The position exists in the Finance Team and complements the work that the team delivers in terms of project/programme requirements, and also in terms of its support to the Oceania Regional Office’s outreach in the region. Given the nature of the work involved, it is essential that the incumbent is preferably a national with a reliable background and working knowledge of the national statutory requirements of the Fiji Institute of Accountants.

Scope of Responsibilities

The Finance Associate, Oceania Regional Office will be responsible for the following;

•Ensure that the accounting system is in place to read and to record transactions in accordance with accepted accounting principles and IUCN policy such that it provides the basis for an efficient Financial management and information system;

•Direct and control the administration of all financial, treasury and accounting activities in accordance with IUCN policy and in compliance with fiscal, legal and statutory requirements of Fiji Institute of Accountants;

•Provide project managers/staff members with the appropriate financial support for the efficient and effective project implementation;

•Coordinate and provide the required financial information and requirements for the Oceania Regional Office and IUCN HQ.

The specific duties of this position include, but are not limited to, the following:

The incumbent in undertaking its responsibilities is expected to deliver by providing assistance under the following main areas:

1. Accounting and Reporting

•The Supervision, the recording, classifying and summarizing of the financial transactions of the IUCN Oceania Regional Office;

•Ensuring that the proper update and maintenance of the ERP accounts happens to ensure that the accounting system provides the basis for an efficient financial information system for both internal and external users and that it is compliant with internationally accepted accounting principles, legal and statutory requirements and IUCN policy;

•Relevant preparation and review processes are followed as necessary to ensure that debit and credit notes are properly invoiced and that the current accounts are regularly reconciled with IUCN HQ.


2. Treasury and Cash Management

•Preparation of the IUCN ORO’s cash flow projections and the monitoring of the continued availability of funds to cover the requirements of the IUCN ORO operations and its component projects and programmes;

•Preparation of all the disbursements and ensure that they are properly supported with relevant evident documentation and that they are properly identified into its cost center or project codes;

•Cash and bank balances are reconciled with the records maintained.

•Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
-Proper control of the supporting documents for payments and financial reports for all projects and cost centers; preparation of PO and non-PO vouchers for projects;
-Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP; travel claims, workshops expenses, staff advances and other claims are duly processed;
-Maintain contributions/receivables documentation;
-Apply cash receipt to the proper revenue source / fund or project;
-Maintenance of contact information of third party and donor counterparts.


3. Internal Control Environment

•Continuously review the adequacy of internal controls to ensure the provision of accurate and timely financial information, protection of assets and adherence to policies, system and procedures and the smooth and orderly implementation of plans and activities.

4. Fixed Asset Management

•Working with the Administration Unit, ensure the identification and proper inventory of fixed assets of the IUCN ORO through the conduct of and annual inventory to determine their location and condition for proper disposition;

•Determine accuracy of depreciation in accordance with IUCN policy and that the assets are adequately protected

5. Audit

•Assists Senior Accountant in the coordination of both internal and external auditors of the IUCN ORO and its component programmes and projects;

•Ensure the closure and resolution of audit findings.

6. General

•Provide advice and guidance in all matters pertaining to finance (including taxation and other financial issues) and give advice and support to all those needing it.

•Carry out other duties as reasonably agreed with the line manager.