Reporting to the AATL Team Leader, the Finance & Operations Manager is responsible for overseeing all financial and operational aspects of the Australia Awards Timor-Leste Program, including financial management, human resource management, safety and security, risk, information, and communication technology (ICT), procurement, logistics and administrations.
Location
Dili, Timor Leste
Primary Duties and Responsibilities
The primary responsibilities of the AATL Finance & Operations Manager are:
Strategic Direction:
- Collaborate with and support the Team Leader and Palladium Program Manager or Associate in determining the overall corporate management of the AATL team (staff, managers, and advisers) and delivery of activities in compliance with Palladium and DFAT policies and regulations.
- Provide Timor-Leste (TL) contextual strategic advice in considering the appropriate implementation of policies and procedures for all AATL supported activities, whilst ensuring adherence to TL Labour Code.
Operations Management (including logistics, information, and communication technology (ICT), and procurement:
- Ensure policies, SOPs and guidelines are implemented in compliance with DFAT’s rules and regulations and ensure the project-related procurement is compliant with the Commonwealth Procurement Rules and Palladium policies.
- Improve processes and policies as appropriate, ensuring compliance with Palladium’s over-arching Project Management Framework.
- Supervise and provide guidance and/or training, where necessary, in operations, communications, ICT, WHS, security, logistics, procurement and administration procedures to AATL staff members and contracted suppliers (including LTAs, STAs, other consultants and subcontractors as relevant).
- Ensure that all members of the team are trained in and comply with the Palladium’s policies and procedures, as per the program’s Operations Manual as provided via the SharePoint portal. Also ensure all compliance training is completed and up to date by all staff.
- Manage/oversee all AATL procurement activities and provide support to teams as needed. In collaboration with the Palladium Program Manager, renew service agreements, and complete blanket agreements where necessary, ensuring all contract conditions are in line with the AATL Head contract.
- With support from Administration Officer, oversee administrative activities (including asset and vehicle management; visitor reception and meeting management) and operational support to project delivery (i.e. procurement / logistics / event and travel management and training material preparation).
- Monitor and report against the AATL Risk Matrix in collaboration with the program’s management staff.
- Provide leadership to in the operational start-up and close-down of AATL.
Financial Management:
- Develop and maintain AATL financial data and reporting.
- Prepare monthly reports on expenditures to Team Leader and PM (where necessary).
- Maintain analysis on budget vs expenditure tracking and prepare monthly reports on expenditures to assist Palladium Program Manager, the Team Leader and other senior staff with financial budgeting and decision-making.
- Support teams and ensure AATL finances are well planned (cash flow planning) and funds are available to support operations; preparing cash flow forecasts and project fund requests in accordance with AATL/Palladium operations protocols and are consistent with the requirements of the Australian Aid program.
- On the basis of internal cash available and planned expenditure, send monthly Funds Transfer Requests (FTR) for the program to Palladium Program Manager, with Team Leader approval.
- Support the Finance team to process payments of local salaries, including managing the tax withholding requirements.
- In collaboration with the Team Leader and Palladium Program Manager, approve bank accounts transfer.
- Oversee the preparation of Payment Approval Forms and monthly Field Vouchers and ensure the accuracy of supplier invoices and supporting documentation.
- Attend monthly AATL meetings with DFAT, and as required.
- Ensure Palladium signature approval authorities and procurement policies are being adhered in AATL.
· Conduct frequent audit checks on financial systems and filing databases in SharePoint inclusive of petty cash count, payroll forms, asset register etc.
Country compliance
- In collaboration with other Palladium programs in Timor-Leste, provide support to Palladium Corporate team along for processing Palladium registration and tax requirements in TL with relevant government agencies and other local actors and ensure the business registration and tax laws are implemented in AATL.
Office Management, Security and Administrative Support:
- Working collaboratively with the Palladium Program Manager, maintain the AATL Security Plan and ensure all program staff (including STA) are informed and trained on the Security Plan, and follow it accordingly.
- Maintain on all service/subcontractor agreements for AATL office, vehicles, security, rental, communications etc. and collaborate with Team Leader and Program Manager to renew service agreements when necessary.
- Ensure that project-related procurement is compliant with Commonwealth Procurement Guidelines and Palladium policies.
- Maintain office operations, such as updating and ensuring staff compliance with organizational policies and procedures, supporting staff recruitment, orientation and induction, manage office-related procurements, and other administrative duties to ensure an optimal work environment.
- Manage relevant provision of information and records and ensure safekeeping of documents.
Human Resources:
- Manage Human Resources ensuring adherence to WDPTL plans and Palladium’s policies and procedures.
- With support from Palladium Program Manager, oversee all contracting activities, including developing new contracts or contract amendments for all AATL personnel, and ensure staff adhere to Palladium contracts, including the code of conduct.
- Review and authorise payroll.
- Ensure insurance policies are in place and up to date.
- Oversee all administrative aspects of staff recruitment, including development of job descriptions and assisting with editing of job descriptions, participating in interviews, etc.
- Supervise staff as required, including developing and managing a performance management.
The role carries a degree of autonomy on operations management with appropriate consultation with the Team Leader. The role is required to analyse and make sound recommendations to the Team Leader.
Required Qualifications and Key Competencies
- Have a minimum qualification at a tertiary level in a field related in Project Management, Business Administration, Logistics or similar
- Have proven experience in implementing program, and activities in donor setting. Demonstrated good financial management and reporting skills including budget development and oversight experience
- Demonstrated experience in the establishment and maintenance of productive relationships with external counterparts, including DFAT, education institution and / or government partner agencies
- Sound knowledge and understanding of Timor-Leste systems and labor law, payroll tax regulation, systems, and processes
- An understanding of the social, cultural, political and institutional factors affecting development in Timor-Leste or the region
- Strong ability to lead and manage effectively; and an exceptional work ethic.
- Strong inter-personal, inter-cultural skills, stakeholder engagement and customer service skills; and a collaborative management style
- Proven experience in supervising locally engaged staff in a developing country context, with the ability to mentor, coach, lead, develop and evaluate staff and the ability to share knowledge and skills in order to build capacity of team members
- High-level proficiency in Word, Excel and other Microsoft programs including SharePoint
- Well-developed oral and written English language skills are essential.
Application process:
- Please submit a maximum 3-page resume and one page cover letter addressing your suitability for the role. For enquires related to this role, please contact [email protected].
- Applications close 5pm (Timor-Leste time) on 15 May 2024.
https://palladium.csod.com/ux/ats/careersite/2/home/requisition/21469?c=palladium&referralToken=_WbZuulmjEWkhAkMjzcBPg
