JOB DESCRIPTION

Job Title: FinanceManager
Reports to : PNG Country Director
Location: Goroka,Papua New Guinea
Contract: 3 years fixed term (extendable)
Date: July 2012

Background

Oxfam is confederation of 14 affiliates that operate in 90 countries worldwide. Oxfam takes a rights based approach to development and working through local partners, we engage in development, humanitarian and advocacy activities with the aim of improving the lives of the most marginalised and vulnerable in our communities.

Oxfam New Zealand (ONZ) established a programme in Papua New Guinea in 2005 whileOxfam Australia (OAU) has been engaged in PNG since the 1990s and has had an operational presence since 2008. Both affiliates operate under the auspices of Oxfam International (OI) PNG and jointly support a PNG country officebased in Port Moresby. In addition, there are OI PNG offices in Port Moresby, Arawa, Wewak and Goroka, plus two satellite offices in Kundiawa and Tari which support, advise and fund partners and communities involved in peace building, livelihoods, HIV/AIDS education and water & sanitation, health education (WASH) activities.

.

Recent changes in the confederation’s architecture has resulted in a move towards a single management structure (SMS) in each country where Oxfam operates, the aim being to enhance programme impact through more efficient and effective ways of working. Oxfam New Zealand will become the ‘Managing Affiliate’ for Oxfam in PNG from 2013 while Oxfam Australia will be an Implementing Affiliate, at least until 2015.

The Finance Manager is a newly created role which will be based in Goroka

Job Purpose

Be responsible for providing financial oversightand financial services to the Country Office Goroka and Arawa Programme Offices, in accordance with Oxfam New Zealandand OI policies and standards. This includesleading on internal and external reporting requirements and ensuring external donor reporting requirements are met andoverseeing/coordinating the work of the Finance and administrationteams in the Highlands and Bougainville as necessary.

The Finance Manager will also play a role in supporting the capacity development of Oxfam’s partners and finance staff and for the day to day management of the Goroka programme finance and admin team.

Key Responsibilities

  1. As a senior manager, participate in PNG Country Leadership team (CLT) discussions and meetings as directed by PNG Country Director and provide strategic leadership and advice in the area of Finance and Administration.
  2. Ensure the effective coordination and task management of ONZ and OAU finance staff to ensure joint Country Office requirements are met, including the timely consolidation and submission of IRC returns, NPF returns, compilation of consolidated annual Tax returns, and planning and management of external audit processes.
  3. With the Operations Manager, provide support to the PNG Country Director andchange management leads from ONZ and OAUS as appropriate, in implementing the agreed operating model for PNG and any related SMS requirements.
  4. Ensure the appropriate integration, implementation and compliance with Oxfam financial policies & procedures, and relevant codes of good practice, across the PNG programme.
  5. Mitigate against risks that involve finance, taxes or budgets that will impact the organization, escalating high/complex risks as appropriate. Support the development of appropriate controls and related requirements/ documentation across the Oxfam offices to minimize financial risks.

Policy and systems development

  1. Periodically review, and update as necessary,Oxfam’s finance policies, systems and procedures for PNG, and ensure these meet OI standards, are adequately documented and institutionalized.
  2. Coordinate input and represent the Bougainville and Highlands finance teams inmanagement team discussions regarding consolidated reporting and planning for changes to Oxfam’s financial systems.

Financial management and reporting

  1. Coordinate and lead the preparation of the annual and reforecast budgets for the Highlands and Bougainville programmes, in collaboration with relevant programme management and finance staff.
  2. Facilitate internal and external audits and the implementation of audit recommendations.
  3. Provide ongoing technical support to thefinance and administration teams in Goroka and Arawa,including support with month end finance and reporting processes
  4. Ensure the completion of monthly financial returns to Auckland, the CLT and budget holders and act as the main point of contact for financial transaction recording and acquittals reporting to the Auckland office.
  5. .Monitor the day-to-day finance transactions for the Highlands programme, ensuring the maintenance of appropriate accounting records and documentation.
  6. EnsureGoroka and Arawa Office finance staff provide appropriate support to budget holders for the effective ongoing management of their budgets.
  7. Monitor cash holdings in the Highlands and Bougainville, ensuring adequate resourcesare available to support programme implementation.
  8. Ensure salary and benefits paid to Goroka and Arawa Office staff are correct and in accordance with PNG law and Oxfam’s HR and Finance policies.

External donor grant management

  1. Assist programmemanagement and staff inpreparing budgets for new programme proposals.
  2. Work with programme managementand relevant finance staff to prepare financial reports for donors in accordance with contract deadlines

Partner organizations

  1. Assess the financial capacity of Oxfam’s partner organizations in the Highlands and Bougainvillewith the relevant finance and programme team members, and provide financial management capacity building and support as appropriate, including assistance with policy development and documenting of financial processes.
  2. Ensure understanding and monitor compliance by partner organisations with Oxfam’s finance procedures and reporting requirements.

21. Where significant issues with partner management emerge or issues are identified requiring higher level finance oversight/ checking, liaise with the PNG Country Director, relevant programme managers and Auckland office staff regarding follow up action and lead in coordinating/ implementing these.

Team management

22. Participate in the recruitment and induction of new members to the Goroka finance and administration (F&A) team.

23. Provide leadership, management and supportto Goroka F&A team members, which includes providing regular supervision, identifying learning and development opportunities, performance management and conducting annual performance reviews.

General

24. Undertake any other tasks or project delegated by the PNG Country Director, which are in keeping with the scope of the role.

Competencies

Qualifications, knowledge and experience

  • A relevant tertiary level qualification and/or equivalent experience
  • At least 5 years general accounting and financial management experience
  • Good understanding of accounting and financial standards in Papua New Guinea
  • Familiarity with and experience of using computerised accounting packages e.g. MYOB
  • Good knowledge and experience of Microsoft Office applications especially Microsoft Excel
  • Experience of developing finance and administration policies and procedures
  • Good understanding of PNG Payroll legislation
  • Experience in the training and mentoring of finance staff

Professional skills

  • Excellent organisational, interpersonal and communication skills
  • Experience in the training and mentoring of finance staff
  • Demonstrated ability to coach and mentorothers
  • Ability to contribute to the strategic and operational thinking and planning at senior management level
  • Ability to speak and write fluently in English
  • Report writing skills
  • Strong numeracy skills

Personal attributes

  • Excellent organisational skills and ability to work under pressure/ to deadline
  • Confidence and maturity
  • Excellent interpersonal and communication skills
  • Tolerance and respect for other views and perspectives
  • Ability to work effectively cross culturally
  • Willingness to learn about and apply international donor requirements in respect of grant management and financial reporting
  • Flexible and adaptable
  • Strong team player
  • Commitment to Oxfam’s values

Travel

This position is based in Goroka and may involve some provincial and international travel.