POSITION DESCRIPTION
POSITION / Program Officer - Finance Administration / LOCATION / Alexandria, NSWSALARY SCALE
AWARD / ACBC Grade 4
SCHADS / REPORTS TO / Manager Programs Effectiveness, Accountability and Learning (PEAL)
FULL/PART TIME / Full Time – up to
6 months parental leave contract / HOURS PER WEEK / 37.5
AUTHORISED BY / Head of Human Resources / DATE ISSUED / (originally issued in May 2011)
Organisational Environment
Caritas Australia is the Catholic agency for international humanitarian relief and development in Australia. Through effective relationships with the Church, partners and communities in Africa, Asia, Latin America, the Pacific and Australia, Caritas Australia helps to end poverty, promote justice and uphold dignity. Our programs promote the good of every person and of the whole person, regardless of people’s religious, political or cultural beliefs. We envisage a world in which children, women and men most vulnerable to extreme poverty and injustice are agents of their own change and architects of their own development.
Position Impact
The position forms part of the Programs Effectiveness, Accountability and Learning Group (PEAL) and is expected to contribute to enhanced financial accountability and efficient management of International Programs (IP) Team’s finances, by providing coaching and financial administration support to the team in the areas of budgeting, finance management & tracking and reporting.
In addition, this position will work closely with the Manager PEAL and to some extent the Finance team, in streamlining financial management systems and processes and in ensuring they are effectively implemented across the IP team.
Primary Objectives /Job Environment
1. In collaboration with PEAL Manager and Finance team, ensure efficient implementation of Caritas Australia’s financial management systems and internal controls across the International Programs team.
2. Provide financial administration support to IP team in the areas of budgeting, financial management and tracking, as well as, reporting.
3. Support regional teams in their efforts to improve partners’ financial accountability and reduce financial risk associated with programs and partnerships.
Major Accountabilities
The Program Officer – Finance Administration is a support role that forms part of the PEAL Group. This position will carry out its responsibility in collaboration with Manager PEAL and to some extent, the Finance team, to promote efficient use of CA’s financial resources and improve the team’s accountability through the implementation of financial administrative systems and processes designed to support the delivery of specific programs in accordance with the Mission, strategic plan and policies and procedures of Caritas Australia.
1. Financial Management Cycle Support
· Provide hands on support to the IP team, in the areas of budgeting, reforecast, financial tracking and reporting and the accurate and timely administration of program payments
· Play a key role in maintaining integrity of IP’s financial information entered in CA’s financial system, as well as, accuracy of reports to internal and external stakeholders. Accordingly, this requires attention to details and the capacity to provide coaching/training and finance administration support to the team in key areas of financial management, including CA’s financial systems and processes.
· Support IP’s internal quarterly financial performance report, analyse data and identify drivers of significant variances, emerging trends & liaise with regional groups where necessary to clarify issues.
· Provide support in tracking, analysis and reporting of specific programs financial information, in particular, those funded by Department of Foreign Affairs and Trade (DFAT) or other back donors.
· Provide the team (or regional teams) support in preparing acquittal/report to internal and external funding entities.
· Regularly monitor the financial information entered in Sun Systems in relation to projects/programs and ensure they are accurately coded
2. Internal Risk Management
· Ensure transfer of funds is in accordance with Caritas Australia risk management and accountability requirements.
· Assist in on-going development and implementation of program-wide financial management systems & controls.
· Support the development and administration of the financial systems relating to government and back-donor funding.
· Carry out internal audit of programs/projects files (with particular focus on financial information) to ensure accountability and compliance.
· Track partner’s acquittals across the team and work closely with relevant staff to ensure all acquittals due are received on time.
3. Quality Administration
· Maintain electronic and hard files of relevant Programs financial information. This includes keeping a central file of Contracts, Funding Orders, MOUs and Agreements and other important documents relating to Programs finances.
· Provide administrative support for Programs meetings where necessary.
· Work with Finance Team to ensure accuracy of IP team financial reports to donors and the general public, e.g. annual report, Australian Council for International Development (ACFID) Survey, etc.
4. Team responsibility
· Participate in team planning processes team-wide activities by contributing to the development of internal policies and systems
· Participate in Caritas Australia working groups, where appropriate
Key Working Communications
· Overall management responsibility for the Program Officer - Finance Administration will be with the Manager PEAL
· The Program Officer - Finance Administration will actively participate in Group meetings
· The Program Officer - Finance Administration will be responsible for engaging in effective relationships with team members and the Finance team
Decision Making/Reasoning
Key decisions by the Program Officer – Finance Administration will be made in consultation and agreement with the Manager of PEAL.
Decision making is in accordance with parameters set out in:-
· Caritas Australia’s Development and Humanitarian Policy
· Caritas Finance Policies and Finance Procedure Manual
· Programs Operations Manual
· Caritas Australia Strategic Directions 2013 – 2018,
· Caritas Australia’s Agency Operational Plan (AOP),
· Principles of Catholic Social Teachings,
· Relevant ACBC and Agency policies, guidelines and codes of practice applicable to the sector e.g. Caritas Internationalis Management Standards (CIMS), ACFID Code of Conduct, etc.
Knowledge, Skills and Experience (selection criteria)
The successful candidate will demonstrate and provide examples from their professional experience of the following essential skills;
Ø Essential
· As a minimum, completed Certificate IV in Financial Services or Diploma of Accounting.
· Demonstrated experience in financial management including budgeting, internal auditing, financial tracking and reporting, preferably in the international development arena.
· Experience in using financial management systems, including use of financial software, budget/expenditure tracking systems, generating financial reports, etc.
· Demonstrated experience in providing support to staff particularly in the use of financial software, budgeting and review processes, financial management and reporting.
· Advanced competence in the Microsoft Office suite with a focus on high level Excel and PowerPoint skills.
· Proven financial administrative experience and attention to detail.
· Excellent communication (both written and oral) and interpersonal skills including high level numerical analytical skills.
· Demonstrated ability to work in a team environment, including the ability to work with organisational staff and external stakeholders (e.g. international partners).
· An understanding of and willingness to work within the Catholic ethos.
Ø Desirable
· Familiarity with the Not-For-Profit and the Catholic sector
· Familiarity with the Australian Council for International Development (ACFID) Code of Conduct.
· Demonstrated experience working in a cross-cultural and non-English-speaking environment
Risk and Work Health and Safety
The incumbent must:
· Observe safe work practices in accordance with training and instruction given and report any risk to your immediate supervisor. Risks arising in the workplace may be financial, site, task or person specific or related to safety.
· Comply with ACBC corporate work health and safety practices.
· Identify, report and where appropriate, action risks/hazards in order to eliminate or mitigate against the risk recurring.
· Participate in the consultative processes provided by the organisation.
Additional Information
· The successful candidate must have and maintain the right to work in Australia
· Ongoing appointment to this position is dependent upon successful completion of a relevant criminal history record check.
· Adherence to Caritas Australia guidelines, policies and procedures is required.
· Awareness of EEO and equity issues in international development as well as Caritas Australia.
· Commitment to participate in initiatives that foster workplace relations (e.g. Performance and Development Reviews, KPIs, staff meetings).
Focus Competencies
Resilience and Drive
Resilience: Stay calm and act constructively in highly pressured and unpredictable environments. Recognises own and others reactions to events and ensure practical strategies are adopted to support others through challenges
Creativity and Learning
Creativity: Sees old problems in new ways; comes up with new ideas or creative ways of doing something; creates or improves products process or services
Judgement
Problem solving: Utilises analytical thinking to resolve problems and engages in the resolution of issues with colleagues for the common good in a friendly and professional manner
Communication
Listen and Understand: Seeks out and actively listens to different perspective of others to build more complex and balanced understanding; asks open questions to ensure deeper insights are possible; works proactively in responding to the needs of others
Nonverbal: Monitors own and others’ nonverbal cues and acts to influence interaction as appropriate
Collaborative Relationships
Working Relationships: Develops and maintains smooth cooperative working relationships with peers, subordinates and superiors and shows awareness of and consideration for the opinions and feelings of others
Accountability
Deliver results: Takes responsibility for delivering intended outcomes in a timely manner and anticipates and assesses the impact of change on team goals, objectives and outcomes
Position Description Reviewed and Approved
(Print Name) / Maria Prescilla / Date:
Signature:
Head of Human Resources: / John Alexander / Date:
Signature:
Acknowledgement and Acceptance
I, the undersigned, as the incumbent of this position, confirm I have read the Position Description understand its content and agree to be employed in accordance with the requirements as detailed in this position description.
I acknowledge the Position Description provides a general overview of the key responsibilities of this position and that I may be required to perform other duties within the scope of my ability that are necessary to fulfill the objectives of the role.
Occupant:(Print name) / Date:
Signature / Date:
Revision History: Issued in May 2011, first revision in January 2013 and then recently in July 2016 and November 2016 prior to recruitment activities.
Reviewed: Nov 2016 Page: 3 of 6