IN CONFIDENCE Psitin Title Team Administratr - Finance Reprts T Administratin Manager Grup Multilateral and Legal Affairs Grup Date Created/Updated January 2019 Abut the Ministry The Ministry f Freign Affairs and Trade (the Ministry) acts in the wrld t make New Zealanders safer and mre prsperus. We d this by building cnnectins with and influencing ther cuntries t advance New Zealand s interests and prject New Zealand values. We prvide advice t the Gvernment n the implicatins fr New Zealand f what is happening in the wrld. Our wrk cntributes t New Zealanders wellbeing in the fllwing ways: Kaitiakitanga: Generatins f New Zealanders benefit frm sustainable slutins t glbal and reginal challenges; Prsperity: New Zealanders have better jb pprtunities and incmes frm trade, investment and ther internatinal cnnectins; Security: New Zealanders are able t live, d business, travel and cmmunicate mre safely at hme and ffshre; Influence: New Zealanders have cnfidence their cuntry can influence thers n issues that matter fr them nw and in the future. Our values are: Impact We achieve fr New Zealand, every day, everywhere Ktahitanga We draw strength frm ur diversity Curage We d the right thing Manaakitanga We hnur and respect thers Diversity and Inclusin We aspire t be a wrkplace that values and utilises diverse and inclusive thinking, peple and behaviurs. This means that ur staff reflect the diversity f New Zealand and the cuntries we wrk in, and that the cntributins f staff with diverse backgrunds, experiences, skills and perspectives are valued and respected. PEOP-1236-97 IN CONFIDENCE
Abut the Pst The New Zealand Permanent Missin in New Yrk represents the New Zealand Gvernment t the highest standards f prfessinal excellence in multilateral diplmacy and internatinal develpment at the United Natins (UN). This is dne thrugh building and enhancing relatinships with UN Member states and agencies f the United Natins t enable the gvernment t fulfil its multilateral pririties and internatinal bligatins. The Missin takes a distinctively New Zealand apprach that reflects ur cuntry s culture diversity and heritage. Impact, Ktahitanga, Curage and Manaakitanga are cre values t which the Missin aspires. Abut the Psitin The Team Administratr - Finance is respnsible fr prviding general administratin supprt with a particular emphasis n financial reprting and analysis activities t ensure the efficient and smth running f the pst. Key Accuntabilities The fllwing key accuntabilities f this rle assist in delivering the Ministry s purpse. Finance Cmpile and cmplete preliminary drafts f the annual pst budget, review f allcatins, ut-turn and end f financial year returns Administer LES salaries, vertime, secnded staff Pst alltments and payments t Interns Administer all weekly payments t vendrs, rents and utilities related t the chancery and ther prperties maintained by the missin Maintain expenditure within budget allcatins and cash flw predictins and advise Administratin Manager f any aberratins Facilitate Mnthly Meetings and reprts t the Pst Management n current expenditure levels and details f specific sensitive expenditure line items Analyse expenditure patterns / prgress fr variance reprting and prvide a mnthly synpsis Practively mnitr and manage budget lines and wrk with Administratin Manager t ensure targets are met and uncmpleted budget spend is fllwed up Apprve all Financial Management Infrmatin System (FMIS) entries, generate FMIS payment / revenue summaries and maintain the FMIS database Undertake end f mnth financial prcedures, including mnthly bank recnciliatin and reprting t the Ministry in Wellingtn Recncile crprate credit card expenditure Maintain up-t-date recrds f financial authrities, cmmitments and internal cntrls Administer Missin cash and bank accunts Prepare invices related t the Missin and ensure all payments made are accurate and apprved Uphld Ministry Plicies at Missin including advising and assisting bth the Missin and individual staff t ensure cmpliance with plicies and prcesses
Administratin Advise and assist staff regarding plicy related t travel and accmmdatin ensuring it is pre-apprved and that claims are settled within tw weeks f travel cmpletin Administer staff leave and TOIL and reprt balances t HRS Mnitr and calculate LES annual leave and retirement/resignatin gratuity liabilities fr pst s budgeting requirements Facilitate staff entitlements/claims: representatin budgets, laundry, educatin csts, cell phnes, United States wrkers cmpensatin insurance and secnded staff medical claims Set up new staff at Pst with Credit Cards and the Grilla Management system, including training where required Assist ther Administratin staff when wrk pressures arise Prvide back up t the Administratin Manager as required, including prviding cver in their absence Undertake receptin and telephnist duties as required, including when the Team Administratr is n lunch break Prperty At the directin f the Administratin Manager, btain qutes fr furniture, equipment, and ffice supplies. Prcure items as directed and ensure apprpriate accunting prcesses are fllwed. Arrange fr the dispsal f furniture, equipment, and vehicles. Make arrangements fr maintenance/repair wrk as required Where a majr prperty prject is scheduled, at the directin f the Administratin Manager cllate and prvide relevant lcal infrmatin Supprt the preparatin f the prperty and facilities management cmpnents f the Pst budget ensuring rutine and specific maintenance is budgeted fr Supprt the management f prperty and facilities management cntracts by ensuring accurate cntract dcumentatin is maintained, apprved invicing and payment prcedures are fllwed, csts incurred are within budget and regular review meetings are held Undertake mnthly audit f vehicle running sheets Maintain and verify fficial Ministry registers Wrks f Art, Pst Assets and Individual Prperty Inventries Visits Assist/r Manage lgistical arrangements fr fficial New Zealand Gvernment visits, which will include: Preparatin f prgrammes Crdinate bilateral appintments and event databases Arrange briefing packs daily Visitr escrt, as required
Arrange accmmdatin bkings fr high level visits Arrange airprt prt curtesies and railway statin VIP facilitatin Event supprt fr meetings, bilaterals and briefings as per the prgramme Supprt plicy fficers by cmpleting ad hc requests and research Organisatinal Respnsibilities Understand the Ministry s strategic pririties and high-level utcmes framewrk and hw this rle cntributes t the framewrk Understand and apply the strategic cntext in which the Ministry perates, including pririties and perspectives f the Ministers, partner agencies and external stakehlders Cntribute t the preparatin and reprting requirements f the Ministry s accuntability dcuments Understand tikanga and Treaty f Waitangi principles and have sufficient appreciatin f Te Re Māri t be able t apply the Ministry Māri dimensin, underpinned by Ministry values, in a way that is relevant t the cntext f ur business Using the Ministry s Capability and Leadership Framewrks, identify and participate in pprtunities fr learning and develpment, including thrugh regular caching and mentring Identify and pursue pprtunities t build specialised skills, knwledge and experience aligned with the Ministry s Strategic Framewrk Cntribute t Ministry-wide prjects and emergency respnse situatins Be aware f and adhere t the Ministry s Health and Safety plicies and prcedures All ther duties as requested by the emplyer Knwledge Management Cntribute t the cntinuus develpment f the Ministry s knwledge base by using the Ministry s internal systems, sharing infrmatin and data with relevant internal stakehlders Health and Safety The Ministry is cmmitted t prviding a safe and healthy wrking envirnment fr all staff, including cntractrs and ther wrkers, bth n and ffshre. Yu are respnsible fr: Taking reasnable care f yur wn and ther s health and safety and being mindful f the effect f yur actins (r lack f actin) n the health and safety f thers Cmplying with reasnable Ministry instructins t ensure the Ministry is able t cmply with the Health and Safety at Wrk Act 2015 Cperating with health and safety plicies and prcedures Identifying and reprting hazards, injuries, illness and incidents (including near misses) that arise frm yur wrk r in the wrkplace
Identifying and eliminating r mitigating health and safety risks s far as reasnably practicable and cnsulting with thers in ding s Raising health and safety matters with yur manager r health and safety representative (r cntact as apprpriate) Ensuring that all health and safety incidents, injuries, near misses are immediately reprted thrugh the HR Kisk Ensuring that significant hazards and risks r critical incidents are drawn t the immediate attentin f yur Manager Qualificatins, Skills, knwledge & experience The fllwing are required: Three t five years experience in a business administratin rle with a fcus n financial management and reprting Demnstrated ability t supprt ther Administratin functins in an ffice envirnment Skills Strng understanding f IT systems and sftware with a fcus n maintaining Excel spreadsheets Prven ability t manage budgets and cmmunicate/explain financial dcuments t management and ther team members Understanding f secure cmmunicatins practices and awareness f wrking in a secure envirnment Excellent written and ral cmmunicatin skills Experience in tasks that require a high level f attentin t detail and thrughness in fllwing thrugh tasks Demnstrated ability t build and maintain effective relatinships and wrking within a team Well-develped planning and rganisatinal skills, including ability t priritise tasks effectively and wrk under pressure Strng custmer fcus, with the ability t cmmunicate effectively with a diverse range f peple Pssess a strng achievement/delivery fcus sets high standards including accuracy and attentin t detail Ability t wrk autnmusly and within guidelines, demnstrating the use f sund judgement Demnstrated cmmitment t cntinuus imprvement, including adaptability and penness t change Ability t anticipate issues and prblems and think f creative slutins Displays persnal integrity and an hnest and ethical apprach Relatinships The psitin is required t build and maintain the fllwing relatinships: Internal Permanent Representative Deputy Permanent Representative
Administratin Manager Other staff at Pst Grup Business Manager Reginal Finance Manager External Administratrs in ther key diplmatic missins Other New Zealand Agencies Lcal utility prviders Lcal cntracts (e.g. statinery supplies, functin supplies) Cntractrs and suppliers Lcal banking institutins Mandatry Rle Requirements Yu must be able t btain and maintain an apprpriate New Zealand Gvernment Security clearance Yu must hld New Zealand citizenship