Finance Assistant

Closing date: 19 January 2013
BACKGROUND

IUCN Oceania Regional Office is embarking on a new 2013-2016 Programme and is adding a number of new projects to its expanding portfolio. The Finance Assistant will work with colleagues in the Finance Unit to ensure the smooth operations of the IUCN ORO office, its programmes and projects and assist the Unit in achieving the highest standards in accounting and financial reporting of its activities. The position is open for Fiji Nationals only and the contract is for an initial period of two years with possibility of extension and comes with a 6 month probationary period.

SPECIFIC DUTIES AND RESPONSIBILITIES
Terms of Reference


1. TITLE: Finance Assistant

2. LOCATION: IUCN Regional Office for Oceania in Suva, Fiji.


3. DURATION: 2 years (with 6 months probationary period)


4. REPORTING RESPONSIBILITIES:

The reporting relationships will be as follows:

Direct Reporting Line: Reporting Area
Regional Finance Officer All areas

5. BACKGROUND

IUCN Oceania Regional Office is embarking on a new 2013-2016 Programme and is adding a number of new projects to its expanding portfolio. The Finance Assistant will work with colleagues in the Finance Unit to ensure the smooth operations of the IUCN ORO office, its programmes and projects and assist the Unit in achieving the highest standards in accounting and financial reporting of its activities. The position is open for Fiji Nationals only and the contract is for an initial period of two years with possibility of extension and comes with a 6 month probationary period.

6. SCOPE OF RESPONSIBILITIES:
The incumbent will be responsible for the accounting support needed by the Finance Unit to ensure effective and efficient financial management of IUCN ORO programmes, projects and activities.
The specific duties of this position include, but are not limited to, the following:
• Arrange petty cash replenishments and maintain agreed level of cash in hand for disbursements;
• Prepare petty cash vouchers, obtain approval and make payments;
• Reconcile petty cash on a daily basis;
• Reconcile petty cash in excel sheet;
• Enter data into the accounting system and payment software;
• Provide assistance on reconciliation of other balance sheet accounts;
• Prepare payment vouchers and ensure that all supporting documents are attached;
• Reconcile Creditors statements and make payments accordingly to vendors on a monthly basis;
• Prepare debit/ credit notes for programmes and project;
• Check travel advances, travel claims and other settlement of advances and process journals in the system;
• Receive cash from staff and third parties, process receipt vouchers and issue official receipt;
• Maintain an updated filing system of Project related and other accounting related files;
• Ensure that payment vouchers are sequentially numbered and filed securely;
• Issue cheques and bank telegraphic transfers;
• Keeping record/issue receipts for all cash/cheque received on behalf of IUCN and deposited on a weekly basis;
• Updating of Fixed Assets register and monthly physical verification of stocks/fixed assets;
• Provide information related to salary deductions and ensure staff accounts are fully settled on exit clearance;
• Assist the Regional Finance Unit in preparing the relevant documents for donors including project financial statements;
• Assist the Regional Finance Unit in payments for workshop participants, and prepare disbursement statements;
• Provide backup support to Project Accounting Officers.

Any other duties as reasonably required of you by your employer.

Ethical, Social and Ecological Responsibilities

This role requires the following ethical, social and ecological responsibilities:
• Respect for people from different nationalities, cultures, ethnicities, religion, gender, sexual orientation as well as the young and elderly;
• Responsible for exercising utmost care and judgement to ensure the assets belonging or entrusted to IUCN are not misused or wasted;
• Avoids all instances of conflict of interest in one’s dealings;
• Commitment to help conserve the integrity and diversity of nature and to ensure the sustainable use of resources;
• Adherence to the IUCN Code of Conduct.
Personal Attributes
This role requires the following personal attributes:
• Accepts Responsibility: Willing and able to bear high levels of responsibility by making timely decisions and being accountable;
• A Learner: Willing to learn on the countries, cultures and development/environment issues of the region;
• Adaptation: Willing to adapt to regional norms without compromising personal beliefs and principles;
• Openness: Communicates honestly, openly, and consistently. Shares information appropriately and ensures that views of all members of the team are freely expressed;
• Positive Attitude: Encourages a positive rather than negative viewpoint;
• Integrity: Maintains the highest standard of personal conduct in performing all duties;
• Commitment: Committed to making the project a success. Willing and able to work for the best interests of the project. Not thinking in terms of being right at the expense of being successful;
• Can handle stressful situations well: Willing and able to deal with problem situations. Mentally tough and always mentally prepared;
• People Skills: Able to build productive working relationships with other staff and development partners based on respect and good rapport. Listens well and never assumes one knows best;
• Judgement: Able to evaluate information quickly, identify key issues and formulate conclusions based on sound, practical judgement, experience, and common sense;
• Organised: Well prepared and organized. Carries out all responsibilities and action items in a purposeful way.
• Dependable: Can be relied upon to get the job done at the expected time. Relied upon to give advanced prior notice if deadlines are not to be met;
• Proactive: Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.

REQUIREMENTS

• • Completion of High School education;

• • University degree or diploma in accounting, finance, or directly related fields considered an advantage;

• • Minimum 3 years’ work experience in similar positions;

• • A national of Fiji;

• • Experience working with development projects considered an advantage;

• • Highly motivated and results-oriented individual;

• • Ability to multi-task and work under pressure;

• • Ability to communicate well in written and spoken English;

• • Proficient in the use of computer applications including MS Office ( Excel, Word and PowerPoint), Email, Internet and ability to learn other organisational applications.
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST).

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/