Director, Finance and Accounts - Oregon, United States - National Library of Jamaica

Description

Director, Finance and Accounts (FMG/PA3)

Feb 16, 2024
The National Library of Jamaica invites applications from suitably qualified persons to fill:

Position:

Director, Finance and Accounts (FMG/PA3)

Salary Scale:

$4,594,306 p.a.

Deadline:

Thursday, February 29, 2024 @ 5 p.m.
Job Purpose
Directs and oversee the Finance and Accounting activities of the National Library of Jamaica by ensuring that an efficient and effective system of financial management is maintained in accordance with the FAA Act

and the organization's Operational Plan within budget and income.
Association of Certified Chartered Accountant (ACCA) Level 2
Experience in Public Sector would be desirable, plus five (5) year's experience in Financial and Operations Management, with demonstrated success in planning and implementing Strategic Plans
Training in Supervisory/People Management
Key

Responsibilities
Plans, Organizes and co-ordinates the Finance and Accounting Operation of the NLJ
Plans, organizes and directs the work of the Branch, including overseeing the creation of the units strategic and operational plans, budget and monitors the branch achievement against them;
Ensures the effective and economical use of NLJ's funds in the fulfilment of its objective and in the pursuits of the implementation of the Budget ensuring a high standard of probity, propriety, transparency, accountability and value for money
Develops a Timeframe Sensitive Budget System, guides and provides advice to the National Librarian, the Finance Committee of the Board and Senior Management Team as required;

Examines Budgets for consistency with targets and priorities and prepares timely financial statements, analyses and report for management, Board, Ministries as required.

Advises the National Librarian on the use and application of revenue earned and on general financial issues such as major revenue and expense issues and assets acquisitions.

Provide advice on the financial and accounting policies in accordance with best practice and GOJ regulations.
Oversees the coordination of all Fiscal Reporting activities, including statutory reports as indicated by the FAA Act .
Implements and maintains effective systems and procedures for safeguarding, recording and controlling the financial resources of the NLJ.

Develops systems to evaluate and determine the feasibility of income generating projects and activities that can enhance the resource earning capabilities of NLJ.

Monitors and controls Cash Flows including periodic review of rates, fees, and charges for services and ensures that mechanisms for controlling expenditures are strengthened.

Manages the daily activities of the Payroll, Accounts Payable and Disbursement ensuring that

Proper system of internal control exists and are being adhered to;
The Financial Administration and Audit Act (FAA ), its regulations and instructions are complied with;
Ensures the accuracy of salary and related payments
Ensures the annual returns and timeliness of remitting to the respective agencies;
Monitors payable operations to ensure the effectives and efficiency of the system and procedure by identifying, measuring and capturing all accounts payable relating to each period and financial year;
Ensures the maintenance of internal system of control regarding authorization of expenditure;
The services to both internal and external clients are performed efficiently, effectively and economically;

Conducts tests to ensure that Accounts Payable and accrues expenses are being accurately captured and brought to account within the period to which they relate.

Proactively manages cash flows, disbursements, bank fees and charges.
Oversees the management of month end and year end close and reconciliations.
Oversees the preparation of a cash plan of expenditure and payment profile of expenditure.
Signatory to the National Library of Jamaica's accounts
Manages the library's investment portfolio.
Ensures the security of valuables in the vault and the confidentiality of records
Coordinates meetings of the Finance & Investments Committee
Provides advice and guidance on the financial as a member of the Procurement Committee
Liaises with the Human Resource Director for notices and changes for employee's compensation
Performs other related functions assigned from time to time by the National Librarian.
Administrative
Reviews and recommends policies and procedures for the efficient operation of the Organization.
Exercises responsibility for the day to day Financial and Accounting Operations of the NLJ

Contributes to the general management and strategic direction of the NLJ and to the development and implementation of Financial Management and Operational policies.

Prepares and monitors work plan and budget of the Finance & Accounts Branch
Submit progress reports on work-related activities and other assigned projects.
Participates in meetings, conferences, seminars and other fora and makes presentations as required.

Human Resource

Manages the welfare and development of staff through the preparation of performance appraisals and recommendations for required training and development programmes.

1.

Manages the welfare and development of staff through the preparation of performance appraisals and recommendations for required training and development programmes.

Provides leadership and guidance to staff through coaching, mentoring, training, communication and setting of objectives and priorities.

Leads, prioritizes and supervises the operations of the Branch for the effective and efficient management of inputs, processes and resources.

Participates in the setting and evaluation of performance standards and goals, and oversees the development, review and evaluation of work plans for direct reports.

Ensures that staff are aware of and adheres to the Library's policies, procedures and regulations of the GOJ.
Participates in the recruitment, selection and orientation of staff.

Identifies skill gaps and collaborates with Director HRM to develop and implement Succession Plans to ensure business continuity, knowledge transfer and adequate staff capacity.

Approves leave for staff in keeping with established human resource policies.
Recommend transfers, promotion, termination and administer disciplinary action in keeping with established human resource policies.
Ensures that training and other needs of employees are adequately identified and addressed.
Monitors job specific and environmental factors, implements and promotes health and safety policies to mitigate and minimizes workplace hazards.
Develop a culture of efficiency, teamwork, empowerment, and commitment to projected goals
Performance standards/Indicators
Payments to creditors accurately prepared
Monthly and annual financial reports accurately prepared according to agreed guidelines.
Procurement Committee correctly advised on the financial implications of deliberated matters ensuring value for money.
Annual returns to NIS, Income Tax and NHT offices accurately prepared and filed.
Adherence to the rules of accounting as stipulated by FAA Act

and Government Procurement Guidelines.
Liaison with other Branches to ensure proper implementation of Income Generating Projects.
Work plans prepared within specified time and agreed standards.
Staff appraised within specified time.
Reports submitted within specified time.
Branch budget submitted within specified time.
Oral Communication
Teamwork & Cooperation
Customer & Quality Focus
Finance & Business Acumen
Data Management
People Management
Records Management
Information Communications Technology
Leadership
Skills/Knowledge
In-depth knowledge of the FAA Act

and Public Bodies Management & Accountability Act
Proficiency in the use of ACPAC & Turbo Pay
Thorough knowledge of Accounting standards, practices and procedures
Excellent organizational skills
Ability to deliver on short notice
Excellent presentation, oral and written skills.
Proficiency in the use of Microsoft Office.
Excellent problem-solving skills.
Ability to lead and work as a team.
Special Conditions Associated with the Job
On call to meet deadlines
Required to work beyond the normal hours to include Saturdays and special events
Authority
Recommend policies and procedures for the Finance and Accounts Branch
Certify vouchers for payment.
Provide advice on financial matters.
Recommend leave for direct reports
Applications accompanied by detailed resume should be sent by

Thursday, February 29, 2024 @ 5 p.m.

:

Director, HRM & Administration
National Library of Jamaica
12 East Street, Kingston
Email:

We appreciate all responses, however only shortlisted candidates will be contacted
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