Director, Finance and Accounts (FMG/PA3)

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.

Qualification and experience

1. Degree in Accounting, Management Studies with Accounting or BBA Degree from an accredited University OR;
2. Association of Certified Chartered Accountant (ACCA) Level 2
3. 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
4. Training in Supervisory/People Management

Key Responsibilities

1. Plans, Organizes and co-ordinates the Finance and Accounting Operation of the NLJ
2. 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;
3. 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
4. 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;
5. Examines Budgets for consistency with targets and priorities and prepares timely financial statements, analyses and report for management, Board, Ministries as required.
6. 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.
7. Provide advice on the financial and accounting policies in accordance with best practice and GOJ regulations.
8. Oversees the coordination of all Fiscal Reporting activities, including statutory reports as indicated by the FAA Act.
9. Implements and maintains effective systems and procedures for safeguarding, recording and controlling the financial resources of the NLJ.
10. Develops systems to evaluate and determine the feasibility of income generating projects and activities that can enhance the resource earning capabilities of NLJ.
11. Monitors and controls Cash Flows including periodic review of rates, fees, and charges for services and ensures that mechanisms for controlling expenditures are strengthened.
12. 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;
13. 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.
14. Proactively manages cash flows, disbursements, bank fees and charges.
15. Oversees the management of month end and year end close and reconciliations.
16. Oversees the preparation of a cash plan of expenditure and payment profile of expenditure.
17. Signatory to the National Library of Jamaica’s accounts
18. Manages the library’s investment portfolio.
19. Ensures the security of valuables in the vault and the confidentiality of records
20. Coordinates meetings of the Finance & Investments Committee
21. Provides advice and guidance on the financial as a member of the Procurement Committee
22. Liaises with the Human Resource Director for notices and changes for employee’s compensation
23. Performs other related functions assigned from time to time by the National Librarian.

Administrative

1. Reviews and recommends policies and procedures for the efficient operation of the Organization.
2. Exercises responsibility for the day to day Financial and Accounting Operations of the NLJ
3. Contributes to the general management and strategic direction of the NLJ and to the development and implementation of Financial Management and Operational policies.
4. Prepares and monitors work plan and budget of the Finance & Accounts Branch
5. Submit progress reports on work-related activities and other assigned projects.
6. Participates in meetings, conferences, seminars and other fora and makes presentations as required.

Human Resource

1. 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.
2. Provides leadership and guidance to staff through coaching, mentoring, training, communication and setting of objectives and priorities.
3. Leads, prioritizes and supervises the operations of the Branch for the effective and efficient management of inputs, processes and resources.
4. Participates in the setting and evaluation of performance standards and goals, and oversees the development, review and evaluation of work plans for direct reports.
5. Ensures that staff are aware of and adheres to the Library’s policies, procedures and regulations of the GOJ.
6. Participates in the recruitment, selection and orientation of staff.
7. Identifies skill gaps and collaborates with Director HRM to develop and implement Succession Plans to ensure business continuity, knowledge transfer and adequate staff capacity.
8. Approves leave for staff in keeping with established human resource policies.
9. Recommend transfers, promotion, termination and administer disciplinary action in keeping with established human resource policies.
10. Ensures that training and other needs of employees are adequately identified and addressed.
11. Monitors job specific and environmental factors, implements and promotes health and safety policies to mitigate and minimizes workplace hazards.
12. Develop a culture of efficiency, teamwork, empowerment, and commitment to projected goals

Performance standards/Indicators

1. Payments to creditors accurately prepared
2. Monthly and annual financial reports accurately prepared according to agreed guidelines.
3. Procurement Committee correctly advised on the financial implications of deliberated matters ensuring value for money.
4. Annual returns to NIS, Income Tax and NHT offices accurately prepared and filed.
5. Adherence to the rules of accounting as stipulated by FAA Act and Government Procurement Guidelines.
6. Liaison with other Branches to ensure proper implementation of Income Generating Projects.
7. Work plans prepared within specified time and agreed standards.
8. Staff appraised within specified time.
9. Reports submitted within specified time.
10. Branch budget submitted within specified time.

Required Competencies – Core

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

Required Competencies – Technical

• Finance & Business Acumen
• Data Management
• People Management
• Records Management
• Information Communications Technology
• Planning & Organizing
• 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

1. Recommend policies and procedures for the Finance and Accounts Branch
2. Certify vouchers for payment.
3. Provide advice on financial matters.
4. 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: nljhrm@nlj.gov.jm

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