Administrative Officer : Financial services

Overview

At Toll, we move the businesses that move the world. Toll will manage and deliver a range of services on behalf of the Australian Department of Home Affairs to support Refugee and Humanitarian Visa applicants within the Assisted Passage Program.

As the Administrative Officer of Financial Services, you will provide operational and administrative support to all regions and will have a considerable level of contact with internal and external stakeholders. Your role is crucial to the management of 3rd party expenses, payables, and reimbursable incurred as part of our services.

You will provide financial Administrative Support to the Assisted Passage Leadership Team and be an important interface between the business unit and the Government & Defence Finance Teams.

Division: Government & Defence

Location: Nairobi, Kenya.

State/Territory: Africa

Department: Managed Services-Assisted Passage

Reports to: Team Leader: Team Leader -Financial services

Responsibilities

ACCOUNTABILITIES

The primary accountabilities of the job are:

• Customer Focus: Builds strong customer relationships
• Communication Effectiveness: Constructs verbal and written communication concisely, and appropriately for the audience.
• Flexibility and Adaptability: Maintains effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Decision Making Effectiveness: Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.
• Client Management: Maintains workplace purchase order register, invoicing and provider payments, supplier vendor codes and reconciliation of GL accounts.
• Situational Judgement: Ability to identify and take the most appropriate action in workplace situations that generate positive outcomes.
• Accountability: Holds self and others accountable to meet commitment and maintains confidentiality.
• Policy Compliance: Adherence to policies and procedures.

PRIMARY RESPONSIBILITIES AND DECISIONS

The primary responsibilities and decisions reside in these areas:

Finance Administration

• Process and reconcile all subcontractor and other supplier invoices as they are received and submit these for approval.
• Communicate with vendors and service providers to clarify or query financial documentation received.
• Undertake reconciliation activities balancing supplier invoices against Move Maestro records.
• Ensure all travel advances are acquitted within policy and without delay
• Maintain accuracy of global supplier registers and supplier vendor codes and provide remittances to key suppliers globally.
• Identify areas of administrative processes that can be improved and support the design and development of new or refines processes or strategies to implement those improvements.

It is expected that you will:

1. Carry out these accountabilities within the operation and process frameworks that apply at Toll.
2. Work together with all peers and leaders and a part of your performance review each year will be based on input from these stakeholders.
3. Exemplify the Toll Way and Toll commitment to Safety – this will be a key part of your annual development planning cycle.

KEY PERFORMANCE INDICATORS

Success in this role will be measured through a balance of quantitative and qualitative performance measures/KPIs that are aligned to the job group Key Result Areas which will form part of your annual objectives:

Putting the Customer First

Listen to customers and gain an understanding of their wider needs and their views on service quality. Consider these in making decisions which impact the customer to ensure they not only meet the customer's direct needs, but also enhance the total service experience.

Maximising Profitability and Return on Capital

Ensure achievement of results in own area, proactively managing process hand-offs between own activity and other areas to contribute to maximum profitability and quality results for the business.

Operational Excellence

Carry out core operational work and exercise significant judgement in non-standard situations to ensure the highest standards of safety and environmental sustainability, efficiency and customer service

Strategy & Capability

Identify and recommend innovations to improve work practices, equipment or systems which would enhance service offerings to customers resulting in growth.

Growth & Innovation

Identify and recommend innovations to improve work practices, equipment or systems which would enhance service offerings to customers resulting in growth.

KEY RELATIONSHIPS

The key relationships are with Assisted Passage and these organisations/staff

External Onshore External Offshore Internal Department of Home Affairs Medical Panel Providers Regional Managers Travel Providers / Airlines Major Subcontractors: Healix , Marm Assistance & Source Tactical Global Operations Manager Financial Services Team Leader Case Management Teams Supply Chain Managers G&D Finance Team Shared Services

Additional education

• Tertiary qualification is desirable but not essential.
• CPA-5/ACCA -3

Experience

1 Year

Additional experience

Knowledge/Experience:

• Solid understanding and experience of finance administrative concepts including the management and reconciliation of invoices and the acquittal of reimbursements.
• Strong attention to detail and the ability to stay focused on high-volume repetitive tasks.
• Communicates Effectively - Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
• Experience in MoveMaestro and the management of financial transactions in MoveMaestro is advantageous.

Technical/Professional Skills required

• Microsoft suite of products including Outlook, Excel and Word.

Eligibility

• Must be legally able to work and Live in Kenya.

Additional skills

ESSENTIAL PERSONAL ATTRIBUTES

Essential attributes for this position are:

• A desire to service the customer and to put their needs first.
• Flexible and able to adapt to constant change in a fast-paced environment.
• Be exceptionally well organised and methodical in approach to service delivery.
• Ability to sustain high levels of customer service and productivity when under pressure from clients and customers.
• Have a high level of personal integrity in using Company resources

SYSTEMS ACCESS

• Travel Management System
• Server – Drives and SharePoint
• TFMS
• UNIBIS / SAP
• MoveMaestro

Terms and conditions

All applications are to be submitted by 19th July 2024

Only shortlisted candidates will be contacted