Administration-Finance Officer

Tēnei tūranga – About the role

The Finance/Admin Officer provides financial and administrative support and direction to the office, assisting management to meet their strategic and operational goals. The key purpose of this role is to provide excellent and timely financial, human resource and administrative support to the office management team and staff.

Ngā herenga – Requirements of the role

Personal specifications

The ideal appointee will have experience in:

• Working in a position requiring attention to detail, excellent organisational skills, and an ability to work unsupervised.
• Financial and budget management, including knowledge of financial and accounting concepts.
• The use of Microsoft Office applications.
• Meeting deadlines and coping with fluctuating workflows and external pressures.

The preferred appointee will demonstrate:

• Good oral and written communication in English.
• A sensitivity to individual gender and cultural differences in colleagues.
• Sound analytical, judgement and problem-solving skills.

Personal attributes:

• Honesty and integrity in all transactions and interpersonal interactions.
• Genuine desire to deliver delightful customer service, both internal and external.
• Ability to learn from new experiences and situations and welcomes feedback and input from others.

Other:

• The ability to gain and maintain a national security clearance as required.
• Must be a New Zealand citizen or hold a New Zealand Permanent Resident visa.
• Must have the legal right to live and work in the country in which this position resides (if the role is located outside of New Zealand).

Takohanga tuhinga o mua – Key accountabilities and deliverables

Financial management

• Timely processing of accounts payable.
• Processing and management of fortnightly payroll.
• Daily banking, monthly bank reconciliation, budget monitoring and reporting and year end reporting.
• Accruals, Fee refunds.
• Asset Register management.
• Petty Cash management.

Administration functions

Management and completion of administration support functions as required for the efficient and productive operation of the office, including:

• Management of physical/electronic finance, human resource, and administrative files and records.
• Liaising with suppliers to obtain further information or answer queries.
• Maintain and manage office and residential leases.
• Ensure repairs and maintenance of office and residential properties as required.
• Compliance with all local and MBIE legislative requirements and good employment obligations and practices.
• Ordering and management of forms, stationery, office consumables and IT equipment.
• Travel Co-ordinator functions.
• Manage visa label ordering and stocks on hand.
• Any other duties as required.

Team and self-development

Taking responsibility for the self-development including:

• Taking responsibility for own professional development, work with manager, and seek opportunities to learn and grow.
• Maintain training and development records and registers.
• Contribute and collaborate as a team member to achieve common MBIE and Visa Services’ vision, purpose goals and objectives.

Internal controls

Provide quality and assurance services as required, including:

• Following the established internal control management processes.
• Carrying out internal control checks as required.
• Proactively identifying opportunities for continuous improvement and participating in team/office quality initiatives.

Wellbeing, health and safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Administration-Finance Officer position reports into the Visa Operations Manager within the Chief Operating Officer branch. The branch sits within the Immigration New Zealand group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission