Finance and Procurement Officer

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Job Description

Established in 1983 as the Tourism Council of the South Pacific, the Pacific Tourism Organisation (SPTO) is the mandated organisation representing Tourism in the region. Its 21 Government members are American Samoa, Cook Islands, Federated States of Micronesia, Fiji, French Polynesia, Kiribati, Nauru, Marshall Islands, New Caledonia, Niue, Papua New Guinea, Rapa Nui, Samoa, Solomon Islands, Timor Leste, Tonga, Tuvalu, Vanuatu, Wallis & Futuna and the People’s Republic of China. In addition to government members, the Pacific Tourism Organisation also has a private sector membership base

The Finance and Procurement officer is responsible for the preparation and provision of relevant finance, procurement and administration related matters particularly for the NZMFAT Phase project and including other donor-funded projects. The role reports to the Manager Finance and Operations.

Outcomes

Organisational Stakeholders
1. Provision of efficient procurement services and planning
Effective preparation of SPTO's Annual Procurement Plan                         Including but not limited to the procurement process, roles and responsibilities, procurement needs and requirements, project timelines, change approval processes, vendor management, legal, payment methods, risk management processes, constraints and limitations. Work with the Finance and Operations team ensures that all procurement activities are well supported and maintain a high level of compliance.                   Raising purchase orders (PO) and ensuring PO’s are raised for all Credit Purchases. Relevant registers as specified in the procurement policy of SPTO – derogation or waiver of procurement procedure register, incidence register, suppliers lists, and the Tender Register maintained, complete and up to date. Effective vendor/supplier management                          Research and evaluation of prospective suppliers Supplier information is up to date - qualifications, delivery times, product/services range, etc. Good supplier relations are maintained Contracts effectively negotiated Preferred Supplier lists for recurring items developed and maintained Ensure advertisements are published on websites/social media/online portal/newspaper in a timely manner. E-filing structure developed, and all documents systematically filed and easily accessible for reviews, monitoring and audit purposes
2. Effective execution of financial functions
Prepare year-end audit files for the auditors and assist the Manager Finance and Operations in coordinating the financial audits in line with SPTO requirements. Budgets, cost analysis and financial reporting are in compliance with SPTO procurement policies and procedures  Expenses for new projects are accurately forecast, based on current market trends and research Preparation of accounts for donor projects ensured as required by project agreement. Financial reporting, operations and compliance systems are SPTO and donor compliant Payments are processed accurately and efficiently                                     Exchange rates, booking rates sourced  TT forms, cheques and vouchers organised for payment approval Travel per diems or DSA prepared and paid on a timely manner Acquittals of advance are compiled accurately.  Ensure project staff salaries are prepared accurately and on a timely manner. Accurate entries into MYOB ensured                              Project transactions are posted correctly Payment vouchers Payment entries Invoicing & Receipt entries
3. Administrative support and operationally compliant services provided to SPTO
Client correspondence (internal and external) managed in a timely fashion Operational systems and procedures are compliant, including but not limited to reporting of non-compliance and breaches Statutory and regulatory compliances ensured – locally and internationally All project MOU/LOA/Agreements and project related documents are filed efficiently for ease of retrieval All project vouchers, receipts, invoices etc. are filed correctly.
4. Well-informed management and stakeholders
All stakeholders are aware of the requirements of procedures, policies and requirement processes through effective comunications Donor queries are addressed in a timely and professional manner Financial reports meet the needs of the SPTO                Aged debtors and cash-flow; Monthly net position; Quarterly full financial report Financial analysis reports for the purpose of reporting against organisational measures are timely and complete: Accuracy and integrity of reports are maintained Reports are timely and presented for accessibility, clarity and relevance Management is always informed in a timely manner where un-resolved issues in financial management and/or governance may impact on SPTO's efficiency or service to clients
5. Teamwork and cooperation
Cooperation within the team and greater function / department Collaboratively work to achieve the set targets and goals
6. Organisation's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values

Responsibilities - Critical Competencies

Competence	Description
Business
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Customer
Commercial Focus	Optimize the commercial viability of the organisation.
People
Negotiation	Reach agreement through discussion and compromise.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Financial Application	Apply financial principles and practices.
Operational
Stock Control	Acquire and monitor stock to meet business needs

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Accounting and Finance

Work Knowledge and Experience

1. At least 1 year of financial experience with donor funded projects is desirable
2. Excellent understanding of financial policies and procedures, including for procurement
3. Good working knowledge of MYOB is required
4. Ability to work with and as part of an interdisciplinary and culturally diverse team
5. Strong numeric skills, advanced excel, spreadsheet skills and effectively used of accounting software for generating of financial reports.
6. Proven experience with procurement

Requirements

Language Proficiency
Excellent command of both written and spoken English
Regulatory Compliance Requirements
Police Clearance

Interactions

Interaction	Comments
Internal
All staff
Manager Finance and Corporate Services
External
Donors
Vendors and Suppliers
Stakeholders
Regulators

Attributes

Attribute	Definition
Behavioural Styles
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Punctuality	Completes a required task or fulfills an obligation before or at a previously designated time
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Perceptive	Shows keen insight and understanding of issues or situations.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Thinking Styles
Challenger	Queries, tests information/beliefs and provokes thought.
Numerate	Shows abilities in quantitative thought and expression.
Well organised	Controls tasks in a well thought out and critical manner.
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.