Duty Statement – Finance & Travel Officer
(1) Accounts Administration - assist Accountant in financial management processes and functions in accordance with relevant financial management regulations including but not limited to:
• Preparation of payment documents (as directed)
• Entry of payment documents into SAP: DFAT (Department of Foreign Affairs and Trade) and attached agencies
• Ensuring correct budgetary codes have been provided for DFAT (Department of Foreign Affairs and Trade) related expenditure and ensuring accuracy of entry into FMIS (Financial Management Info System) (incls. utility reports).
• Creating debtors & creditors master records.
• Entering advances on the Advance Register
• Creation of invoices for staff personal contributions on payment documents
• Maintain records and prepare reports as required.
(2) Manage the post’s travel contract and travel procedures in accordance with departmental guidelines and audit requirements including but not limited to:
• Obtain quotes for airfares, accommodation and other official travel costs
• Arrange reservations for DFAT (Department of Foreign Affairs and Trade) travel, update travel itineraries
• Process local and overseas movement requisitions, calculate and process travel allowances in accordance with departmental instructions
• Maintain the movement requisition and appropriate travel registers
• Arrange for foreign currency requirements for all officers undertaking official travel
• Entering all travel advances on the Advances Register
• Manage acquittal of travel advances and follow up
• Liaise with travel agents/companies to ensure quality and effective service
• Coordinating with travel agent to make reservations for DFAT (Department of Foreign Affairs and Trade) travel.
• SAP input of all travel related transactions ie. travel advances, acquittals, air ticket
payments etc
(3) As relief Accountant undertake finance management duties in accordance with departmental guidelines and audit requirements including but not limited to:
• Bank Reconciliation of the BRL and USD accounts in accordance with the FMM (Financial Management Manual)
(4) As relief HR Manager undertake the full range of HR responsibilities, including but not limited to:
• Manage LES (Locally Engaged Staff) salaries and other related payments and benefits in accordance with LES COS (Locally Engaged Staff Conditions of Service) and policy
• Coordinate arrival and departure procedures for newly arrived and departing Australian based officers
• Undertake a range of other human resource management activities such as recruitment in consultation with the Australian Head of Administration.
(5) Duties as directed
Selection Criteria for Finance & Travel Officer
1. Ability to interpret regulations and guidelines and to act on and provide advice in accordance with the appropriate instructions.
2. High level interpersonal skills. Demonstrated strong oral and written communication skills in Portuguese and English.
3. Ability to act independently and as a member of a small team, including an ability to set priorities and take appropriate action. Ability to undertake new tasks quickly, be flexible and respond effectively to challenges and meet deadlines.
4. Extensive experience in the use of computerised financial systems and Microsoft Office applications (including Excel). Prior experience of using SAP or the equivalent desirable.
5. Excellent client service skills, including the ability to liaise professionally with clients, agents and other stakeholders, to manage client expectations effectively and to identify/escalate cases of special significance.
Please note: Applicants must have a valid driver’s vehicle licence.