Senior Payment Officer (FMG/AT 3) - Financial Management Section

Job Purpose

Under the general supervision of the Regional Financial Controller, the Senior Payments Officer is responsible for ensuring processing and preparing vouchers for the payment of bills and/or invoices received from suppliers for the provision of goods and services; processing all contracts entered into by the Region; processing claims from staff and ensuring that an adequate reporting and records management system are in place.

Key Responsibilities

Technical/Professional: 

• Receives all correspondence in respect of general payments; notes and dispatches them to the relevant Voucher Preparation Officer along with any necessary clarification or explanation of any technical matter; 
• Monitors monthly expenditure, ensuring they are in keeping with budgetary allocations;
• Maintains records of all recurring payments, as well as all routine or ongoing contractual obligations (e.g. Janitorial Services, consultancy services, travel claims etc.);
• Ensures that invoices, bills etc. are received for all known recurring and ongoing contractual obligations and that these are booked in accounts payable; 
• Liaises with the Senior Budget Officer Accounts, Public Procurement Unit and Section Heads regarding any new service or acquisition of any goods, stores or assets which has or will give rise to a liability on the part of the Region; 
• Examines all claims and invoices and ensures that the required documents are presented and are authentic and certified for payment; 
• Sorts and processes contract invoices for payment, ensuring that invoices have been approved, all documents are included, certified and signed off ‘that service is satisfactorily rendered; 
• Examines bills and Petty Cash Vouchers submitted for reimbursements for accuracy, completeness and authenticity; 
• Prepares Payment Vouchers using the requisite documentation; 
• Prepares and processes advance payment advice sheet and maintains Advance Payment and Expenditure Payment Registers; 
• Liaises with the Regional Financial Controller for requests of warrant allocation for contractual services; 
• Checks and ensures funds are available in order to prepare payments and to access warrant with schedule of payments; 
• Maintains up-to-date records and files on all contractual agreements; 
• Prepares the utility bills schedules for payments in a timely manner; 
• Maintains query log, responds to queries and conducts researches, where necessary, on payment claims for internal and external customers; 
• Maintains and updates the relevant Registers (Utility Bills, Advance and Expenditure Payment); 
• Prepares and submits reports on all payment claims made; 
• Performs any other related duties that may be assigned from time to time by the Regional Financial Controller. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent time management skills 
• Good oral and written communication skills 
• Good interpersonal skills 
• Ability to communicate well with internal and external customers 
• Attention to details 

Technical: 

• Knowledge of the Financial Management System; 
• Knowledge of the Financial Administration and Audit (FAA) Act 
• Knowledge of Ministry of Education operations and functions 
• Knowledge of Government Accounting principles 

Minimum Required Qualification and Experience

• AAT level 3; or 
• ACCA-CAT Level C/Level 3; or 
• ACCA Level 1; or 
• NVQJ Level 3, Accounting; or 
• Diploma in Accounting from an accredited University or Community College; or
• ASc. Degree in Business Studies/Business Administration from an accredited tertiary institution; or 
• ASc. Degree in Accounting, MIND; or 
• Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3; or
• BSc. Degree in Accounting or Management Studies with Accounting; or
• BBA Degree; or 
• Successful completion of 3 years of any Bachelor’s Degree programmes mentioned above. 

Special Condition Associated with the Job:

• Required to work beyond normal working hours at times

Please note that only shortlisted applicants will be contacted.