JOB DESCRIPTION Position: Organisation / Secretariat Accountant - EU Project Oceania Customs Organisation BACKGROUND The Oceania Customs Organization (OCO) is a technical advice, training and research agency serving 23 Pacific Island countries and territories of Melanesia, Micronesia and Polynesia. Its works covers a range of areas including Trade Facilitation, Trade Policies, Legislative Updates, Automation & Processes, Border Security, Revenue Collection, Integrity & Fraud Prevention, Risk Management, WTO Valuation Agreement and the Harmonized Coding System. The mission of the OCO is to promote efficiency and effectiveness in all aspects of regional Customs administration, with particular emphasis on the needs of Customs administrations of developing island nations. The OCO fosters harmonization, cooperation and assistance between its members on Customs administration matters and ensure that their interests and concerns are projected effectively to governments, non-governments organisations and the private sector, both within and beyond the region. Through these measures, the OCO will contribute to the economic development, security and community protection within the region. EU PROJECT BACKGROUND The EU Project was developed to assist PACP member countries in strengthening their national customs administrations. The ultimate aim was to ensure that PACP countries could effectively manage their respective borders, implement administrative requirements arising out of the EPAs between PACP member countries and the European Union, modernize their respective customs administrations, strengthening their trade data collection and policy capacities and improving revenue collection within a trade facilitation environment. The ultimate focus for the EU project is to assist the 14 PACP countries including Timor Leste in achieving compliance to international customs legislations and systems. 1
ACCOUNTABILITIES The Project Accountant will be working under the Project Division. He/she will report jointly to the Finance Manager as well as the Project Manager and ultimately to the Head of Secretariat (HoS) who is responsible for the overall management of the OCO secretariat JOB LOCATION The appointee will be situated within the permanent office of the OCO Secretariat located 84 Harris Rd, Suva, REPUBLIC OF FIJI. ROLE OF POSITION The appointee will assist the Finance Manager in the day to day oversight of the EU Project aimed to assist PACP member countries in strengthening their national customs administrations. The Project Accountant will also work with the Project Manger is providing immediate financial support in collaboration with the rest of the Project Team supporting the provision of financial services in an expanding regional organization. The appointee will assist the Finance Manager in developing annual project work-plans and associated budgets. He or She is expected to promote an environment conducive to teamwork and professionalism, encouraging the effective delivery of financial services to all clients. TASK AND RESPONSIBILITIES The Project Accountant will be responsible to the Finance Manager regarding financial matters and the Project Manager regarding project matters. The specific duties and responsibilities of the position are as follows. 1. Assist the Finance Manager in the effective management of daily operations of Finance services in the Secretariat office; 2. Assist the Finance Manager with financial planning and management; 3. Assist the Finance Manager in the preparation of Annual Operational and Project Budget forecasts for the operations of the Secretariat; 4. Assist the Finance Manager in preparing expenditure budgets for project funded programs; 5. Assist in preparing annual budgets for the Operational Fund Account; 6. Assist in maintaining up-to-date records of the Members Contributions and financial information; 7. Assist with the preparation of Project Financial reports; 8. Assist with the Preparation of Annual Financial statements for audit ensuring statements are in compliance with international financial reporting standards and financial regulation; 9. Assist in supervising Provident fund accounts operations and reporting; 10. Assist in maintaining effective financial and internal controls; 11. Assist with the supervision of proper recording and accounting of fixed assets; 12. Assist in establishing and maintaining a financial system to address the reporting requirements of the development partners and other clients; 2
13. Assist with input processing and staff involved in receipts/payments creditors/debtors functions, reconciliations and monitor client service delivery standards; 14. Assist the Finance Manager to ensure that the payroll functions are properly performed and all related accounts reconciled; 15. Assist Finance Manager to establish and train staff in financial policies, procedures, systems, and use of templates; 16. Assist with the finance management of projects undertaken by all divisions including the preparation of financial reports; 17. Work in collaboration with Finance Manager with the Preparation of Core and Programme fund reports; 18. Any other related duties as required by the Finance Manager and Project Manager as well as the Head of Secretariat. QUALIFICATIONS, EXPERIENCE AND SKILLS Essential Degree in accounting and/or financial management; Must have at least 8 years of relevant professional experience in a management or similar leadership role in reputable regional organization/projects with modern management and information systems; Must have at least 5 years direct work experience in financial management roles with aid donors like AUSAid, NZAid, EU including other similar development partners in multi million projects; Analytical ability and advanced computer literacy familiarize with accounting software; Knowledge of international financial reporting standards; Excellent communication and interpersonal skills, with the ability to maintain effective relationships with people from different national backgrounds; Affinity for teamwork, initiative, and ability to determine and achieve objectives within strict deadlines. Must have a results-based approach to achieving targets; Supervisory experience; Fluency in English language. Highly desirable Membership of a recognized professional accounting body; Experience in the use of financial software, with the ability to develop templates; Good work experience in the Pacific region. SELECTION CRITERIA The Accountant Officer must have solid accounting and budgetary skills with superior communication, leadership, organizational, interpersonal, written, verbal and analytical skills, and be able to respond well under pressure. 3
QUALIFICATIONS, EXPERIENCE AND SKILLS Essential: The Candidate must have a post graduate qualification in Accounting, and experience in book keeping and in auditing; Must be familiar with related international and regional conventions, standards, and the roles of other regional organizations; The Candidate must have in-depth experience and knowledge in the following areas: i. Identifying projects transactions based on expenditure streams and reflected in the organizational work plan; ii. Preparing, designing and writing up Financial reports; iii. Preparing budget and programme budgeting; iv. Coordination of Annual work plan; v. Staff training and human resource development in accounting principles; vi. Representation at high level meetings; vii. Change management, modernization, reforms; Financial management and budget experience is essential; Must demonstrate leading roles and have experience in managing multimillion dollar projects; Must have skills and work experience in working with donors and development partners; Previous work experience of more than 5 years at a senior accounting level; Must have in-depth knowledge of the World Customs Organisation and its relativity to OCO; and Must have a strong knowledge of the Pacific Region Personal Characteristics: i. A champion who inspires others; ii. A balance between being a go getter and caring about people; iii. Team player someone who doesn t run a one man show; iv. Lives the values of social responsibility, both corporately and personally; v. The candidate should have broad experience in a Customs administration of the OCO Membership; vi. Demonstrate the ability to work as part of an OCO team and cooperatively with other regional organisations is essential; vii. Evidence of setting priorities and achieving agreed results, particularly in project environment; viii. Must be capable of using sound judgement in decision making; and ix. Ability to think strategically and consider the "wider picture" with a focus on the mid-long term goals of the organisation. In particular understand the context in which the OCO operates and its linkages with other Agencies/Organisations. 4
PROFESSIONAL REQUIREMENTS: i. Strong accounting background; ii. Proven ability to conduct project auditing; iii. Exceptional in developing and formulating project budgetary requirements that are combatable with EU guidelines; iv. Critical and conceptual thinker; v. Excellent organizational, multi-tasking and problem solving skills; vi. Exceptional communication, project management skills and a proven ability to work with all levels of management, staff and external partners is essential; vii. Energetic, solutions-oriented, creative thinker with a proven ability to motivate others; viii. Self-starter who works well independently and in a team setting and should be results oriented; ix. Enjoy and appreciate the social nature of the position and have a passion for working to improve the organisation; x. Possess strong diplomacy skills; and xi. People skills. Selection Criteria Overall Skills Demonstrated ability to manage large projects financial transaction; Proven ability in budgetary formulation; Demonstrated organisational skills including the proven ability to conduct audits and write formal financial reports; Proven ability to prioritise and meet competing deadlines; Ability to identify and analyse conflict in priorities and raise awareness of the impact of required changes; Proven ability to seek and raise funds and possess the necessary skills to partake in negotiations for raising funds for the organization s projects; and be able to prepare project proposals for funding considerations and report to deadlines often under difficult circumstances; Sound ability in MS Word, Excel, PowerPoint and the Internet Computer literacy with skills in Microsoft Office software, with high skills in word processing, spreadsheets, web page design, PowerPoint and email; skills in computer based information management systems (electronic depository and retrieval systems); and some knowledge of graphics and desktop publishing; Demonstrate capability to co-ordinate, motivate and lead technical staff and be an active member of thematic teams; Strong in organizational management skills. Communication skills High-level oral and written communication, representation and liaison skills; 5
Demonstrate the ability to work effectively in a cross-cultural environment; Fluency in English; Demonstrate the ability to work positively in a small team and Experience in consultations with PACP member custom organizations, business sector and must have high level of communication skills with excellent interpersonal skills; Knowledge of Pacific / International issues Must be familiar with the regional trade especially the Free Trade Agreements and their impacts at the national level; Must be familiar with WCO, WTO, UNODCW, CITES, UNEP, IPR Issues, EPA, PACER+, PICTA and other international agreements, conventions and issues which has impact on members; Good knowledge and understanding of the cultural features and political developments in the Pacific and their likely impact on Customs and trade and security issues; and Awareness of international and regional Customs issues. Knowledge of EU Procedures Must have sound knowledge of EU procedures including, financial reporting, procurement policies and Managing Project Contracts. Judgment and flexibility A high level of motivation; At advanced level of both personal and professional integrity; Ability to make sound decision and reasoned recommendations in all matters relating to the OCO activities; and Ability to learn quickly. Managerial and Planning Proven ability to manage budgets; Ability to develop and manage Annual Work Plan; Experience in Project/Organizational management, including implementation management skills, particularly in planning; and Experience in Contract management. Eligibility The candidate must hold the following country citizenships to be able to qualify for this position; 6
The Pacific African Caribbean and Pacific (PACP) member countries; or A member of the European Union. WORKING CONDITIONS 1. Environmental Conditions The incumbent is located in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others on a regular basis. 2. Sensory Demands The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial and other information which requires attention to detail and high levels of accuracy. 3. Mental Demands There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues. Tenure The appointment is initially for a term of three years, subject to a one-year probationary period, with the possibility of renewal depending on performance and continued funding availability Remuneration Remuneration and other benefits will be discussed during interview. Applications should be addressed to the Head of Secretariat, Oceania Customs Organisation, Private Mail Bag, 84 Harris Rd, Suva, FIJI. Or sent electronically to SelemanaS@ocosec.org ONLY THOSE WHO WILL BE SHORTLISTED for interview will be notified. Applications should be received by close of business on 22 nd of July, 2011. 7