FORM 5.5.0SA
POSITION DESCRIPTION

 UuNIVERsSITIPOF THE
SOUTH PACI!'IC

IDENTIFICATION
Position Title: Finance Assistant

Section:

Position Number: WW1007
Department:

Location: Samoa Campus	Category: Admin & Support Staff

Grade: 4

Current Incumbent:

Reports To: Business Manager/Accountant

Date of substantive appointment: Supervised by: Manager Accounting

ORGANIZATION CONTEXT

Organization chart to identify the job's reporting relationships

Executive Director Finance

Manager Accounting

Business Manager/Accountant

PURPOSE

Finance Officer

Finance Assistant

The Finance Assistant is responsible for providing accurate, timely, and compliant financial processing and administrative support. The role ensures proper documentation, supports efficient operations, and maintains adherence to established procedures and internal controls.

FORM 5.5.05A
POSITION DESCRIPTION

THE UNIVERSITY OF THE SOUTH PACIFIC

USP

NATURE AND SCOPE

The Finance Assistant performs routine financial processing activities under supervision, ensuring accuracy, completeness, and compliance with established procedures.

The role includes:

Processing financial transactions and maintaining records Performing reconciliations as assigned
•	Supporting financial reporting and budgeting activities Raising purchase orders (POs) based on approved requests Maintaining proper documentation and audit trails Responding to routine queries and supporting stakeholders
Escalating discrepancies or issues to the Finance Officer or Business Manager/Accountant

The role requires attention to detail, ability to follow established procedures, and effective communication. Issues or discrepancies are to be escalated to the Finance Officer, Business Manager, or Accountant as appropriate.

The responsibilities outlined in this position description are indicative and may vary depending on operational requirements and assigned functional area, while maintaining compliance with University policies, internal controls, and standards.

POSITION DIMENSIONS
Staff Responsible for:
Directly: Ni I Indirectly: Nil

Li1nits of Authority:
Financial: Limited to processing responsibilities
Non-Financial: As per University policies

FORM 5.5.0SA
POSITION DESCRIPTION

Key Relationships /Internal and External Contacts:

USOUTH PACIFIC

External
•	University Vendors -Local and Overseas
•	Internal Auditors
•	External Auditors
•	Financial Institutions

Internal
•	Business Manager/Accountants
•	Schools and departments
•	Finance teams
•	Procurement and Administration teams
•	Students

FORM 5.5.05A
POSITION DESCRIPTION

THE UNIVERSITY OF THE SOUTH PACIFIC

USP

PRINCIPAL/CORE RESPONSIBILTIES
Key Responsibility Areas	Key Strategies	Key Performance Indicators	
Financial Processing &
Transaction Support	•	Process financial transactions
accurately in accordance with
established procedures
•	Maintain correct records
•	Ensure completeness of supporting
documenlat10n	•	Transactions processed accurately
and within timelines
•	Minimal errors
•	Compliance with procedures	
Reconciliations &
Record Maintenance	•	Perform reconciliations as assigned
•	Maintain supporting schedules
•	Identify discrepancies and escalate as required	•	Reconciliations completed on time
•	Issues escalated promptly
•	Reliable records maintained and
readily accessible	
Support for Reporting
0      -.-.     .l  --"- •- -
f.X.   uuug.:uug	•	Assist in preparation of financial reports and data
•	Suppo1t budget-related activities
•	Compile and organise financial
information	•	Timely and accurate support
•	Reliable data
•	Deadlines met	
Procurement Suppo1·t	•	Raise purchase orders (POs) based on approved requests
•	Ensure required documentation is complete before processing	•	POs raised accurately and on time
•	Completeness of documentation
•	Minimal rework due to errors	
Compliance & Audit Support	•	Maintain proper records and audit trails
•	Provide documentation for audits
•	Follow policies and procedures	•	Compliance requirements met
•	Documentation readily available
•	Adherence to policies	
Stakeholder Support	•	Respond to routine queries
•	Liaise with stakeholders on processing matters
•	Escalate issues as appropriate	•	Timely response to queries
•	Effective communication
•	Timely escalation of issues	
Corporate Responsibilities	•	Comply with University policies
•	Contribute to team effectiveness
•	Maintain confidentiality
•	Perform other duties as assigned	•	Professional conduct
•	Compliance with standards
•	Positive team contribution	

'	'

FORM 5.5.05A
POSITION DESCRIPTION

USP
THE UNIVERSITY OF THE
SOUTH PACIFIC

TERMS & CONDITIONS

Salary: Grade 4: WST42,283.47 to WST50,824.95 per annum

Length of Contract: 3 years

Other Benefits:  	

POSITION SPECIFICATION

Educational Qualification

Essential	Desirable	
•	Diploma or Degree in Accounting, Finance, or Commerce	•	Progress towards a professional qualification	

Knowledge & Experience
It is essential that the appointee has:

Essential	Desirable	
•	Basic understanding of accounting principles
•	Experience using spreadsheets and financial systems
•	Ability to follow procedures and meet deadlines	•	Experience in a similar role
•	Exposure to ERP systems (e.g., Banner)	

Skills

It is essential that the appointee has:

•	Good understanding of basic accounting principles and financial processes
•	Proficiency in Microsoft Office applications, particularly Excel
•	Strong attention to detail with the ability to process data accurately
•	Good communication and interpersonal skills
•	Ability to organise work, follow procedures, and meet deadlines
•	

FORM 5.5.05A
POSITION DESCRIPTION

THE UNIVERSITY OF THE SOUTH PACil'IC

USP

Personal Qualities

It is essential that the appointee is:

•	Reliable and maintains confidentiality when handling financial information
•	Detail-oriented with a high level of accuracy
•	Professional and responsive to instructions and feedback
•	A supportive team player with good interpersonal skills
•	Willing lo learn and adapt in a dynamic work environment

APPROVAL

Supervisor Name: 	_ Supervisor Signature: 		_ StaffName:				 Staff Signature:  			

Date: 	_

Date: ----------