POSITION DESCRIPTION OF THE POSITION

Transcription

1 POSITION DESCRIPTION OF THE POSITION Agency Finance and Administration Manager, Papua New Guinea Caritas Australia Position Type Full time, 37.5 hrs per week Team Pacific Position Status Maximum Contract Group Location Salary Scale: PNG Papua New Guinea Port Moresby, PNG Issued Date: May 2013 Revised Date March 2018 Authorised by Level 8 Position No. TBC Senior Manager, People and Culture PURPOSE OF THE POSITION The position will support the Country Representative in effectively managing and running the overall operations budget in Papua New Guinea (PNG) by providing sound financial support and analysis in a timely and efficient manner to enable informed decision making and effective use of resources in the services of the poor and marginalised. The position is responsible for reviewing and overseeing an operational budget of K4 million per financial year. The position will have a reporting line to the Chief Finance and Operations Officer in the National Office Sydney. The position will also work in close consultation with key stakeholders in National office Sydney, including finance and programs teams to ensure the transparency, accountability and consistency of financial and program management of Caritas Australia in PNG. The position also contributes to the achievement of Caritas Australia s Strategic Directions. The position is responsible for the supervision of: The Finance Officer/Administration Officer in Port Moresby. The Support Officer in Bougainville (functional supervision by this position / direct management by Bougainville Program Manager). ORGANISATIONAL ENVIRONMENT Caritas Australia (CA) is the Catholic agency for international humanitarian relief and development in Australia. Through effective relationships with the Church, partners and communities in Africa, Asia, 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 peoples, 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.

2 Caritas Australia is an agency established under the Australian Catholic Bishops Conference. Our National Office is based in Sydney and we have offices in several capital cities throughout Australia. Almost half of our staff are based overseas. In the Pacific, Caritas Australia currently supports programs in 6 Countries including Papua New Guinea (PNG), Solomon Islands, Vanuatu, Fiji, Samoa, and Kiribati. CA has local offices in Bougainville, Port Moresby and Honiara. The work of Caritas Australia is guided by its Strategic Directions which focuses on targeting our programs to reach the most marginalised across the globe. To support the implementation of the Strategic Plan, CA developed an Integral Human Development (IHD) Effectiveness Framework to ensure our programs maximise the impact of our resources and deliver effective and lasting outcomes to improve poor people s lives. In line with Caritas Australia s Strategic Directions, the Pacific Group has developed an operational plan which focuses on reaching the most marginalized in the region. The Pacific plan identified Ending Violence against Women and Children (EVAWC), Disaster Risk Reduction (DRR), Water Sanitation and Hygiene (WASH) and Sustainable Livelihoods as the four priorities in the Pacific. In addition to targeting our program investments in these core priority areas the Pacific Group has also focused on integrating the IHD framework across Pacific programs to better articulate program impact in these core areas and determine our program investments. Caritas Australia has supported the delivery of programs through local partnerships in Papua New Guinea (PNG) for over 40 years and our current programmatic focus areas include Protection, Disaster Risk Reduction and Sustainable Livelihoods. The day to day of operations of this position reports to the Country Representative. In terms of impact, the position has responsibility for the financial management of the program, including procurement, invoicing, budget control, monitoring and analysis. For more information about Caritas Australia go to KEY ACCOUNTABILITIES In close coordination with CA s Country Representative in PNG this position will: 1. Financial Management: Manage the financial function of Caritas Australia in PNG according to Caritas Australia policies and procedures to ensure and review financial systems and processes to support and strengthen the operational environment. 2. Budget Planning and Management: Working closely with the National Office Sydney to oversee the annual budgeting and forecasting process including administrative, budgetary and analysis to support the Timor Leste Executive Committee in their planning and effective management of programs. 3. Strengthening Financial Management Capacity: Providing guidance, training and support to direct reports, staff and partners to enhance local financial awareness and capacity, and adherence to operational and financial policies and procedure. 4. Reporting and Analysis: Providing monthly financial reporting and analysis to the Country Rep and National Office Finance Sydney; including the monthly program expenditure acquittals, cash advance and balance sheet reconciliation. 5. Strengthening of Relationships: Develop, support and maintain strong relationships 2

3 with Finance National Office, external auditors, financial institutions and other external bodies as required. 6. Administration and Human Resources: Manage staff payroll. Support implementation of Caritas Australia s human resources policies and procedures. 7. Risk Management: Maintaining and undertaking the risk register in PNG and providing updates to the Chief Finance and Operations Officer on all existing and new risks as it emerges. Reporting all non-compliance to policies to Country Rep and CFO in National Office Sydney. KEY CHALLENGES 1. Contribute to continuous improvement of finance policies that balance complex and multi-faceted issues with sensitivity to relationships with stakeholders and partners. 2. Delivering training and coaching to non-finance staff in a manner to increase awareness and build capacity 3. Maintaining a high degree of accuracy and high quality service whilst also respecting confidentiality and privacy considerations. 4. Establishing relationship with staff and partners whilst promoting strong financial practice and governance culture Decision Making Decisions which are made by the Position Holder include: Determining day to day work priorities. Deciding the content of reports, submissions, policies, correspondence and briefs with limited direction from the supervisor. Deciding the content of advice and information provided to internal and external stakeholders. Taking ownership for work, being flexible and adaptable, and making suggestions for new policies or processes to improve business performance or address advertising issues. Decisions referred to, or made in collaboration with, a Supervisor may include: Any decision that will substantially alter the outcomes or timeframe of a project. Major policy issues or conflicts arising in the course of project and other duties. Matters requiring a higher delegated authority such as approval for expenditure and/or travel. Risk and Work Health and Safety The Position Holder must: Observe safe work practices in accordance with training and instruction provided and report any risk to her/his immediate supervisor. Risks arising in the workplace may relate to financial, site, task or safety issues and practices. Promote and implement work health and safety and risk mitigation processes in conjunction with her/his supervisor including identifying and reporting any hazards or safety issues within the workplace 3

4 Comply with ACBC and Caritas Australia work health and safety practices and procedures 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. KEY RELATIONSHIPS Internal Relationships WHO Chief Finance and Operations Officer (CFO) Country Representative National Office Sydney Finance Team PNG program staff WHY Provide reports, transparency of all financial work process and direction of finance in PNG and as requested by CFO. To escalate issues as required, keep informed on work in progress, receive advice, direction and feedback Provide reports, transparency of all financial work process and direction of finance in PNG Liaise with regarding continuous improvement of finance process and of practices. External Relationships WHO INGO Auditors Suppliers Banks/financial institutions WHY Best practice of sector, capacity strengthening, Engage Auditors for financial audits of office and partners To conduct pricing check and verifying information on the invoices when required Provide advice and guidance on a range of financial services and negotiate deals POSITION DIMENSIONS Reporting arrangements Reports to Country Representative Levels to Chief Executive officer 2 Position Dimensions Staffing: 2 direct reports 0 indirect reports SELECTION CRITERIA 1. Degree and/or substantial experience in Accounting/ Financial management, at least three (3) years of proven work experience in Financial management 2. Proven experience in financial reporting, strong analytical skills and excellent Microsoft Office skills with strong knowledge of Excel and Word and proficiency in accounting packages such as MYOB. 3. Experience of managing/supervising staff and proven experience managing staff payroll and associated functions. 4

5 4. Experience supporting HR, administrative functions and financial risk management in an office environment to ensure risk mitigation and compliance. 5. Experience in supporting initiatives that promote learning, capacity building and organisational change 6. Understanding of strategies for working with the poorest, marginalised and most vulnerable and an understanding of and willingness to work within the Catholic ethos 7. Good oral and written communication skills in English and Tok Pisin. 8. Capacity to travel to the field at least 25% of the time Additional Information The successful candidate must show an understanding of Child Protection Ongoing appointment to this position is dependent upon successful completion of a relevant criminal 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). ACKNOWLEDGEMENT AND ACCEPTANCE I confirm that I have read this Position Description, understand its content and agree to work in accordance with the requirements of the position. I also understand that this document is intended to provide an outline of the key responsibilities of the position and that aspects of the document may change over time. Occupant: Print Name: Signature: Date: Supervisor: Print Name: Signature: Date: 5