Reports To
Administration Manager

Category
Locally Engaged Staff

Location
New Zealand Embassy, Ankara

Date Updated
March 2020
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About the Ministry

The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous.  We do this by building connections with and influencing other countries to advance New Zealand’s interests and project New Zealand values. We provide advice to the Government on the implications for New Zealand of what is happening in the world.
Our work contributes to New Zealanders’ wellbeing in the following ways:

⦁    Kaitiakitanga: Generations of New Zealanders benefit from sustainable solutions to global and regional challenges;
⦁    Prosperity: New Zealanders have better job opportunities and incomes from trade, investment and other international connections; 
⦁    Security: New Zealanders are able to live, do business, travel and communicate more safely at home and offshore;
⦁    Influence: New Zealanders have confidence their country can influence others on issues that matter for them now and in the future.  

Our values are:

⦁    Impact - We achieve for New Zealand, everyday, everywhere
⦁    Kotahitanga  - We draw strength from our diversity
⦁    Courage -We do the right thing
⦁    Manaakitanga - We honour and respect others
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Diversity and Inclusion

We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected.
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About the Post 

The Post represents the New Zealand Government to the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services.  This is achieved by building connections and relationships with the host country that enables the New Zealand Government to progress key foreign and trade policy and consular objectives. 
The Post takes a distinctively New Zealand approach, reflecting New Zealand’s diversity and heritage.  
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About the Position

The Ministry supports a range of flexible work options as the default setting for all positions.

The Team Administrator (Finance and Property) is responsible for providing general administration support with a particular emphasis on financial reporting, contract management and analysis activities to ensure the efficient and smooth running of the office.

Key Accountabilities

The following key accountabilities of this role assist in delivering the Ministry’s purpose:
Finance
⦁    Compile financial data and assist the Admininstration Manager with the completion of the annual Post Budget Estimates, Budget Update and the end of financial year returns.
⦁    Maintain expenditure within budget allocations and cash flow predictions and advise Administration Manager of any aberrations.
⦁    Provide a report (on a monthly basis) to the Administration Manager and Head of Mission (HOM) on current expenditure levels and details of the sensitive expenditure e.g HOM and Post travel, representation etc. 
⦁    Analyse expenditure patterns for variance reporting and prepare a draft of the monthly Variance Report. 
⦁    Undertake end of month financial procedures, including monthly bank reconciliation.
⦁    Prepare quarterly Fringe Benefit Tax returns. 
⦁    Reconcile corporate credit card expenditure and process applications for new cards or cancellation of existing cards as required.
⦁    Monitor corporate card expenditure and processing of staff claims in Gorilla Expense.  
⦁    Provide support to and assist users with the preparation of Gorilla Expense reports.
⦁    Maintain up-to-date records of financial authorities, commitments,  internal controls and signing authorities.
⦁    Generate all Financial Management Information System (FMIS) entries and FMIS payment / revenue summaries, maintain  the FMIS database and undertake day-to-day accounting functions for the post as follows:
⦁    Prepare invoices related to the Embassy and ensure all payments made are accurate and approved.
⦁    Act as post receiving and banking officer.
⦁    Administer Embassy petty cash and bank accounts.
⦁    Maintain a debtors’ ledger and ensure that recoveries are made within required timeframes.
⦁    Assist seconded staff with opening and closing local bank accounts.

Property
⦁    Generate the Asset Information Management System (AIMS) entries, maintain the Post AIMS database and undertake day to day reporting functions for Post properties, assets and inventory items. 
⦁    Obtain quotes for furniture, equipment, and office supplies as instructed by the Administration Manager. Procure items as directed and ensure appropriate accounting processes are followed. 
⦁    Arrange for the disposal of furniture, equipment, and vehicles under the supervision of the Administration Manager.
⦁    Where required, arrange access to Embassy properties and supervise outsource provider representatives undertaking maintenance and inspections of property.
⦁    Assist with obtaining quotes for maintenance/repair work. 
⦁    Maintain the Post Asset Register, ensuring that the Fixed Asset Register is updated and that regular inventory checks are carried out in accordance with Ministry requirements. 

Contract Management 
⦁    Undertake regular liaison with Embassy contractors.  
⦁    Ensure contracts are accurate, current and legally correct.  
⦁    Keep an up to date file of all maintenance contracts entered into by the Embassy.
⦁    Liaise with contractors and monitor contract compliance and renewal.
⦁    Supervise contractors on site and ensure work performed is of a high standard.

Organisational Responsibilities
⦁    Ensure all Ministry policies and procedures are adhered to.
⦁    Be aware of and adhere to the Health and Safety policies and procedures.
⦁    Contribute to post-wide projects and emergency response situations.
⦁    Demonstrate an awareness of, and act consistently with, Post and Ministry values.
⦁    Be aware of and adhere to the Post’s LES Code of Conduct.

Knowledge Management
⦁    Contribute to the continuous development of the Post’s knowledge base by using the Post’s internal systems, sharing information and data with relevant internal stakeholders.
Security
⦁    Be familiar with the Post Security Instructions and adhere to these at all times.
Health and Safety

⦁    Taking reasonable care of your own and others’ health and safety and being mindful of the effect of your actions (or lack of action) on the health and safety of others.
⦁    Cooperating with health and safety policies and procedures.
⦁    Identifying and reporting hazards, injuries, illness and incidents (including near misses) that arise from your work or in the workplace.
⦁    Identifying and eliminating or mitigating health and safety risks so far as reasonably practicable and consulting with others in doing so.
⦁    Raising health and safety matters with your manager or health and safety representative (or contact as appropriate).
⦁    Ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your Manager. 

Additional Comments

The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be required from time to time.

Qualifications, Skills, knowledge & experience
You must have the following qualifications, skills and experience:
⦁    Proven experience in a business administration role with a focus on financial management and reporting 
⦁    Proven experience and competence in finance functions and processes in an office environment and in the use of financial software packages
⦁    Proven numeracy and basic analytical skills
⦁    Strong understanding of IT systems – both hardware and software especially Microsoft Office applications and document backup and security
⦁    Excellent written and oral communication skills (in both English and Turkish)
⦁    Attention to detail and thoroughness in following through tasks
⦁    Demonstrated ability to build and maintain effective relationships and working within a team
⦁    Highly competent in Microsoft Office suite
⦁    Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure
⦁    Strong customer focus, with the ability to communicate effectively with a diverse range of people
⦁    Possess a strong achievement/delivery focus – setting high standards including accuracy and attention to detail
⦁    Ability to work autonomously and within guidelines, demonstrating the use of sound judgement 
⦁    Demonstrated commitment to continuous improvement, including adaptability and openness to change
⦁    Ability to anticipate issues and problems and think of creative solutions
⦁    Display personal integrity and an honest and ethical approach
⦁    Hold a current, clean driver’s licence and be able to drive post vehicles (as required) safely in local conditions.

Relationships

The position is required to build and maintain the following relationships:

Internal 
⦁    Head of Mission 
⦁    Deputy Head of Mission
⦁    Administration Manager
⦁    Other staff at Post

External 
⦁    Local utility providers
⦁    Local contractors and suppliers
⦁    Local banking institutions 
⦁    Other New Zealand Agencies

Delegations 
This position has no financial delegations.