POSITION DESCRIPTION
Position Title / Team Administrator (Finance).
Location / NewZealand High Commission, Apia, Samoa.
Responsible to / Administration Manager.
Term of Position / Permanent, full-time position .
Last Review Date / September 2017.
Organisation Profile / The New Zealand High Commission, Apia is part of a network of 50 overseas Posts run by the Ministry of Foreign Affairs and Trade (MFAT), Wellington.
The Post representsthe New Zealand Government to the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services.This is done by building and maintaining strong connections with Samoa that enables the New Zealand Government to achieve more than it could remotely from New Zealand. The Post is also accredited to American Samoa.
The Post takes a distinctively New Zealand approach, reflecting New Zealand’s diversity and heritage.The organisation’s values are professionalism, leadership, respect, collaboration and innovation.
About the Position / The Team Administrator (Finance) isresponsible for the daily operation of financial information management systems and processes to ensure the efficient and smooth running of the office.
The position supports the Administration Manager with all financial transactions, including (but not limited to) budget preparation, monitoring of revenue & expenditure, and analysis and reporting on the office’s finances.
The position may also be required to undertake or provide back-up in a range of other activities in support of the operational objectives of the High Commission.
This position reports to the Administration Manager will be allocate responsibilities to ensure the effective use of the overall team resources and skills.
Relationships / The position is required to develop and maintain effective, collaborative relationships with the following:
Internal
  • High Commissioner
  • Administration Manager
  • Other staff & managers at Post
  • Business Operational Manager, Wellington
  • Group Business Accountant, Wellington
  • Other Wellington staff such as Finance & IT support teamsFMIS[DN1]
  • Residents, tenants and domestic staff
External
  • Other NZ Inc. Agencies
  • Banking provider
  • Local government Ministries
  • Local utility and service providers
  • Local contracts (eg stationery supplies, function supplies)
  • Contractors and suppliers
  • NZHC Customers

Key Accountabilities / The position has the following key accountabilities:
All of the following functions will be undertaken in compliance with current Ministry MFAT policies and procedures:
Budget Management
  • Compile and complete preliminary drafts of the annual post budget and budget update, review of allocations, out-turn and end of financial year returns.
  • Assist the Administration Manager with budget allocations, cash flow predictions,monitoring of budget and expenditure
  • Prepare monthly analytical reports to the Administration Manager and the High Commissioner on current expenditure levels and details of the official representation fund, travel and other budgets..
Financial Processes
  • Undertake day-to-day accounting functions using financial management information systems (FMIS) to ensure efficient & accurate processing of the following;
  • all account payments including invoices, staff salaries and allowances, statutory payments, travel claims and reimbursements
  • all FMIS payment journals
  • all accounts receivables including passports & citizenship receipts, tenants rent, staff and agency cost recoveries etc.
  • oversee the disbursement, reconciliation and replenishment of petty cash
  • oversee collection of revenue, complete weekly banking including bank account reconciliations, monitor NZHC bank accounts
  • fortnightly reconciliation of staff claims and recoveries submitted via the ‘GorillaExpense’ system
  • Fortnightly payroll processing including filing of statutory returns, monitoring and reconciling staff entitlements
  • Ensure all expenditure and revenue tasksand processes are carried out in accordance with the Ministry’s standards and policies, and within delegations.
  • Maintain up-to-date records of financial authorties, commitments, internal controls, staff leave and entitlements.
  • Undertake month-end financial processes includinganalysis of expenditure and revenue reports, staff and agency debtor reports, representational and travel reports, check for miscodings and process correction journals.
Administration
  • Ensure financial documentation is electronically filed on the Global Document Management [DN2](GDM) system and hard-copies filed neatly and are always in order
  • Ensure all financial documentation, receipt books, unused cheques and petty cash are kept in a secure cupboard and in the finance safe.
  • Periodically review systems and processes to maintain efficiencies.
  • Assist the Administration Manager with completing returns (including ECA Cost of Living surveys or OIA requests).
Security
  • Be familiar with the Post Security Instructions and adhere to these at all times.

Organisational Responsibilities
  • Ensure all Ministry policies and procedures are followed and adhered to.
  • Be aware of and adhere to organisationalHealth and Safety policies and procedures.
  • Contribute to Post-wide projects and emergency response situations.

Knowledge Management
  • Contribute to the continuous development of the Post’s knowledge base by using the Post’s internal systems, sharing information and data with relevant internal stakeholders.
  • Ensure a desk-file is maintained and regularly updated.
  • Provide coaching to staff on internal financial procedures and the ‘Gorilla Expense’ system.

Other
  • Undertake driving duties as required.

Qualifications, skills and experience / The ideal job holder would have the following qualifications, skills and experience:
  • A relevant tertiary qualification.
  • Substantial experience in a business administration role with a focus on financial management and reporting.
  • Demonstrated experience of financial functions and processes in an office environment.
  • Proven ability to analyse and interpret financial information and processes with high level of accuracy .
  • Experience in administration of payroll management.
  • Strong understanding of IT systems – both hardware and software especially excel spreadsheets, docudment backup and security.
  • Excellent written and oral communication skills (in both English and Samoan).
  • Attention to detail and accuracy.
  • Well developed planning and organisational skills including the ability to priortise tasks effectively, work under pressure and meet deadlines.
  • Ability to work autonomously and within guidelines, demonstrating the use of sound judgement.
  • Strong customer focus, with the ability to communicate effectively with a diverse range of people and build effective working relationships within a team.
  • Demonstrated commitment to continuous improvement, including adaptability and openness to change.
  • Ability to anticipate issues and problems and think of creative solutions.
  • Displays personal integrity and an honest and ethical approach.
  • Hold a current, clean driver’s licence and be able to drive the office vehicles(as required) safely in local conditions.

Additional comments
/
  • Ability to obtain and maintain appropriate NewZealand security clearances at necessary level for the role is essential.
  • The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be required from time to time.

API Position Description – TA Finance Sept 2017

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[DN1]Don’t abbreviate

[DN2]No abbreviation