Scope of Services 

This position is responsible for supporting the efficient operations of the program finance systems and providing support in the day-to-day management of the office. Required tasks include (but are not restricted to) the following activities:  

1. Financial Management 
   1. Maintain an efficient and organised financial filing system adhering to established financial records management standards. 
   2. Ensure and verify proper and accurate coding and accounting treatment of all financial transactions, in consultation with the Senior Finance Coordinator, Operations Manager and Palladium Corporate team. 
   3. Prepare and manage program field voucher compilation for integration into corporate finance.
   4. Support the corporate team with preparation of supporting financial documentation for DFAT invoices.

   5. Manage the petty cash function ensuring procedures are followed and documentation is in order.

   6. Prepare cashbooks and bank reconciliations. 

   7. Verify and support submission of Payment Approval Forms (PAF) and ensure all corresponding documents are submitted with the PAF.  

   8. Support the monitoring of expenditure against budgets and forecasts and provide status reports to the Senior Finance Coordinator on a regular basis. 

   9. Assist the Technical team with procurement requests and quotations. 

   10. Assist with the processing of payments of reimbursable items for program staff ensuring proper approvals and reimbursement procedures.

   11. Support the Senior Finance Coordinator and the Palladium corporate team to ensure company policies, SOPs and guidelines for financial management are implemented and are compliant with DFAT’s rules and regulations. 

   12. Support the Senior Finance Coordinator, Operations Manager and Program Manager to monitor all Tautua program expenditure costs. 

2.  Human Resources and Payroll 
   1. Assist the Senior Finance Coordinator to process salary payments for locally engaged staff and National Advisers, including managing the tax and superannuation withholding requirements. 
   2. Draft fortnightly payroll summaries for program staff. 
   3. Assist the Operations Manager with staff onboarding and maintenance of records, including HR compass updates, payroll memos, leave management trackers and STA input and reimbursable expense trackers. 

   4. Support the Operations Manager with program recruitment, including organising placement of job advertisements, scheduling of interviews, and undertaking due diligence. 

       

3. Office Administration Support and Logistics
   1. Monitor and ensure payment of office utilities including electricity, rent, fumigation etc. are carried out in a timely manner. 
   2. Assist Senior Finance Coordinator and Operations Manager with the day-to-day office management both physical office environment and of corporate systems and processes. 
   3. Assist with logistical arrangements for program events and activities including meeting preparation and booking of venues. 

   4. Assist with the preparation of the Tautua office conference room for meetings and other activities, including catering arrangements and cleaning of cutlery and utensils.

       

4. Other Duties
   1. Contribute actively to a dynamic and collaborative team culture in line with organizational and team values.
   2. Assist the Senior Finance Coordinator and Operations Manager with program Records Management.
   3. Perform other functions that may be required by and agreed with the Senior Finance Coordinator, Operations Manager and/or Palladium’s Program Manager.