Payroll Control Officer - Pensions

Payroll Control Officer - Pensions

Job Description

Job Title:                        Payroll Control Officer - Pensions

Job Level:                      FMG/AT 3

Post Number:              68846; 68847; 68848; 68849;72728

Department:                The Accountant General’s Department – A Department of the Ministry of Finance and the Public Service

1. 1.     STRATEGIC OBJECTIVES:

The Financial Operations Division is responsible for revenue management; budget execution; pensioner’s payroll and centralized salary payments. The Division undertakes all functions of the Central Treasury Management with regards to receipt, payment, and reporting. It performs the role of manager of the Treasury Single Account (TSA) and other bank accounts of the Government. It executes an efficient receipt and payment system. This division ensures that centralized disbursements of payments from the Consolidated Fund under the authority of Warrants, including pension payments and salaries, are executed accurately and timely. Disbursements also include payments from extra-budgetary funds.

This division also has responsibility for revenue management and compliance as per section 15 of the FAA Act, ensuring that all receipts/revenue due to the Government are deposited to the designated accounts in a timely and efficient manner.

1. 2.     JOB PURPOSE:

Reporting to the Senior Payroll Officer - Pensions, the Payroll Control Officer – Pensions supports the accurate processing of pensions and statutory deductions for public sector pensioners.  The incumbent is responsible for recommending the requisite internal controls; independent verification of the data for pension payroll processing, reconciliation of the pension payroll with the on and off control; and resolution of any payroll discrepancies.

Summary of the broad purpose of the position in relation to Government’s goals and strategies:           

• To provide assurance of the accuracy of pensions, deductions and other payments to pensioners;
• To develop, implement, and monitor the relevant internal control policies in compliance with the FAA Act and the Pensions Act;
• To monitor the payroll process for continuous improvement and for the identification and resolution of any discrepancies;
• To coordinate the reconciliation of the public sector pensioners’ payroll;
• To establish checks and balances in the processing of information for pensions payment.

1. 3.     KEY OUTPUTS:

• Public Sector Pensioners’ Payroll accurately reconciled;
• Periodic reports on the progress of controls maintained;
• Pensions Payroll processed accurately and discrepancies minimized;
• The Pensions Payroll control processes are effective – inhibiting/detecting corrupt and fraudulent activities.

1. 4.     KEY RESPONSIBILITIES:

Technical

• Participates in the development of appropriate internal control policies compliant with the FAA Act;
• Monitors and provides advice to the Senior Payroll Officer regarding procedural deficiencies observed within the processing of pensions;
• Monitors monthly payroll edit to identify all financial and other changes and ensure all the changes are accounted for on the Payroll Register;
• Analyses each change item to ensure that all the differences are accounted for and to ensure that the payroll is not over or understated;
  • Oversees and coordinates all payroll reconciliation activities with each Payroll Officer;
  • Spearheads the investigation and follow up of all outstanding items on the payroll reports;
  • Identify and investigate payments generated on the Exemption Reports with significant variations;
  • Ensure accuracy of computation and maintenance of control is achieved by reconciling the payroll register with the Net Pay, Statutory Deduction, and Incremental Listings, the Bank Reconciliation Reports, and the Payroll Register signing sheets;
  • Prepares monthly reports on the progress of ‘on and off controls’;
  • Ensures controls are completed before payments are made;
  • Assists with the certification of payment vouchers prepared in accordance with the FAA Act;
  • Assists with the verification and initialing of all memos, minutes and letters written by officers in the Pensions Section.

Any Other Duties

• Any other related duty that may be assigned from time to time

1. 5.     Key Performance Indicators

The job is successfully performed when:

• The Pensions Payroll Register is reconciled according to established standards;
• The weekly reports on the progress of control maintained are prepared according to established standards;
• Payroll controls are implemented so that deadlines are met, and specific guidelines and managerial instructions are adhered to according to agreed standards;
• Levels of accuracy of computations are achieved within agreed standards;  
•  Integrity is maintained at all times and there is full compliance with the FAA Act and the relevant GoJ guidelines and standards.

1. 6.     Job SpecificationS:

1. a.     Minimum Qualification and Training

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

1. b.     Essential Experience and Knowledge:

• At least three (3) years of experience working in the field of Accounting
• Comprehensive knowledge of Government Accounting procedures
• Good knowledge of payroll accounting
• Working knowledge of relevant computer system and applications
• Good knowledge of Pensions and the FAA Acts

Desirable:

• Public sector experience
• Knowledge of public treasury operations

1. c.      Competencies

The incumbent of this post is a public servant who represents the Government at all times; and supports  the AGD team, in realizing the goals and objectives of the Department, in a highly dynamic environment.  The following competencies are required for the effective performance of this job:

• Integrity:  The ability to consistently demonstrate sound ethical standards, observe the codes of conduct for employees and codes of professional practice, and show consistency between established values and behaviors, in order to build trust and credibility.
• Analytical Thinking, Decision Making, and Problem Solving: The capacity to analyze problems promptly, choose between alternatives, and effect meaningful solutions.
• Use of Technology: The ability to accept and implement information technology in work activities to enhance organisational performance.
• Collaboration and Team Work:  The ability to be collaborative, and an inspiring professional who shows a genuine intention to participate and work co-operatively with others in pursuit of team goals.
• Managing the Client Interface:  Ability to work effectively with others, both internal and external to the Department, to deliver acceptable, customer-oriented and high quality service.
• Performance Management: The ability to align resources, systems, standards and activities to effectively, efficiently and consistently meet the goals and strategic objectives of the Unit in a consistent, effective and efficient manner. 
• Oral and Written Communication:   The ability to communicate proficiently orally, in writing, and in one- on- ones face- to- face, with excellent public speaking skills. 
• Ability to work effectively under pressure.
• Customer and Quality Focus:  The ability to continuously ensure high standards of quality and service delivery to meet customers’ expectations.
• Interpersonal skills:  The ability to display sensitivity towards others, interact collaboratively with colleagues, and to build long term internal and external relationships and gain support to achieve desired objectives.
• Emotional Intelligence:  Possession of self-awareness, self-management, social awareness, and social skills – The ability to display behaviors appropriate to the AGD’s business and social environment.

1. 7.     SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Physical Demands -  N/A

Work Environment - Normal office conditions