Finance Officer


Job ID:



$41,443 - $61,112 pa


Accounting, Banking, finance & insurance, Education

Job Views:



Manawatu / Wanganui 



Employment Type:

Full time

Job Description:

Finance Officer 

Facilities Services Management - Manawatu, Operations, International and University Registrar

Opportunity for an experienced financial administrator with a minimum of 5 years’ experience in supporting a service group to join the Massey University's Facilities management team on the Manawatu campus.

Location:Palmerston North
Grade:Grade E
Salary:$41,443 - $61,112 pa
Applications close:11:45 p.m. on 10 October 2018

Position overview

For more than 80 years, Massey University has helped shape the lives and communities of people in New Zealand and around the world. Its forward-thinking spirit, research-led teaching, and cutting-edge discoveries make Massey New Zealand's defining university. The Operations, International and University Registrar portfolio is responsible for leading Facilities Management across the University.

A recent departure has created exciting and interesting opportunities for an experienced financial administrator to join our Facilities Management Team based at the Manawatu Campus, in Palmerston North.

The role is for an experienced financial administrator with some financial management experience.

To be successful with your application, you will have formal qualifications coupled with a minimum 5 years’ experience in financial administration. You will have proven track record that demonstrates your experience.

If you are ready to join us in making a difference apply now!

Job description

Purpose statement

To support Facilities Management (FM) across all Campuses manage, operate and plan in a financially responsible manner in accordance with University policy.

This is achieved by providing timely and accurate financial information that is useful, meaningful, and relevant. A critical objective is the efficient and effective administration of data while ensuring internal controls are observed.

Responsible for accuracy of financial accounting and management reporting for National Facilities Group. A key member in driving continued performance and delivering financial targets/objectives

Responsible to

Manager, Capital Development Projects

Key accountabilities

  1. Finance Management
    1.1 Assist the Budget Centre Manager(s) with annual budget setting for FM Group.
    1.2 Administer PR and GL accounts and exercise payment authorisation within financial delegation.
    1.3 Monitor PR, GL, RM and NP accounts within FM Job Costing/Asset Management System, identify significant variances and other observations of interest and notify Budget Centre Manager, or financial delegation holder as appropriate. Ensure all GL, PR, NP and RM statuses in Tech-One reflected in with FM Job Costing and Asset Management System (Maximo).
    1.4 Provide reports from financial systems to Budget Centre Managers, or financial delegation holders on request.
    1.5 Respond to significant financial queries from outside of FM, in liaison with Budget Centre Manager, or financial delegation holder as appropriate.
    1.6 Liaise and assist Budget Holder Managers with monitoring revenue.
    1.7 Assist with the preparation and submission of Requests for Financial Authority, finance aspects of Business Cases and other written material as appropriate.
    1.8 Carry out month-end and year-end procedures and associated reporting, updating, reconciliation and accruals within Massey Finance System and in conjunction with Maximo.
    1.9 Monitor FM’s Internal W.I.P. so as not to exceed amount determined by Finance.
    1.10 Responsible for management, maintenance and operability of Maximo.

  2. Finance Administration
    2.1 Oversee process of FM staff timesheets, including all details of hours completed in each job, overtime, and call outs.
    2.2 Administer FM staff travel and expenses claims - check and exercise payment authorisation within financial delegation using Massey University Reimbursement System FlexiPurchase.
    2.3 Countersign financial documentation within financial delegation and in accordance with University policy.
    2.4 Oversee administrators initiating invoice requests for accounts receivable within Maximo and the University Debtors system.
    2.5 Oversee administrators’ preparation and processing of accounts payable documents and Technology One downloads.
    2.6 Follow-up outstanding accounts receivable as initiated from Maximo.
    2.7 Oversee purchase order requests and periodically check for compliance with University policy, and in conjunction with Maximo.
    2.8 Oversee accuracy of input for work requests to the Maximo software and notify managers of accuracy and timeliness deficiencies.
    2.9 Monitor national outstanding work orders, purchase orders and service requests and ensure managers are aware of work requests not closed upon completion, ensuring all material and labour costs are entered including contractor’s charges where appropriate within Maximo.
    2.10 Process and reconciliation of staff credit cards.
    2.11 Respond to all significant financial queries from within FM.
    2.12 Reconciliations completed by 20th of the month.
    2.13 Raise Purchase Requisitions within Massey’s Finance System for services/supplies and as requested by FM Managers.
    2.14 Approve and receipt Purchase Orders within Massey’s Finance System as requested by FM Managers.
    2.15 Manage the charging of tenants and other parties for services and utilities making use of the University Debtors system

  3. General Administration
    3.1 Oversee filing and archiving relating to finance matters.
    3.2 Maintain and update departmental Procedures Manual in relation to Finance matters.
    3.3 Execute other tasks as requested by senior FM Managers, consistent with this overall Statement of Accountabilities.

Person specification


A qualification in an appropriate field relating to finance administration is desirable but not essential.


• Experience of managing financial administrative processes in an office environment.
• 2 - 5 years’ experience within the University sector is desirable but not essential.

Personal attributes and behaviours

• Ability to carry out financial administration processes within an operating budget of over $20M, thinking proactively and strategically in a busy commercial environment.
• Proficient in the use of common administration software and bespoke university software and/or an interest in acquiring new skills.
• Some familiarity with building terminology and trades activities.
• Current driver’s licence is desirable, but not essential.
• Demonstrates accountability, ownership and responsibility.
* Works well with others in a team environment.
• Communicates effectively with people.
• A commitment to following the University’s Policies, Procedures, and Regulations.
• Works with concern for order, timeliness, quality, and accuracy.
• Effective organisational skills and prioritises workloads.
• Effective communication skills.
• Decisiveness.
• Ability to build positive relationships with customers.
• A clear and positive thinker.
• Ability to maintain confidentiality.
• Displays initiative.

Company Info
Massey University Manawatu,Auckland and Wellington Campus
New Zealand

Phone: 0800 627 739
Web Site:

Company Profile

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