Finance Assistant (x3) At Pacific Community

Description

The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 20 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Operations and Management Directorate (OMD) provides corporate services to all SPC divisions and programmes. It consists of three key teams: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management so as to provide high-quality customer-oriented services.

The Finance Assistant (x3) will be responsible for payment processing, reconciliation of project advances and acquittals, vendor reconciliations and customer invoicing, advance expenses, general ledger posting and petty cash custodianship.

The key responsibilities of the role include:

All payments and over the counter cash receipting

• Ensure all documentation received from divisions in their e-payment requests are complete and standards are met.
• Create vendor payments by electronic transfer of funds and as a last resort by cheque in a timely and accurate manner.
• Process per diem payments to staff and external parties, taking into account subsequent changes in itinerary. Ensure the amounts are calculated correctly where multiple payment methods and currencies are used.

Support to Vendor reconciliations and customer invoicing

• Ensure supplier invoices are matched with purchase orders and purchase invoices in Navision before posting. This includes performing control checks (eg, purchasing authorisation, GL coding) are complete. Make changes to the orders and invoices where appropriate.
• Assist SPC project administrators with Navision purchase and vendor ledger queries
• Post international and local transfer payments on a timely basis. Match all payment amounts to bank statements.

General ledger account posting

• Post general ledger transactions in relation to cash transactions.
• Review own postings into the cashier general ledger accounts each month and ensure remaining transactions represent bona fide outstanding items only.
• Post all staff account transactions in relation to payments prior to the salary processing.

Other General

• Assist the Finance Assistant Cashier as an alternative to the custodian for local currency petty cash, including cash payments.
• Reconcile petty cash prior to requesting replenishments. Ensure foreign currency petty cash balances reflect current rates.
• Assist in providing documentations for annual external and internal audits.

For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

• A tertiary diploma in the areas of business administration, secretarial services, financial management

Technical expertise

• At least 3-4 years’ work experience in a similar institution or environment
• Demonstrated experience using an accounting software preferably Navision
• Have sound knowledge of MS Word, Excel and the Windows operating environment
• Have good working relationships with other team members

Language skills

• Excellent English communication skills (oral and written)

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment

Salary, terms and conditions

Contract Duration – Until 28 February 2026 and is subject to renewal depending on performance and funding.

Remuneration – The Finance Assistant is a Band 6 position in SPC’s 2023 salary scale, with a commencing taxable salary range of FJD 1,892-2,365 per month, plus local staff benefits. An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Recruitment principles –SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilingualism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals.

Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.