing process to ensure that proper internal controls are in place and that they are functioning properly; 
• Ensures that daily reconciliation of the Cheque Signing Register along with machine counter readings each day; 
• Ensures the proper maintenance and security of all records e.g. ledgers, registers in respect of contracts, utilities, Imprest/advances etc.; 
• Verifies or arranges for the following records to be checked; Value Book, Utility Registers, Rent Register, Attendance Registers, Asset/Inventory Registers, etc.; 
• Vets/signs cheques on behalf of PFO scrutinizing supporting documentation and vouchers to ensure that payment is in accordance with the Financial Administration and Audit (FAA) Act and other relevant instructions; 
• Participates in the Ministry’s Annual Budget Exercise; 
• Ensures the timely remittance of all retention, Contractor’s levy etc made from contractors/suppliers etc. and ensure that the related annual returns are made; 

Human Resource: 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends or initiates corrective actions, where necessary;
• Participates in the recruitment of staff for the Ministry and recommends staffing arrangements in keeping with established human resource procedures and policies;
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training and mentoring; 
• Maintains an effective working relationships with staff and ensure that the Section provides a consistently high level of service to its customers/clients by hosting regular meetings with staff to discuss current work status and strategies for improving the delivery of services; 
• Takes steps to address the welfare and development needs of staff in the Unit;
• Makes provisions for direct reports to have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively; 
• Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service/Ministry; 
• Recommends disciplinary action, leave and staffing arrangements for direct reports;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Teamwork and co-operation 
• Good interpersonal skills 
• Ability to use own initiative 
• Client and quality focus/commitment to service quality 
• Compliance 
• Adaptability 
• Integrity 
• Methodical 
• Good problem-solving and decision-making skills; 
• Good planning and organizing skills 
• Confidentiality 
• Good leadership skills 
• People management skills 

Technical: 

• Use of Information, Communication and Technology 
• Knowledge of the required Legislation, Regulations and Polices 
• Knowledge and understanding of Accounting and Reporting Practices
• Change Management 
• Knowledge of Financial Accounting (Cash Accounting) 
• Knowledge of Financial Accounting (Accrual Accounting) 
• Knowledge of Financial Analysis
• Knowledge of Management Control (Internal Control) 
• Knowledge of Financial Systems (FINMAN BizPay) 

Minimum Required Qualification 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 Condition Associated with the Job

• May be required to work beyond regular working hours.

Please note that only shortlisted applicants will be contacted.