Manager, Finance and Administration

Plan, organize, direct and control all aspects of the accounting, finance, and administration functions within the Trinidad and Tobago Bureau of Standards (TTBS).

Position: Manager, Finance and Administration
Reports To: Executive Director
Organization: Trinidad and Tobago Bureau of Standards (TTBS)

Principal Accountabilities

Finance and Accounting Expertise

1. Determines and plans in accordance with wider strategic objectives, the general work programme of the Finance and Administration Division.
2. Manage all accounting functions of the Bureau e.g. accounts payable, accounts receivables, receipting, payment of invoices, payroll, billing, collections etc.
3. Undertakes long term financial planning, investment decisions and identify additional funding sources for the TTBS.
4. Manages the Bureau’s cash flow requirements and prepares and presents quarterly and yearly cash forecasts, and works with the Executive Director and Managers to actively monitor and address budget variances.
5. Oversees the preparation of annual statutory financial statements for timely submission to internal and external stakeholders.
6. Oversees compliance with local regulatory and taxation requirements such as Income tax and VAT and implementing necessary measures to meet these requirements.
7. Establish and monitor policies and procedures for the effective operation of the Finance, Accounting and Administrative Units ensuring they are appropriately applied.
8. Accurately tracks Profit and Loss Statements, Balance Sheets and other key metrics for the TTBS.
9. Reviews monthly financial reports for the Executive Director, Board, Government and any other Stakeholders.
10. Reviews Divisional Budgets for conformity with operational plans and establishes and develops budgeting control and performance monitoring systems.
11. Reviews Financial Statements for external audit and liaises with auditors accordingly.
12. Reviews the financial function of any subsidiaries to ensure conformity to accounting and statutory requirements.
13. Establishes and oversees the general and specific performance requirements of all staff of the Finance and Administration Division.
14. Manages bank accounts and monitors reconciliations, transactions (including but not limited to wire transfers, credit cards), signing authorities etc.

Administration Expertise

1. Responsible for general direction and guidance of the Administrative, Records and Support Services Management functions.
2. Manages the company’s fleet of vehicles inclusive of their operations, safety, and maintenance.
3. Coordinates the administration of the security and facilities management portfolios.
4. Establishes and adheres to procedures and systems for reporting to the Board of Directors.
5. Responsible for the improvement of operational systems, processes and policies in support of the organizational mission including management reporting, information flow and management and organizational planning.
6. Serves as the TTBS’s representative in meetings dealing with Administration and other functions.

General Management

1. Actively participates as a member of the Leadership Team ofTTBS.
2. Assists in the development of the overall strategic and business strategy of the TTBS as well as the specific technical area of competence.
3. Analyzes and manages Divisions’ operations budget to ensure compliance with organizational expenditure requirements.
4. Responsible for the Quality Management Infrastructure of the Division, including the execution and monitoring of the divisional scorecard, and appraising employee achievement of said goals.
5. In consultation with the Strategic Human Resources Division, support the recruitment and manpower planning function inclusive of participating in interviews as may be necessary, highlighting competency and training and development requirements for Divisional staff.
6. Responsible for rewarding and disciplining employees in the Division in keeping with Company Policies and the Collective Agreement.
7. Responsible for developing functional area co-operation programmes with other core Technical Divisions towards the enhancement of the TTBS’s products, services, markets and brand image.

Person Specifications

Academic/Technical

• Fully qualified Chartered Accountant plus post graduate management training in Finance or Business or an equivalent combination of experience and training.  
• Member of the Institute of Chartered Accountants of Trinidad and Tobago.

Work Experience 

• At least seven (7) years experience in finance/accounting with at least five (5) years in a senior managerial position. 
• Must possess a high level of proficiency in the use of integrated and computerized financial management and accounting systems. 

Other Skills/Knowledge

• Excellent negotiating skills;
• Ability to express ideas clearly and concisely both orally and in writing;
• Ability to motivate and effectively manage professional staff;
• Ability to establish and maintain working relationships with government officials and the business community;
• Ability to lead teams and encourage team interaction.