Finance and Travel Officer Vacancy

Australian Embassy

Brazil

Embassy address: SES Quadra 801, Conjunto K, Lote 7, Brasilia - Telephone: 3226 3111 - Fax: 3226 1112

New Position Vacant – Finance & Travel Officer
Full time permanent position

Gross Salary: BRL$3,952.00 per month

Contract: This is a permanent position depending on the successful completion of a 90 day probation period and character and police checks.

Position overview: This position is situated in the Administrative Section of the Australian Embassy. The primary role of the position is to arrange the official travel to Australian diplomatic staff, as well as operating the accounting system. The position will also act as back-up Receptionist. This position will provide the successful applicant an opportunity to work in a dynamic team and deal with a wide range of responsibilities.
Please note: Applicants must have a valid driver’s vehicle licence.

The Finance & Travel Officer reports directly to the Accountant and to the highest supervisor the Australian Head of Administration. For a full list of duties and the selection criteria for this position please see below.

Application: In order to ensure that your application is eligible for consideration, please provide a completed application form. Applicants must address the selection criteria as outlined in the application form. Applicants are advised to include key examples demonstrating their ability in each selection criterion.

Contact Officer: Information about the positions can be obtained from the contact officer. Requests for information must be sent via email to Ms Nadia Miranda at nadia.l.miranda@dfat.gov.au. Please include your full name, your contact telephone numbers and any times you are not available to be contacted in your email. Ms Miranda will contact you within one business day of receipt of your email.

Application Closing Date: Applications for this position close at 5pm on Friday 09 March 2012. Applications received after the closing date will not be considered.

If you have not been contacted within two weeks of the closing date please assume that your application has not been successful on this occasion.

Applications should be mailed or delivered to the address below. Applications sent via email will not be accepted.

Therese Rynne
Senior Administrative Officer
Australian Embassy Brasília
SES 801 – Conjunto K – Lote 07
Brasília – DF
70200-010

Security character and police check will be conducted during the selection process.

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 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.