TEAM ADMINISTRATOR – NZ Foreign Affairs & Trade

VACANCY

JOB DESCRIPTION & SKILLS/QUALIFICATIONS REQUIRED
Team Administrator (Finance & Logistics)

Our client, The New Zealand High Commission based in Suva, Fiji, through the Ministry of Foreign Affairs and Trade (MFAT) acts in the world to build a safer, more prosperous, and more sustainable future for New Zealanders.

We are seeking a qualified and experienced individual for the position of Team Administrator (Finance & Logistics).

Reporting to the First Secretary, Management & Consul, the role is responsible for providing general financial and administrative support through the delivery of accounts payable, expense management and accounts receivable processes. They ensure data integrity and compliance to organisational policy and relevant legislation. Key to the role is a customer focused approach to our work.

The Team Administrator (Finance & Logistics) is also responsible for assisting with the logistics of seconded staff arriving at Post. This includes managing the processes associated with delivery and clearance of sea and air freight, TIN registration etc

Summary of Key Accountabilities

Accounts payable – Maintenance of vendors, uploading data interfaces from Ministry financial systems, monitoring transactions for data integrity and compliance to tax and organisational policy, prepare payment files, processing of manual and electronic invoices and reviewing of credit card and expense claim reconciliations
Accounts receivable – Management of staff recoveries and reimbursement processes, liaison with agencies and Fin Branch for the raising of invoices, processing of funds received, and the undertaking of debt management
Build strong effective relationships with internal and external stakeholders
Ensure all expenditure and revenue tasks and processes are carried out in accordance with the Ministry’s standards and policies ensuring delegation and audit requirements.
Prepare documentation according to requirements for clearance forms, customs entry forms, Third Party Notes
Maintain up to date records of staff leave and entitlements
Procurement of goods and services within policy parameters
Ensure all financial documents and petty cash are maintained securely in the finance safe

Qualifications and Experience

The suitable candidate is expected to have the following qualifications, skills and experience:

Relevant tertiary accounting qualification
Hold a current clean drivers’ licence and be able to drive Post vehicles (as required) safely in local conditions
At least five years of finance and administration experience is preferred (logistics experience would be an advantage)
Sound knowledge of Microsoft Office and Oracle applications
Excellent written and verbal communication skills (in English and local languages)
Demonstrated ability to contribute to and work within a team
Demonstrated ability to build and maintain effective relationships
Well-developed organisational skills and the ability to prioritise tasks effectively and work under pressure

You must also:

be eligible to live and work in Fiji.
be able to provide a police clearance.
perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time

A copy of the full Job Description may be accessed here:
https://www.pacificpeople.com/wp-content/uploads/2024/08/SVA-PD-TA-Finance-and-Logistics-July-2024.pdf

Remuneration
An appropriate remuneration package will be negotiated with the successful candidate commensurate with qualifications and experience.

JOB FUNCTIONS
Other Professional