MINISTRY : PUBLIC SERVICE
POSITION TITLE : FINANCE DIRECTOR
GRADE : J
RESPONSIBLE TO : PRINCIPAL SECRETARY
MAIN PURPOSE OF THE JOB
Under the general supervision of the Chief Accounting Officer the incumbent is responsible for managing and controlling expenditure, overseeing revenue collection, managing and controlling of cash, consolidating annual budget estimates and preparing annual financial statements for the Ministry. The incumbent acts as the key adviser on financial management at the Ministry.
MAIN DUTIES
1. To administer implementation of financial laws, policies, guidelines, procedures and standards
1.1 Conducts meetings with management and staff to inform them about financial laws, policies, guidelines, procedures and standards
1.2 Monitors the Ministry financial operations to ensure adherence to financial laws, policies, guidelines, procedures and standards
1.3 Provides advice on financial issues
1.4 Provides feedback on implementation of financial laws, policies, guidelines, procedures and standards
2. To oversee implementation of systems, procedures and controls to enhance the financial service delivery
2.1 Identifies areas of concern and recommends measures for improvement
2.2 Establishes the internal controls and ensures that they are followed
2.3 Participates in integration and implementation of systems and processes.
3. To coordinate the development of the Ministerial budget
3.1 Advises on the preparation of the Budget Framework Paper
3.2 Coordinates preparation and consolidates budget estimates
3.3 Oversees the recording of the Estimates into the system
3.4 Runs and reviews budget reports
3.5 Reports on the financial performance against the budget regularly
3.5 Advises on Ministerial budget requirements in budget discussions
4. To coordinate preparation of Cash Flow Forecast
4.1 Initiates preparation of cash flow forecast based on approved estimates to support the release of warrant through the system
4.2 Submits forecast to the Chief Accounting officer for approval
4.3 Submits approved forecast to the Budget Office and Treasury department for warrant release and monitoring of cash respectively.
5. To oversee management of warrants and funds
5.1 Facilitates distribution of approved warrant
5.2 Facilitates allocation of approved warrant to items based on the cash flow forecast
5.3 Withdraws funds from and reallocates funds to items where funds are insufficient
5.4 Applies for Budget reallocation virement where there is insufficient Budget
6. To oversee management of payment processes and revenue collection
6.1 Establishes control measures to enforce compliance with Treasury Regulations and other relevant pieces of legislation
6.2 Monitors timely payments
6.3 Administers custody of trust monies
6.4 Monitors collection and banking of Revenue
7. To oversee reconciliation of expenditure and revenue
7.1 Reviews the trial balance report
7.2 Monitors reconciliation of payables and receivables with general Ledger
7.3 Requests approval for processing of journal entries to make adjustments
7.4 Runs a reconciliation report and submits to the Chief Accounting Officer for approval and then to the Treasury Department
8. To oversee preparation of financial statements and reports
8.1 Monitors preparation of monthly, quarterly and annual financial statements and reports to the Chief Accounting Officer for approval.
8.2 Submits monthly, quarterly and annual financial statements and reports to all stakeholders
9. To administer provision of custody and control of all accountable documents
9.1 Puts in place measures for safeguarding accountable documents
9.2 Manages procurement and distribution of accountable documents
9.3 Establishes procedures and systems to maintain stock levels and disposal of accountable documents
10. To provide strategic leadership and management
10.1 Advises the Chief Accounting Officer on efficient use of financial resources to achieve optimum output
10.2 Advises the Accountant General on operating systems for improving financial efficiency
10.3 Oversees development and implementation of sectional annual operational plan.
10.4 Reinforces team building in implementation of departmental plans.
10.5 Holds regular meetings with staff to facilitate planning and reporting on financial activities.
10.6 Conducts annual performance appraisals on individual supervisees to assess their performance against the set standards and to identify training and development needs.
10.7 Oversees preparation and implementation of sectional budget.
10.8 Maintains discipline amongst the accounting staff.
JOB SPECIFICATIONS
Chartered Accountant/MBA/any post graduate degree in related field Plus Four (4) years working experience at the managerial level in the related field.
OR
Bachelor of Commerce/Business Administration (Accounting)/any recognised degree in related field Plus Five (5) years experience at the managerial level in the related field
Other Relevant Knowledge
• Knowledge of Public Sector Accounting
• Knowledge of Public Service Act and Regulations
Knowledge of Procurement Regulations, Treasury Regulations and Public Financial Management and Accountability Act
Knowledge of IFMIS operations
• Computer literacy
Applications on relevant forms of G.P 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, I.D., C.V’s & Council on Higher Education (CHE) certificate of verification should be hand delivered to HUMAN RESOURCES OFFICE AT THE MINISTRY OF THE PUBLIC SERVICE NOT LATER THAN 24th FEBRUARY, 2025.