Job Description

. Job Purpose The Verification Officer is responsible for verifying payment requests and financial documentation submitted for approval, ensuring accuracy, completeness, budget availability, contract compliance, and adherence to financial, procurement, and institutional control procedures. The role supports sound financial governance, accountability, and risk management. 2. Key Responsibilities 2.1. Payment Verification a. Verify all payment requests submitted for DG approval to ensure accuracy, completeness, and compliance with applicable financial and procurement procedures. b. Review supporting documents including contracts, purchase orders, invoices, delivery notes, certificates of completion, and other relevant records. c. Confirm that payments are supported by approved budgets, funding availability, and authorized commitments. d. Verify payment calculations, taxes, deductions, retention amounts, and other financial adjustments for accuracy. 2.2. Contract and Financial Compliance a. Verify that goods, works, and services have been delivered or executed in accordance with contractual terms and approved specifications. b. Monitor compliance with internal financial controls, procurement regulations, contractual obligations, and audit requirements. c. Identify discrepancies, irregularities, duplicate claims, unsupported expenditures, or potential fraud indicators and recommend corrective actions before payment approval. 2.3. Financial Reporting and Documentation a. Verify financial reports from the three directorates under DG DISS (Defence Support Services Unit (DSSU), Defence Industries, and Defence Companies and confirm consistency with supporting financial records and approved expenditures. b. Prepare verification reports, observations, and recommendations for management decision-making and payment authorization. c. Maintain proper records of verification activities and ensure documentation is filed in accordance with institutional record-management requirements. 2.4. Coordination and Audit Support a. Liaise with finance, procurement, project management, and user departments to resolve verification issues and obtain missing documentation. b. Support internal and external audit processes by providing verified documentation, reconciliations, and verification reports. c. Participate in periodic financial reviews, reconciliation exercises, and process improvement initiatives related to payment verification and financial controls. d. Perform any other verification and financial control duties assigned by management. Requirements 3. Qualifications & Experience 3.1.1 Education: Bachelor’s Degree in Accounting, Finance, Business Administration, Economics, or a related field. 3.1.2 Experience a. Minimum of 1–2 years of experience in financial verification, accounting, auditing, procurement compliance, payment processing, or a related financial management function. b. Experience in public sector financial management or project financial control is an added advantage. 4. Key Competencies a. Financial Verification and Analysis b. Accounting and Auditing Principles c. Procurement and Contract Compliance d. Budget and Expenditure Control e. Attention to Detail and Accuracy f. Integrity and Confidentiality g. Analytical and Investigative Skills h. Report Writing and Documentation i. Communication and Interpersonal Skills j. Problem-solving and Decision-making k. Proficiency in Microsoft Office Applications 5. Key Performance Indicators (KPIs) a.Percentage of payment requests verified within agreed timelines. b. Accuracy of verification reports and recommendations. c. Number of discrepancies identified and resolved before payment approval. d. Compliance rate with financial and procurement procedures. e. Timely verification of financial reports from DSSU, Defence Industries, and Defence Companies. f. Quality and completeness of verification documentation. g. Reduction in audit findings related to payment processing and financial verification.