- A willingness and capacity to embrace the Mission and Values of St John of God Health Care;
- Interpersonal skills, including in developing and maintaining effective relationships and communications within a diverse team;
- Fluent or competent in English and Tetun;
- Minimum of one years’ experience working in a similar administrative and finance role;
- Previous experience in budgeting, cash handling, and maintaining financial records;
- Skills in Microsoft Office programs, especially Excel, Word and basic spreadsheets;
- Timorese driver’s license
- Previous experience working in finance and administrative roles;
- Graduate or post-graduate qualification(s) in a relevant tertiary course, preferably finance, accounting, business administration, data management;
- Fluent or competent in Bahasa Indonesia & basic understanding of Portuguese
All interested candidates should submit a cover letter describing their suitability for the above position outlining their qualifications and experience. The candidate should include a recent CV and names of two referees with their contact details.
*All applicants must address the Selection Criteria as per the following Position Description.
Please note that this is a local national position. All applications should be addressed to Catarina Guterres, Support Services & Finance Manager, St John of God Outreach Services Office, Hospital Nacional Guido Valadares (HNGV), Dili. The application can be emailed to catarina.guterres@tlsjog.org or delivered directly to St John of God Office at HNGV.
All application must be received by St John of God not later than 1700hrs Friday 2th August 2024 Only short-listed candidates will be contacted for interview.
POSITION DESCRIPTION
POSITION TITLE: | Finance and Support Services Officer | |
CLASSIFICATION: | Negotiated | |
REPORTS TO: | Support Service and Finance Manager, Timor Leste | |
PERFORMANCE AND DEVELOPMENT PLAN: |
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Conducted during the first 3 months from time of commencement then every two years thereafter by immediate Supervisor/Manager. This Position Description shall be considered at the time of conducting your Performance and Development Plan. | ||
ST JOHN OF GOD HEALTH CARE MISSION AND VALUES
Our vision is to bring healing to people through services that are
Our organisational culture reflects our values of Hospitality, Compassion, Respect, Justice and Excellence.
Importantly because the whole of the organisation is concerned with caring for or supporting people, those associated with the provision of services, at all levels are considered to be "Caregivers".
Caregivers are expected to uphold the five values, treating each other and those they serve with respect and dignity in support of our vision.
The stated goal of the development programs in Timor-Leste is to:
“Improve patient care in hospitals across Timor-Leste by strengthening the capacity of Timorese healthcare workers, with the primary focus at Hospital Nacional Guido Valadares (HNGV) (Tertiary Hospital)”
a) PURPOSE OF POSITION
The purpose of the Finance and Support Services Officer Position is to:
- Maintain the financial system and all financial records necessary for the efficient and effective management of St John of God Outreach Services in Timor-Leste.
- Support the Support Service and Finance Manager and Country Manager in developing and implementing efficient systems, policies, procedures and guidelines, for maintaining and reporting on the financial system.
- Provide support for administrative functions within the Support Services team.
b) POSITION REQUIREMENTS
2.1 Mission
- Capacity to understand and willingness to support and promote the Mission and Values of St John of God Health Care.
- Commitment to organisation’s service ethos through the provision of excellent service.
- Caregivers are required to act in accordance with the standards of behaviour outlined in the SJGHC Code of Conduct document.
2.2 Key Responsibilities and Position Tasks
The key responsibilities will be to provide support for all financial functions within the International Health Dili office and to provide administrative support within the Support Services Team.
Finance activities will include:
- Acting as an ambassador for St John of God Outreach Services in Timor-Leste;
- Maintain financial accounts, records and reporting for SJGHC Timor Leste Support Service and Finance Manager
- Manage Timorese Caregivers monthly salaries and allowances, including accommodation, fuel, pulsa and medical reimbursements
- Maintain HR records for leave balances for Timorese Caregivers
- Maintain records of medical expenses for Timorese caregivers.
- Perform banking tasks, online and at the branch
- Pay accounts and manage expenditure, considering cash flow available in the SJG bank account
- Process invoices for payment including initiation of the Internet Banking payments and issue cheque for vendors; notification to vendors of paid invoices
- Complete financial reconciliation for all funds transferred to accounts in Timor-Leste
- Maintain petty cash, including hardship fund including transactions and reconciliations.
- Review monthly budgets submitted by Program Managers
- Prepare monthly operational funds requests submission to Social Outreach Finance, Australia
- Provide annual details regarding expatriate Caregivers vehicle, fuel usage, accommodation, and phone credit to meet SJGHC’s obligations with respect to Australian Fringe Benefits Tax
- Manage filing of hard and soft copies including G: - drive folders
- Follow SJGHC policies in relation to cash handling
Administrative activities will include:
- Liaising with the Personal Assistant to the Director, International Health
- Human resources
- Procurement processes: obtaining and managing vendor quotations
- Inventory management
- Organizing meetings (agenda, setting up of meeting venues and minutes records);
The key performance indicators for this position will be aligned with St John of God Health Care and Development Programs strategic and operational goals.
Key Performance Area | Measurement |
Effective maintenance of established financial processes. |
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Effective relationships with team members (Timor-Leste and Australian based). |
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Assistance in administrative functions |
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All other reasonable duties as directed by the relevant Manager/Supervisor/Director
3. Team Work
- Participate as a valued team member promoting and contributing to a supportive team environment.
4. Communication
- Communicate effectively with all customers and patients using the appropriate channels, utilising appropriate formal and informal channels of communication.
5. Quality and Risk
- Participate in, contribute to and implement quality improvement and risk management into all aspects of service.
6. Occupational Health and Safety
- Adhere to all applicable St John of God Health Care policies and guidelines.
- Take reasonable care of themselves and others.
- Not to interfere, bypass or misuse any system or equipment provided for health, safety and welfare purposes.
- Take all actions to avoid, eliminate or minimize hazards.
- Seek information on any work they undertake and be aware of the risks and hazards associated with their work.
- Report all incidents / hazards / injuries.
- Assist in completion of incidents / hazards / injuries reports.
- Participate in the documentation of Risk Assessments and Standard Operating Procedures for activities that could pose an OHS risk.
- Raise OHS issues with appropriate caregivers and take part in OHS consultative arrangements.
- Use Personal Protective Equipment as required and directed.
- Attend all mandatory and recommended OHS training as scheduled by Group Services.
- Promote a positive safety culture within their areas by demonstrating a positive commitment to OHS.
7. Child Safety & Vulnerable People Standards
- Ensure that Child Safe practices are inherent in working with children, young and vulnerable people in all areas of service delivery, including on and off location.
- Ensure that children and vulnerable people are aware of their rights to a safe and abuse free environment and are aware of how to report any concerns.
- Immediately report any suspected, observed or disclosed abuse in line with the reporting processes, to line manager with view to it being reported to relevant protective authority.
- Work with children / young people in a way that is respectful and appropriate to any cultural / diverse background and ensure a safe environment is in place.
8. Environment
- The caregiver, recognising St John of God Health Care commitment to responsible environmental stewardship, will support the organisational Environmental goals in performance of all duties.
SELECTION CRITERIA
Essential
- A willingness and capacity to embrace the Mission and Values of St John of God Health Care.
- Interpersonal skills, including in developing and maintaining effective relationships and communications within a diverse team
- Fluent or competent in English and Tetum
- Minimum of one years’ experience working in a similar administrative and finance role
- Previous experience in budgeting, cash handling, and maintaining financial records
- Skills in Microsoft Office programs, especially Excel, Word and basic spreadsheets
- Timorese driver’s license
Desirable
- Previous experience working in finance and administrative roles
- Graduate or post-graduate qualification(s) in a relevant tertiary course, preferably finance, accounting, business administration, data management
- Fluent or competent in Bahasa Indonesia and basic understanding of Portuguese
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