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JOB DESCRIPTIONJob Reference:
Job Title: Assistant Accountant - Projects
Work Unit: Finance Section
Responsible To: Accountant
Responsible For: Finance Assistant Projects
Job Purpose: Responsible for the financial management & auditing of all Project funds.
Date: 11/02/2011
“All CROP (Council of Regional Organisations in the Pacific) agencies contribute to achieving the vision embodied in the Pacific Plan of a region of peace, stability, economic growth, good governance and sustainable development.
SOPAC Division – Finance Team Structure
The Assistant Accountant – Projects works under the Finance team within the Corporate Services Programme of SPC’s SOPAC division.
The Assistant Accountant – Projects reports to the Accountant who is overall responsible for the provision of financial services to the SOPAC division. This position is responsible for the provision of reliable and accurate financial management & auditing of all Project funds. The Assistant Accountant – Projects interacts with the programme project teams and also with donor agencies.
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Vision:
Organisation Context:
Key Result Areas:
The position of Assistant Accountant - Projects encompasses the following major functions or Key Result Areas (KRAs):
KRA 1: Project AccountingKRA 2: Project Financial ManagementKRA 3: Country Projects ManagementKRA 4: Capacity BuildingKRA 5: Annual Session Paper(s)KRA 6: Miscellaneous Finance Tasks
The requirements in the above Key Result Areas are broadly identified below.
Jobholder is accountable for Jobholder is successful when
KRA 1: Project Accounting
Auditing Facilitate all project audits in line with donor
requirements as per MOU/LOA
Prepare financial reports (audit accounts)
Design Navision templates for audit accounts
Assist and liaise with auditors on queries.
Prepare all necessary reconciliations for audit purpose
Respond to auditor findings.
Donor Reporting Prepare donor reports as required by project
MOU/LOA
Attend to queries raised by donors
Design Navision templates for donor reports
Project Work plan and Budgets Assist project teams in compiling work plans
and budgets
Project Postings Project postings in all financial areas
Audit Queries resolved in a timely manner Unqualified audit reports received from
auditors. Nil Management letter issues Timeliness (report prepared, audited and
submitted to donor within the time frame required by the donor).
Reports are signed off by finance management.
Approval from project managers stating report to be ok.
Approval from donor that report is acceptable.
Timeliness (reports done and sent on timely basis)
Work plans and budgets prepared timely and accepted by donors
All postings done accurately and in a timely
fashion
KRA 2: Project Financial Management
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Reconciliations All financial reconciliations for projects
Cash Flow Management Ensure all project bank balances are
sufficient for payments at all times
Liaise with SOPAC and funding advance to have sufficient bank balances
all project investment portfolio
Request funding from donors as per MOU/LOA
File Management Ensure all project MOU/LOA and project
related documents are filed properly
Ensure all project audit reports are maintained properly
Ensure all project vouchers, receipts, invoices, etc are filed correctly
Maintain project GANTT chart
Verification Verify all project payment requests before
posting and payments are made
Verify project contracts
Verify acquittals
All reconciliations done accurately and in a timely fashion
All project banks should have sufficient bank balance at all times
Ensuring projects earn a good return on investment and their funds are invested
Project funds are acquired as per MOU/LOA
All MOU/LOA and audit reports are easily retrievable
Ensure that filings are done on a timely manner
Chart reflects all project timelines and budgets accurately
All payments are made from the correct project codes and correct bank accounts.
Contract payments are as per signed contracts
Acquittals have proper documentation and compiled accurately
KRA 3: Country Projects Management
Design reporting templates to harmonize reporting from country projects
Develop training manual and train country projects to use the reporting template
Assist and advice country projects compile reports
Attend project meetings and address issues raised by country projects
Design audit TOR for country projects
Formulate annual financial reports for country projects to audit
Review and comment on country project audit reports
Review country projects cash advance requests
Consolidate country reports to report to donors
Reporting template outputs correct reports.
Country personnel are able to use the reporting template correctly and report accordingly.
Country projects issues resolved in a timely manner.
Audit TOR drafted and given to countries in a timely manner
Annual financial drafted and given to countries in a timely manner
Audit reports reviewed and commented on in a timely manner
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Assist and train country projects to formulate work plans and budgets
Cash advanced to countries at the earliest possible.
Reports sent to donors as per MOA/LOA
Country personnel able to prepare work plans and budgets correctly
KRA 4: Capacity Building
Train and supervise Assistant Finance Officer Projects
Ensure the project assistant can handle role of finance officer projects in his/her absence
KRA 5: Annual Session Paper(s)
Prepare donor support paper
Prepare any other paper as required by accountant (such as Auditor selection paper)
Paper prepared accurately and accepted by director.
KRA 6: Miscellaneous Finance Tasks
Post all SOPAC FX transactions
Verify project cheques when required
Process cheques and orders when required
Match invoices when required
Ensure all postings are done correctly and in a timely manner
Ensure all delegated duties are carried out in a professional manner
Note
The above performance standards are provided as a guide only. The precise performance measures for this position will need further discussion between the jobholder and supervisor as part of the performance development process.
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Most challenging duties typically undertaken:
Facilitating several project audits simultaneouslyConsolidating country reports and reconciling their acquittals
K
Functional Relationships & Relationship Skills:
Key internal and/or external contacts Nature of the contact most typical
External -
Donor agencies Auditors Bank officials Suppliers/Vendors Member Country Finance Staff Grant Recipients NGOs/ CROP Agencies Consultants
Courtesy, providing and receiving information, explaining things to people, clarifying donor / work requirements,Interacting, advising, gaining assistance, resolving minor conflicts, negotiating.
Internal –
Project Teams Corporate Team (Finance / IT / HR /
Admin)
Team working, collaborating, advising, receiving and providing technical input Courtesy, giving and receiving information, explaining things to people, clarifying needsInteracting, advising, gaining assistance, resolving minor conflicts, negotiating
The position holder:
- Has no delegation of authority
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Work Complexity:
Level of Delegation:
This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current position holder has.) This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies.
Qualifications
Essential: Desirable: Degree in Accounting, Financial Management
Knowledge / ExperienceEssential: Desirable:
Strong numeric skills, advanced excel spreadsheet skills including macros, and effectively used a recognized accounting package for generation of financial reports.
Excellent PC based computer skills, preferably with current Microsoft Word, Excel, Outlook, Projects, PowerPoint and Access.
Operating experience with accounting software packages, where experience in particular with Navision system would be an advantage.
Understanding of database fundamentals.
Familiarity with Internet and email.
Minimum 3 years relevant work experience – project accounting.
Demonstrated ability to use initiative.
Must be used to working in dynamic and challenging environment, committed to provide excellent service to clients, be highly motivated and organized, with strong work ethic, proactive attitude to problem solving and an inclination to work smart as part of a competent team and possess excellent interpersonal and written and verbal communication skills in English.
Navision accounting system user Advanced user of Microsoft Excel including macros.
Key Skills /Attributes / Job Specific Competencies
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Person Specification:
The following levels would typically be expected for the 100% fully effective level:
Expert level Accurate and effective processing of financial data according to international accounting standards;
Advanced level Ability to analyse and assess financial information. Ability to manage budgets. Make decisions on timely basis and have a
flexible approach
Working Knowledge Accounting practices Financial systems software Corporate policies International and local banking procedures Knowledge of SPC finances rules and
regulations as well as corporate service rules. Understanding of exchange rates – foreign
currency Ability to deal with confidential information. Ability to work well with section colleagues,
corporate services staff and staff at all levels. Good oral and written communication skills Knowledge of working with project finances,
project management and budgets.
Awareness IFRS accounting standards Organisational vision.
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Key Behaviours
All employees are measured against the following Key Behaviours as part of Performance Development:
Change and Innovation Interpersonal Skills Teamwork Promotion of Equity and Equality Judgement Building Individual Capacity
Personal Attributes
Excellent, Clear and effective communicator and work with team members. Ability to establish good relationships with internal and external clients. Ability to analyse/evaluate information and recommend course of action Self motivated and able to manage yourself Ability to focus on priorities and meet strict deadlines Ability to work under pressure with minimum supervision. Ability to think creatively, and solve problems to meet work requirements Ability to sum up the situation and make decisions quickly if required Able to handle work pressure, high workload environments Flexibility and enthusiasm to learn new concepts and opportunities
Change to Job Description:
From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment – including technological requirements or statutory changes. Such change may be initiated as necessary by the Director Corporate Services. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle.
Approved:
Manager/Supervisor Date
Employee Date
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