Team Leader - Accounts Payable

Tēnei tūranga – About the role

The Team Leader, Accounts Payable provides leadership of the Accounts Payable team and support to the Manager, Finance Operations to deliver a consistently high standard of service throughout the accounts payable process so customers are paid within agreed payment terms and accurately.  This role holds key relationships across MBIE and with external stakeholders that supports the positive reputation of Finance and Performance and MBIE as a whole.

The Team Leader, Accounts Payable will oversee a team whose focus is the delivery of accurate and timely payments for all of MBIE. They are responsible for building a positive and effective team through a focus on excellence, building capability, customer service and collaboration.

Ngā herenga – Requirements of the role

Personal specifications

• A minimum of three years’ experience in managing finance operations teams, especially accounts payable.
• Strong leadership and interpersonal skills, with the ability to create a motivated environment and a positive team.
• Proven experience in undertaking accounts processing in a medium to large size organisation, preferably within the Public Sector in a large and complex environment.
• Ability to quickly establish and build strong working relationships.
• Creative problem solver with a focus on achieving an outcome that is win/win.
• A strong and proven track record in customer service.
• Experience and ability of understanding and meeting financial accounting requirements, especially in relation to accounts payable.
• Applying technical expertise backed by evidence of analytical ability.
• Well-developed communication and relationship management capabilities.
• Effectively communicates technical information to a wide range of audiences.
• Well organised and able to manage conflicting priorities and ensuring that commitments, complaints, or problems are addressed within an efficient and acceptable timeframe.
• Working collaboratively with participants across MBIE.
• Experience with finance systems, Technology 1 is desirable.

Prerequisites

• Qualified, or studying towards, CAANZ Chartered Accountant (or equivalent).
• Must consent to and satisfactorily complete a credit check.
• Must have the legal right to live and work in New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Delivery and results

• Oversees the payment runs for Department, Non-Department, and third-party payments to ensure payment deadlines are met and comply with payment processes.
• Ensures a roster is in place for all Accounts Payable tasks and that the team are aware of their duties and perform them with the required level of integrity, accuracy, and time sensitivity.
• Works with the Procure to Pay Team Leader to ensure queries relating to the status of invoices from internal and external customers and suppliers are answered in a timely manner.
• Ensures internal processing controls are maintained at all times.
• Ensures consistency across the team in terms of best practice and actively works to develop and improve practices.
• Actively supports our target of paying domestic suppliers within 10 days of invoice receipt and identifies any areas of improvement to payments processes to achieve this.
• Uses problem solving skills by taking ownership of complex invoices or queries when required.
• Accounts Payable team adhere/exceed standard turnaround SLA for all core operation.

Lead and manage the Accounts Payable Team

• Manages the Accounts Payable team and ensures they have the knowledge and skills to be able to do their job successfully.
• Establishes clear accountabilities, expectations and performance standards with direct reports and ensures regular performance management and development occurs.
• Monitors individual and team performance to ensure that business objectives are met.
• Responsible for recruitment and training of team members and to develop succession planning within the team.
• Staff have performance and development plans in place and are coached to maximise individual contribution and are receiving formal feedback as part of the half and full year review process.
• Coaches, mentors, and develops team members to meet the needs of MBIE now and in the future.
• Complies with all MBIE policies and works within relevant delegations.
• Works with the Manager Finance Operations so that the team operates effectively and efficiently, and delivers agreed outputs to support achievement of Finance and Performance outcomes.

Relationship management

• Participates as an active team member and contributes knowledge and expertise needed to achieve programme and project outcomes.
• Develops and maintains strong working relationships with other Team Leaders in Finance Operations and wider Finance and Performance Branch managers and team leaders.
• Develops effective working relationships with executives, other managers, staff, and relevant stakeholders.
• Represents whole-of-Ministry views and protects its reputation in external interactions with organisations MBIE requires relationships with.
• Tests the effectiveness of stakeholder relationships using a range of appropriate measures and processes (including stakeholder feedback).
• Understands, leads, and communicates stakeholder outcomes.
• Evidence that the needs and priorities of the Team, Unit and Branch are appropriately represented in team outcomes.

Controls/Risk mitigation

• Responsible for the Accounts Payable team following appropriate internal controls and they are clear on the rationale.
• Ensure all control points/reports are spot checked monthly and reported to the Manager Finance Operations.
• Identifies areas of risk and proposes solutions to the Manager Finance Operations.
• Ensures all Accounts Payable processes are documented and reviewed for accuracy.

Business continuity

• Works with the Manager Finance Operations to keep the Business Continuity Plan up to date in relation to Accounts payable tasks.
• Ensures cross training takes place and that sufficient members of the team know how to carry out critical tasks.
• Provides support to other operational teams when required to ensure deadlines are met.

Reporting

• Ensures Accounts Payable is closed each month according to the monthly timetable and Year end in accordance with month end/year end processes.
• Aged items are investigated and resolved/documented within the month on receipt of advice from Accounts Receivable and Financial Accounting teams.
• Provides daily/weekly reporting of team outputs to be shared with senior leadership.
• Identifies strategies, work programmes and key performance targets for the team with supporting measurement, monitoring, and reporting mechanisms and proposes plans to the Manager Finance Operations.

Key relationships

• Procure to Pay Team Leader.
• Senior Advisor Finance Operations.
• Accounts Receivable Team Leader.
• General Manager Finance Systems, Operations & Procurement and other managers and teams across Finance and Performance.
• MBIE staff as customers.
• Suppliers and service providers.
• Auditors – internal and external.
• Banks.
• External Scanning Provider.

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 Team Leader, Accounts Payable reports to the Manager Finance Operations within the Finance Systems, Operations & Procurement Branch. The Finance Systems, Operations & Procurement Branch sits within the Finance & Performance Group.

More information about MBIE's structure

Matatautanga – Competencies (Leadership Success Profile)

The Leadership Success Profile (LSP) is a leadership capability framework, developed by the New Zealand public sector for the New Zealand public sector. It creates a common language for leadership and establishes what great leadership looks like. You can look at the twelve underpinning capabilities and four leadership characters here: Leadership Success Profile | Te Kawa Mataaho Public Service Commission(external link)

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).

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