JOB DESCRIPTION POSITION DETAILS REPORTING RELATIONSHIPS SUPERVISOR 1 FUNCTIONS OF THE POSITION 2 ORGANISATIONAL CONTEXT. Chief Financial Officer

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1 JOB DESCRIPTION Australian Export Grains Innovation Centre POSITION DETAILS Classification: Award agreement: Common Law Contract Not applicable Physical location: REPORTING RELATIONSHIPS Number of positions supervised: Up to 6 SUPERVISOR Position title: 1 FUNCTIONS OF THE POSITION AEGIC D Block, South Perth, Western Australia Chief Executive Officer As a member of the Executive Management Team (EMT), this position is required to lead the Finance and Administration team to work closely with the Chief Executive Officer, all Managers and Directors of the company to provide support and leadership for the operations of the finance office, financial analysis, budgeting, evaluation, reporting and compliance at a high standard in order to facilitate the financial growth and viability of the company. This position will oversee the finance and administration functions and supervise the work plan goals, actions and outputs for the administration area. Through prudent financial management this position will play a key role in AEGIC becoming a leader in Australian export grains science, technology and innovation and will positively contribute to the development and maintenance of AEGIC s organisational values and culture. 2 ORGANISATIONAL CONTEXT AEGIC was established during November 2012 with a vision to enhance the international competitiveness and value of Australian export grains through science, technology and innovation. AEGIC s mission is to enhance the value capture by export grain producers through national leadership and coordination in research directed at export grain quality, functionality, processing innovation and market and supply chain analysis. 1

2 AEGIC activities will cover all grains, oilseeds and pulses. AEGIC is the front door to Australia s export grains industry, providing an independent source of Australian grain quality information, analysis and technical support to grain producers, clients of Australian grains and other stakeholders in the export grain supply chain. The headquarters of AEGIC is in Perth, Western Australia; the largest grain exporting state in Australia. 3 KEY DUTIES & RESPONSIBILITIES 3.1 Financial management Management of the accounting requirements through to the profit & loss and balance sheet. Manage, coordinate and prepare monthly financial and management accounts (Please see attached schedule for clarification of reporting requirements). High level reporting, evaluation and investigation on current and prospective program and project performance and cash-flow. Management of the reviewing of contracts and payment milestones for all work streams. Cash flow management and forecasting. Determine milestones for the business to achieve growth and identifying, timeframes and financial targets required to achieve this. Manage the office administration function including outputs for the administration area. Manage outsourcing of payroll. 3.2 Reporting Monitor and report to all managers on a regular basis regarding the financial performance of the company and individual income and expenditure streams. Report to the Board of directors on a quarterly basis and to provide the financial performance of the company and identify if targets and budgets are being met. (Please see attached schedule for clarification of reporting requirements). 3.3 Budgeting Communicate and liaise with all managers in order to prepare annual budgets. Management and responsibility for the end of year auditing process. 2

3 3.4 Compliance Ensure the company is compliant with the Australian Securities and Investments Commission (ASIC) and Australian Taxation Office (ATO). Maintain a register of company Intellectual Property (IP) registrations, relationships with third parties and new IP opportunities. Liaise with bank manager in relation to bank accounts, loans and lease arrangements. Ensure all insurance policies are current and compliant for the needs of the company (i.e. Worker compensation, business insurance, motor vehicle, professional indemnity and defamation insurance). Ensure the financial compliance and auditing requirements for research and other grants are adhered to (i.e. financial statements, reporting and tracking of expenditure). 3.5 Quality assurance Ensure all aspects of the Finance s u p p o r t service systems and processes are being followed to a high standard and in a timely manner. 3.6 Finance systems Implement and manage integration of relevant datasets with the accounting system to ensure timely and accurate performance reporting. Ensure the development needs of the accounting systems are being met. Ensure all policies and procedures for the finance department are being kept up to date and relevant. 3.7 Regulation and policy compliance Apply risk management principles and processes to relevant work activities. Undertake all activities in compliance with state and federal legislation and regulation including but not limited to the Occupational Health & Safety Act 1984 (WA), Western Australia Equal Opportunity Act 1984 (WA), Privacy Act 1988 (Cwlth) and the Fair Work Act 2009 (Cwlth). Apply any confidentiality, privacy, records management or intellectual property provisions to information management. Cooperate with all AEGIC protocols and procedures of the CEO including any relating to health or safety at the workplace. Identify, remove and report any work health and safety risk, hazard or incident to the Health and Safety Representative. 3

4 3.8 Human resource management Manage the attraction, recruitment, induction, training and performance management and development of staff in team. Where appropriate, facilitate multi skilling and succession planning to ensure business continuity. Role model and promote AEGIC s values; and recognise staff who demonstrate the values. 3.8 Other Oversee the purchase, installation and the ongoing management of IT Systems. Other duties as required. 4

5 4 SELECTION CRITERIA 4.1 Legal Australian citizenship or permanent resident of Australia as defined by the Commonwealth Immigration Act (if not currently held, must be acquired prior to commencement at applicant s expense for permanent appointment). 4.2 Qualifications 4.3 Technical Degree qualified, with CA/CPA/IPA qualifications and ongoing professional development. High level analytical skills. Experience in not-for-profit and commercial organisations with complex and diverse activities. Good knowledge and proficiency in the use of accounting packages. Experience dealing with government funding and acquittal processes. Proficient in the use of computer software (MYOB, Microsoft office suite, word, excel and MS Project). Good organisational and time management skills. 4.4 Communication Well-developed oral and written communication skills. Sound negotiation and facilitation skills. Ability to develop and maintain relationships and networks. Understanding and experience in change management. 4.5 Cultural fit A personal value fit with the organisation s value system of respect, integrity, leadership, innovation, collaboration and excellence. 4.6 Leadership Assume a pivotal/important role in achieving an environment within the organisation that provides forward thinking with clearly articulated strategic direction. The ability to lead, inspire and motivate individuals and teams in new changes and directions. 5

6 4.7 Management Plan, organise and coordinate resources including the management of processes, procedures and outcomes. This includes effective and efficient management of financial, physical, technological, legislative and information requirements available to maintain product/service delivery. 4.8 Strategic and business development Recognise opportunities to enhance product/service delivery and to capitalise on these through effective change strategies. Demonstrate conceptual and analytical skills to successfully grow a business. 4.9 Client and market focus Deliver products/services consistent with client needs and defined quality expectations (including timeliness) Improvement and innovation Experience in demonstrating and fostering behaviours to improve or innovate business processes, products and services. 6

7 SCHEDULE 1: Financial reporting requirements for Australian Export Grains Innovation Centre Limited. Item 1 Monthly management reports The Company must provide to the Directors, within 10 business days after the end of each month, sufficient management and financial information and reports to allow them to monitor the efficient conduct of the business, including: An unaudited profit and loss statement, balance sheet and cash-flow statement (with projections for the balance of the then current Financial Year) for the immediately preceding months and for the then current financial year to date which are prepared in reasonable detail using generally accepted Australian accounting principles consistently applied. Staffing details for the immediately preceding month. Debtor collection details for the immediately preceding month and for the then current financial year to date. Abnormal expenses in the next 3 months and: Proposed capital expenditure. Item 2 Quarterly management reports The Company must provide to the Directors, within 10 business days after the end of each quarter in each financial year: An unaudited profit and loss statement and cash-flow statement (with revised projections for the remainder of the current financial year) for the quarter just elapsed. A balance sheet as at the expiry of that quarter. Comparisons of the actual results with the programs and projections set out in the current business plan to include members agreed commitments in-kind and cash and explanations for any variations; and A report regarding compliance with the schedule of member s commitments. Each prepared in reasonable detail and using generally accepted Australian accounting principles consistently applied. Item 3 Annual financial statements and reports The Company must provide to the Directors, within 45 business days after the end of each financial year: A profit and loss statement and cash-flow statement for the immediately preceding financial year and a balance sheet as at the end of that financial year, audited by the appointed auditors together with any other reports or statements that the board of directors may require. 7

8 Item 4 Reports to Members The Company must provide to the Members the following information in respect of the Company: Within 10 Business Days after the end of each Financial Year, an unaudited estimate of the Company s financial position as at 30 June and a copy of the profit and loss statement and balance sheet as at 31 May; within 60 Business Days after the end of each Financial Year, audited annual financial statements, including profit and loss statements, balance sheets and cash flow statements; within 10 Business Days after the Board meeting at which they are dealt with, unaudited quarterly financial statements (including profit and loss statements, balance sheets and cash flow statements); within 10 Business Days after the Board has received and considered the annual reports and any audit management letter for a Financial Year, a summary of key changes in the IP Register maintained pursuant to this Agreement and any potential limitations on use of the IP owned or used by the Company of which the Company becomes aware; within 10 Business Days after the start of each Financial Year, a copy of the current Five-Year Business Plan (if it has been amended since it was last provided to the Members) for that Financial Year, as approved by the Board; within 20 Business Days after 30 June and 31 December in each year a declaration from the Company that it has provided sufficient information to the Members for WAAA to fulfil its reporting obligations including under section 156 Biosecurity and Agriculture Management Act 2007, Part 5 Financial Management Act 2006 and Government Financial Responsibility Act 2000; any information required by the Members to enable the Members to meet their reporting and budgetary obligations including for WA Budget Estimates. 8

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