Finance and Administration 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 Administration Officer provides support to all divisions to ensure all financial and administrative requirements are addressed, providing financial, administrative and logistical support to the SPTO tea-particularly for the NZMFAT Phase project. S/He will report to the Manager Finance and Operations.

Outcomes

Organisational Stakeholders
1. Effective execution of financial functions
Quality support provided in the development of the Finance and Operations Annual Work Plan in alignment with the Finance Strategy and Procurement Policy Quality support and expert advice offered in the development of the SPTO annual budget and procurement plan. Sound financial management practices implemented, reviewed and sustained in ensuring the SPTO is financially sustainable. Reinforce the execution of the Finance and Operations annual workplan ensuring timeliness of outcomes and harmony with other divisions Promotion of invoicing and receipting processes Accuracy ensured in the entry, update and maintenance of all invoice and receipt records in the accounting system for ease of access and retrieval Assistance provided in the reconciliation of debtor's accounts with accuracy and timeliness ensured Efficiently negotiate telegraphic transfer rates with financial institutions Competent and effective management of payments ensured: Relevant information updated regularly Supplier details (bank details etc) confirmed Accurate entries into MYOB ensured Payments processed accurately and efficiently TT forms, cheques and vouchers organised for payment approval and uploaded to Online Banking Maintenance of an organized filing system for the same Timeliness and accuracy ensured in the extraction of payment confirmation from online banking Preparation of credit card and cash advance acquittals Financial reporting and compliance systems ensured Financial operations, reporting and structure SPTO Banking ensured Travelling per diems managed efficiently Disbursement, Reconciliation of acquittals and Reimbursements  Efficient management and facilitation of Insurance Management - Medical, Term Life, General Insurance Ensure financial reporting, operations and compliance systems are SPTO and donor compliant Advocating to all stakeholders on the requirements of procedures, policies and requirement processes Purchase orders and payments efficiently managed, ensuring timeliness and compliance with SPTO's policy and procedures Procurement function delivered Liaising with vendors/suppliers for quotations and/or requisitions
2. Administrative Duties carried out
Written communciation with staff and clients is complete, clear and accurate Computer services Computer literacy/ and excellent knowledge of Microsoft Office Suite/MYOB Efficient administrative services provided to SPTO visitors Administrative and general clerical support provided to Manager Finance and Operations - including end of financial year year closure processes Computer services Computer literacy/ and excellent knowledge of Microsoft Office Suite/MYOB/ SharePoint) Maintain databases for administrative and record keeping purposes  Office documentation maintained in hard and soft copy (SharePoint), including for compliance, accounts and administrative records including awareness of renewal dates for compliance, insurance and the like Administrative support services efficiently provided in compliance to established  SPTO processes and procedures, relating to scheduling, organising and follow through on logistics for meetings, travel and workshops  Develop and maintain professional working relations with key travel agents to ensure good service delivery Costings provided for service delivery and procurement Management and staff are fully informed in a complete and timely fashion
3. Well-informed Management and Stakeholders
Financial reports that meet the needs of the SPTO  Aged debtors and cash-flow  Monthly net position Quarterly full financial report Financial analysis reports, including for reporting against the organisational provided measures 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
4. Operational compliance
Operational systems and procedures compliant, not limited to reporting of non-compliance and breaches Statutory and regulatory compliances ensured – Locally and internationally FNPF, PAYE, etc. compliances ensured
5. Teamwork and cooperation
Cooperation within the team and greater function / department Cooperation across functions / departments Work collaboratively to achieve the set targets and goals Quality support provided to staff engagement in the SPTO Corporate Sustainability Programme
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
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
Documentation	Communicate using formal business writing.
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
Team Orientation	Work in a team towards a common aim.
Problem Solving	Develop practical solutions to a situation.
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.
Technology Application	Apply technology.
Operational
Stock Control	Acquire and monitor stock to meet business needs

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Finance/Accounting and Management /Human Resource/Industrial Relations, Business Administration

Work Knowledge and Experience

1. Excellent understanding of financial polices and procedures
2. Good working knowledge of MYOB is an essential requirement for this role.
3. Ability to work with and as part of an interdisciplinary and culturally diverse team
4. Proven experience with procurement
5. Strong numerical skills, advanced excel, spreadsheet skills and efficient use of accounting software for generating financial reports
6. At least 2 years of financial experience with donor funded projects is desirable

Requirements

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

Interactions

Interaction	Comments
Internal
Manager Finance and Corporate Services
All staff
Chief Executive Officer
External
Donors
Partners - Joint Ventures
Customers
Board Members
Suppliers
Training Institutions
Financial Institutions
Auditors

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.
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
Self Sufficient and Assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Team Oriented	Enjoys being with others as part of a group or team.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Thinking Styles
Initiative	Takes action and makes decisions without the help or advice of other people.
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Numerate	Shows abilities in quantitative thought and expression.