Finance Officer

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Job Description

The Oceania National Olympic Committees (ONOC) is one of five Continental Olympic bodies that look after the interests of 17 member nations from the Pacific Region including Australia and New Zealand.

The role will be responsible for all day-to-day financial matters of ONOC. S/He provides accurate, timely and relevant financial information to management as and when required. The role reports to the Head of Administration and Human Resources

Outcomes

Organisational Stakeholders
1. Facilitation and Delivery of Finance Functions
Payment Orders are raised for all procurement activities where necessary Payments are reconciled every week before final payments Postings to be done for all accounts:                        Fiji Dollar Aus Dollar and US Dollar accounts Bank reconciliation completed 5th workday month following for ONOC                   No outstanding items in bank reconciliation No double payments made Reconciliation of Balance Sheet accounts by 5th workday for ONOC  All relevant spreadsheets for monthly/quarterly accounts compilation are completed each month, for e.g. exchange rates, fixed assets, etc ORADO support provided                             Bank statements and online payments facilitated Administration grant vs. expenses are reviewed and are properly accounted for each month Invoices accurately raised before month end Liaison with program managers on acquittals for ONOC and other programs under ONOC jurisdiction are accurate & timely Champion the setup of accounting software and the processing, accounting of any specific donor acquittal requirements whilst liaising with budget owner Implement a reporting mechanism for cash management Number of account overdrafts on any account addressed appropriately Budget owners assisted with in budget formulation where applicable Obtain budgets from Head of Administration and Human Resources, program managers and load into appropriate system Tasks are completed in a timely manner and to the satisfaction of the Executive Director and/or Administration Services Officer Petty cash use is accounted for correctly and reimbursements are done in a timely manner. ONOC Fixed assets are registered and well looked after
2. Accurate and timely recording of ONOC financial activities
Receipt of monies into ONOC/ORADO is properly accounted for in accordance with budgets etc.                 Proper invoicing, receipts and other forms of payments stored efficiently for ease of retrieval Posting of OS receipts continuously reviewed to ensure accuracy and any or all changes that may arise during the year are reflected accordingly All supporting financial documents and proper authorisation is checked Keying of ONOC financial transactions is accurately reflected in MYOB and as close to real time as possible. Records are properly archived back 7 years Financial information via all platforms are properly backed up on external drive and stored off site – backup undertaken weekly and log be kept by office manager Computer backups done once a week and stored on external drive and stored offsite Champion implementation of cloud-based filing of payments to programs to facilitate program audits etc.
3. Payroll Support services delivered
Reconciling of payroll ensured Payroll files are maintained and updated when necessary Support provided when needed including but not limited to:                        Timely processing of pays Pay authorisations reflect hours/ days worked by staff                                                    Deviations to normal pay are itemized on authorisation form Leave forms are properly lodged before pay authorisations are submitted Annual leave summaries are accurate on which accruals are raised quarterly Reasonableness check performed on pay run reports Lodgement form completed and relevant signatures obtained
4. Statutory and operationally compliant organisation
All ledgers are up to date and accurate All reconciliations completed and accurate Audit confirmations with banks, debtors, etc. are effectively facilitated Regular liaison with Head of Finance on progress of financial activities ensured Point of contact when audit is underway Preferred suppliers to ONOC fit best practice criteria Appropriate controls in place for key finance processes e.g. purchase orders, payments, receipt of monies, disbursement of per diems etc. No cash cheques unless specifically authorized                   Report on number of cash cheques each month Proper accounting of liabilities each month via open Purchase Orders and accruals Fraudulent activities as a result of deficiency in controls
5. Well-informed Stakeholders and Board
Accurate, timely and relevant quarterly reports on actuals vs. budgets are sent to Management and other budget holders (Commission Chairs, etc.) Budget and acquittals from NOCs on Continental Funds reviewed and recommendations provided to management                     Report Review Matrix, Budget Review Matrix and Funds Transfer Matrix is filled in correctly and in a timely manner Continental Funds records NOC-wise are updated in a timely manner
6. Administrative and General duties carried out
Queries to be replied to or its progress replied to within 2 working days of request Schedule and conduct regular training, for e.g. in procurement controls and processes, chart of accounts, budget formulation etc. Back up for Finance Officer – NOC Support Incoming calls are answered promptly and in a friendly manner Receive all visitors and answer any general enquiries and direct enquiries to appropriate personnel (when front office staff are on leave, or out of the office or occupied) Tasks are completed promptly and to the satisfaction of the Secretary General, Executive Director and/or Head of Administration and Human Resources
7. Teamwork and cooperation
Cooperation within the team and greater function / department Cooperation across functions / departments Work collaboratively to achieve the set targets and goals
8. 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.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Commercial Focus	Optimize the commercial viability of the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Quality Focus	Deliver quality.
People
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
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.
Global Environment	Respond to globally driven changes in the organisation’s environment.
Technology Application	Apply technology.

Qualifications

Qualification	Discipline	Notes
Preferred
Diploma	Accounting and Finance, Business and Management
Desirable
Degree	Accounting and Finance, Business and Management

Work Knowledge and Experience

1. Minimum of 5 years relevant work experience. National or regional experience is an advantage
2. Proficiency with accounting software, MYOB required. Knowledge of other accounting software is desirable
3. Good working knowledge of Microsoft Office applications, in particular Excel, Word, Outlook and PowerPoint
4. Ability to meet deadlines and work under pressure and with minimal supervision
5. Ability to continuously improve processes/systems to ensure maximum efficiency is achieved
6. Excellent customer service attitude and etiquette

Requirements

Language Proficiency
Excellent command of spoken and written English
Professional Associations
Chartered Professional Accountant (CPA)
Fiji Institute of Accountants

Interactions

Interaction	Comments
Internal
All Staff
ONOC Executive
Secretary General
Finance Officer - NOC
Head of Administration and Human Resources
Head of Finance
External
National Olympic Committees
International and Regional Sports Federations
IOC, ANOC and other international sports organsiations
Vendors/Suppliers
Statutory Authorities
Public
Relevant Stakeholders

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
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.
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.
Self-sufficient and assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Decisive	Reaches conclusions, promptly and firmly.
Initiative	Takes action and makes decisions without the help or advice of other people.
Numerate	Shows abilities in quantitative thought and expression.