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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