Finance and Operations Officer

The position retains selected financial responsibilities from the Finance Assistant role while providing broader coordination of routine operational activities, including procurement, logistics, fleet, assets, facilities, warehouse and operational expenditure.

The position works under the direction of the Finance & Operations Manager and coordinates the day-to-day activities of the Logistics & Database Assistant and Administration & Procurement Assistant within established policies, procedures and delegated authorities.

The Finance & Operations Officer is responsible for ensuring that finance and operational activities are coordinated effectively, records are maintained accurately, and matters requiring management attention are appropriately escalated.

The position is a support and coordination role and does not replace the management responsibilities of the Finance & Operations Manager or Country Manager.

The Finance & Operations Officer will retain selected finance responsibilities, including:

• Monitor operational and project expenditure against approved budgets.
• Assist with budget preparation and monitoring.
• Review financial transactions and supporting documentation.
• Review payment requests and supporting documentation before submission for approval.
• Monitor outstanding financial matters and follow up as required.
• Assist with month-end financial processes.
• Assist with financial reporting.
• Monitor operational expenditure and identify variances or issues.
• Ensure financial records are maintained accurately and in accordance with Menzies requirements.
• Support financial compliance and internal controls.
• Review and reconcile operational financial information provided by logistics and administration staff.
• Provide financial information to the Finance & Operations Manager as required.
• Assist with donor and project financial requirements where required.
• Maintain appropriate confidentiality of financial and staff information.

2.      PROCUREMENT

The Finance & Operations Officer will provide coordination and oversight of procurement activities, including:

·        Coordinate procurement requirements with project and corporate teams.

·        Review procurement requests for completeness and appropriate supporting documentation.

·        Monitor procurement against approved budgets.

·        Ensure procurement activities comply with Menzies policies and procedures.

·        Coordinate supplier selection and procurement processes where required.

·        Review quotations and procurement documentation.

·        Monitor outstanding purchase orders and deliveries.

·        Escalate significant procurement issues to the Finance & Operations Manager.

·        Coordinate with the Administration & Procurement Assistant on routine procurement processing.

·        Coordinate with the Logistics & Database Assistant on sourcing, delivery and logistics requirements.

·        Monitor supplier performance and escalate significant issues.

3.      LOGISTICS AND OPERATIONS

The Finance & Operations Officer will coordinate routine operational requirements across the office and projects, including:

·        Coordinate day-to-day operational requirements.

·        Monitor operational activities and ensure actions are followed up.

·        Coordinate with project teams regarding operational requirements.

·        Support the efficient delivery of office and project activities.

·        Coordinate operational priorities with the Logistics & Database Assistant.

·        Monitor operational expenditure.

·        Identify operational risks and escalate them to the Finance & Operations Manager.

·        Support facilities and office management.

·        Coordinate operational requirements relating to meetings, events and project activities.

·        Support arrangements for staff housing, travel, transport and other operational requirements.

·        Liaise with internal and external stakeholders as required.

4.      LOGISTICS, WAREHOUSE AND STOCK MANAGEMENT

The Logistics & Database Assistant will have primary responsibility for the day-to-day delivery of logistics and warehouse activities.

The Finance & Operations Officer will:

·        Provide operational direction and priorities.

·        Monitor logistics activities.

·        Review significant logistics requirements.

·        Monitor operational expenditure associated with logistics.

·        Review logistics records and reports.

·        Ensure significant issues are escalated.

·        Coordinate with project teams where logistics requirements affect budgets or operational planning.

·        Support compliance with Menzies procedures.

5.      FLEET AND VEHICLE MANAGEMENT

The Finance & Operations Officer will provide oversight of fleet-related expenditure and operational requirements.

Responsibilities include:

·        Monitor fleet expenditure.

·        Review vehicle-related operational costs.

·        Ensure vehicle requirements are appropriately budgeted.

·        Monitor compliance with vehicle management procedures.

·        Coordinate significant fleet issues with the Finance & Operations Manager.

·        Review fleet information provided by the Logistics & Database Assistant.

6.      ASSET MANAGEMENT

The Finance & Operations Officer will provide oversight of asset management and ensure appropriate financial and operational controls are maintained.

Responsibilities include:

·        Monitor the overall asset register.

·        Ensure asset records are maintained.

·        Review asset movements and disposals.

·        Coordinate asset-related financial and operational information.

·        Ensure significant asset matters are escalated.

·        Coordinate with the Logistics & Database Assistant regarding physical asset records.

7.      FACILITIES AND OFFICE ADMINISTRATION

The Finance & Operations Officer will coordinate and monitor office operational requirements, including:

·        Facilities and maintenance.

·        Office services.

·        Office supplies.

·        Utilities and operational services.

·        Staff housing requirements.

·        Office equipment.

·        Routine operational contracts and services.

·        Identification and escalation of maintenance or facility issues.

8.      TRAVEL, MEETINGS AND EVENTS

The Finance & Operations Officer will provide oversight of operational requirements associated with travel, meetings and events.

The position will:

·        Review operational requirements.

·        Ensure appropriate budget availability.

·        Coordinate significant arrangements.

·        Monitor expenditure.

·        Provide direction to administration staff.

·        Escalate significant or unusual requirements.

9.      PETTY CASH

The Finance & Operations Officer will provide financial oversight and review/reconcile petty cash information as required.

10.  COMPLIANCE AND RISK

The Finance & Operations Officer will:

·        Ensure finance and operational activities comply with Menzies policies and procedures.

·        Identify financial and operational risks.

·        Escalate significant risks to the Finance & Operations Manager.

·        Support internal and external audit requirements.

·        Ensure appropriate documentation is maintained.

·        Promote compliance across the Support Services function.

·        Support implementation of WHS and operational requirements.

·        Ensure issues are appropriately documented and followed up.

11.  STAFF COORDINATION

The Finance & Operations Officer will provide day-to-day coordination to the Logistics & Database Assistant and Administration & Procurement Assistant.

This includes:

·        Allocating routine operational priorities.

·        Coordinating workloads.

·        Monitoring completion of operational tasks.

·        Following up outstanding actions.

·        Supporting staff to comply with procedures.

·        Identifying training and development needs.

·        Escalating performance concerns to the Finance & Operations Manager.

12.  Other responsibilities

Any other tasks as reasonably required by the Finance and Operations Manager.

·        Alternatively, relevant practical experience in finance, accounting, operations, procurement, logistics or administration.

·        Previous experience in a finance, operations, procurement, logistics or administrative role.

·        Demonstrated experience in financial administration, budget monitoring, procurement and expenditure management.

·        Experience working in an NGO, research, health or international development environment is desirable.

·        Demonstrated ability to coordinate multiple tasks and work effectively within established policies and procedures.

·        Demonstrated ability to provide day-to-day coordination and support to other staff.

·        Demonstrated understanding of financial administration and budget monitoring.

·        Demonstrated ability to coordinate operational activities.

·        Demonstrated ability to work with multiple stakeholders.

·        Good organisational and planning skills.

·        Ability to prioritise competing tasks.

·        Demonstrated integrity, reliability and confidentiality.

·        Ability to work independently within established policies and procedures.

·        Good Microsoft Office skills, particularly Microsoft Excel.

·        Understanding of Menzies values and commitment to a safe and inclusive workplace.

·        Experience with international freight, customs clearance or government regulatory processes.

·        Experience with TechOne or similar financial/procurement systems.

·        Experience with warehouse or inventory management systems.

·        Experience with fleet or vehicle administration.

·        Experience with asset management and physical stocktakes.

·        Knowledge of donor-funded project requirements and procurement procedures.

·        Experience using MSupply or similar inventory/database systems.

·        Strong Excel skills.

·        Previous experience working with international suppliers, freight forwarders or government agencies.

·        Demonstrated ability to improve administrative or operational processes.

·        Willingness to undertake additional training and develop broader operational management skills.

·        Ability to communicate effectively in Tetum and English.