SENIOR ACCOUNTING ASSISTANT DONOR RESOURCES
Closing Date: October 21, 2022
Type of Vacancy: CARICOM Secretariat Vacancies
Details of the Post
Applications are invited from interested and suitably qualified nationals of Caribbean Community (CARICOM) Member States and Associate Members of the Caribbean Community to fill the above mentioned position in the Caribbean Community Secretariat with assigned duty station in Guyana.
2. FUNCTIONS OF THE POST
The incumbent is responsible for donor-funded project accounting spanning: verification of transaction documentation, reconciliation of bank statements, assisting in the preparation of draft income and expenditure statements, preparation of monthly project reports and adhoc reports on project balances, facilitating internal and external audits. Preparation of a range of accounting vouchers/documents, drafting of remittance letters, filing and custody of relevant project accounting documents, maintaining register of contractors, supervising the accounting process to ensure that it is in compliance with the standards established by the Secretariat. Reconciles various accounts; reconciles voucher batches; reviews accounts as required; ensures processing and coding of travel expense claims; ensures correct coding of MSRs and indicate availability of funds as required.
3. QUALIFICATIONS AND EXPERIENCE
The position requires a Diploma or the Associate Degree in accounting. Such qualifications could be equivalent to the CAT/AAT and five (5) GCE ‘O’ Levels/CXC Grades I and II including English Language and Mathematics; Diploma/Certificate in the areas of operation with proven technical competence; relevant training; plus at least five (5) years of relevant and equivalent level experience working in one of the following institutions:
- Audit/accounting firms
- A governmental or private sector organisation
- A Pension fund or social security organization
- A financial institution
- A Regional organization
- An International organization
The candidate should possess specialized training and good working knowledge in:
- Operational Accounting Practices
- IT accounting software packages and computer applications such as Microsoft Word, Access, Excel
- Customer Services
- Communication
4. DUTIES AND RESPONSIBILITIES
Key Result 1: Financial Reports are completed in accordance with agreed timelines, frameworks (IPSAS, IFRS, IDP agreements etc.) and are available for decision-making.
Activities
- PREPARES monthly project reports for submission to EMC and other internal stakeholders as required;
- PROVIDES accurate and adequatesupporting documentation upon request by Deputy Programme Manager, Donor Resources and other officers in a timely manner to facilitate the preparation of monitoring reports for projects;
- PROVIDES support to Senior Project Officer , Donor Resources for the preparation of project reports for submission to the IDP (s);
- REVIEWS transactions for projects supported on a regular basis to ensure accuracy of project reports;
- MONITORS outstanding purchase orders to ensure that commitments are accurately maintained;
- MAINTAINS contract register for contractorsunder assigned projects to provide up to date details of such commitments; and
- PREPARES the Sundry Fund Grant schedule annually.
Key Result 2: Financial processes are executed according to established time and quality standards.
Activities
- VERIFIES all invoices, bills and receipts submitted in support of expenditure;
- PROCESSES Material Service Requisitions ( MSRs) and Travel Requisitions (TRs) to effect payments to staff travelling and vendors, contractors and consultants providing services or goods after establishing:
- The availability of funds under respective project; and
- Reviewing contracts to ensure that MSRs, TRs submitted are in agreement with donor agreements and other contractual documents.
- PREPARES journals , time and expenses advances and claims;
- MONITORS Accounts Receivables to ensure amounts are cleared in compliance with the Secretariats guidelines, and PREPARES monthly salary deduction lists to recover amounts that are outstanding;
- CHECKS documents for CCS A& R as required from time to time;
- REVALUATION of project balances in accordance with IPSAS;
- DRAFTS remittance letters for dispatch; and
- PREPARES monthly bank reconciliation Statements.
Key Result 3: Compliance with all applicable rules, procedures.
Activities
- SUPPORTS requests for documents and information from internal and external auditors.
Key Result 4: Implemented solutions to improve recording, control and/ or reporting.
Activities
- PROVIDES feedback and suggestions in the design and implementation of system improvements, e.g., exchange rate management and multi-currency reporting issues.
Key Result 5: Fulfillment of departmental operational and administrative activities.
Activities
- MANAGES the filing for projects supported (manually and electronically) of all correspondence and documentation such as journals, travel and meeting claims, accounts payable and time and expense documents for easy retrieval and presentation to auditors and stakeholders;
- MONITORS the finance unit’s functional mail box to save and distribute wire transfer notifications to relevant officers in a timely manner;
- ASSISTS in the reviewing of IDP draft agreements as required;
- ASSISTS with the orderly close-out of project elements and activities in accordance with the relevant policies and procedures of the SECRETARIAT and relevant donor agreement;
- PROVIDES oversight of projects that may be assigned from time to time;
- PROVIDES supporttoSenior Project Officer, Donor Resources as required for the successful management of IDP projects; and
- CONTRIBUTES to a positive and professional image of the CARICOM Secretariat at all times, in keeping with its Core Values.
In addition to the Activities outlined above, the incumbent is expected to perform other related duties as assigned.
5. EMOLUMENTS AND BENEFITS
An attractive remuneration package will be offered.
6. RECRUITMENT AND APPOINTMENT
Appointment will be on the permanent establishment or on secondment from a Public Service or a statutory body of a Member State or approved regional organisation. It will be subject to such regulations, rules, orders and instructions as exist and as may be introduced from time to time in respect of service with the Secretariat. This position does not enjoy transfer to or repatriation from Guyana.
7. LEAVE
The officer will be eligible for the grant of vacation leave at the rate of fifteen (15) working days a year and a leave grant after every twelve (12) months of service in respect of the officer, spouse and up to two (2) dependent children.
8. GROUP HEALTH AND LIFE AND ACCIDENT INSURANCE
Subject to your acceptance by the Secretariat’s insurance carrier, Sagicor Life Inc., the officer will be required to participate in the Secretariat’s group health and group life and accident insurance schemes. With respect to the health scheme, the officer will contribute twenty-five per cent (25%) of the premium. The life and accident insurance scheme is non-contributory.
9. SUPERANNUATION
An Officer appointed to this post will be required to participate in the Secretariat’s Defined Contribution Pension Plan and contribute 7 per cent of basic salary per month, while the Secretariat will contribute 13 percent of the Officer’s basic salary to the pension plan. Where the appointment is on secondment, the Secretariat will pay to the Officer’s substantive employer, over the period of secondment, a contribution not exceeding twenty-five per cent (25%) of the pensionable salary normally payable to the Officer by that employer so as to maintain the pensionable status of the Officer in the substantive employment.
10. APPLICATIONS
Interested candidates must create a job profile and apply for the position via the CARICOM Secretariat’s Employment Portal. The link can be accessed at – https://caricom.org/opportunities_category/caricom-secretariat-vacancies/.
11. The deadline for the submission of applications is 21 October 2022.