"An understanding of, or an ability to quickly acquire an "
Air Force Training Command RAAF College Headquarters Position Number: 341214 An understanding of, or an ability to quickly acquire an understanding of, Defence financial management and procurement polices and procedures including accrual accounting. Since commencing work at Support Equipment Logistic Movement Unit (SELMU) I have gained the knowledge and have displayed proficiency in all areas of procurement, supply, inventory and finance related matters. Information Sources that I utilise in Procurement are the Financial Management and Accountability (FMA) Act 1997 and FMS Regulations govern all procurement undertaken by Commonwealth agencies. Defence Chief Executive Instructions relates to the financial administration. Defence Chain Supply Manual is the primary source document for purchasing officers undertaking procurement in Defence. My experience so far has involved all aspects of Government Procurement and I have come to appreciate and understand that the Principles and Practises are about obtaining value for money and open and effective competition. I hold the delegations of Proposal Approver, Procurement Approver and Liability Approver within set guidelines; maintain my own AAS spreadsheet on Commitment and Expenditure and update FALCON Commonwealth Departments/Agencies use accrual accounting, which identifies the need to manage and report their financial position, not just expenditure against revenue. In accrual accounting transactions are recorded in the correct time period or ‘brought to account’ as soon as they are earned or incurred; as well non-cash transactions have a monetary value and contribute to the business unit’s financial position. It is also based on the parameters used to collate and the data entered by providing consistency and disclosure. Transactions are also entered using conventions such as: against the correct business entity, monetary terms and the life of a business entity, which is divided into regular accounting periods. A Chart of Accounts is used in which like transactions are grouped in order to collate data and generate reports. Financial reports are important in that they assists managers in their decision-making the main three are the Statement of Income and Expenditure, Statement of Performance and Statement of Financial Position. Budgeting within the accrual accounting identifies and plans for all costs that will be incurred. The main emphasis is on monitoring and is done on a monthly or quarterly process as opposed to an annual process. Thus allowing managers to focus on performance against budget and to take appropriate action as necessary. Demonstrated ability to research, interpret and apply relevant policies and instructions. Since commencing working for the Department of Defence I have proven that I have the ability to interpret and apply relevant policies and instructions. Working for Support Equipment Logistic Movement Unit I have demonstrated on a daily basis that I have a strong understanding of the Defence Supply Chain Manual. It outlines the rules and regulations and I am able to interpret this information in the procurement process. I have strong research skills by utilising the Intranet to obtain online information sources such as Defence Instructions. Demonstrated experience or understanding of Business Management issues including Corporate Governance and Resource Management. The main source of Governance References are what I stated in Criterion 1, as well additional references are the DRB44 - Chart of Accounts, DRB 47 - Manual of Financial Delegations and the DRB 48 - Accounting Manual. Financial reporting is one method that allows management to demonstrate their accountability by making their performance visible and providing an audit trail. Audited Financial Statements are prepared in accordance with the FMA Act and Financial Statements guidelines and are often referred to as Section 49 reports. Verona Villegas Page 1 Air Force Training Command RAAF College Headquarters Position Number: 341214 The Resource (Internal) Management Cycle links resource allocation to planning monitors the effective and efficient use of resources to achieve outcome and outputs and enables evaluation of performance and reassessment of plans. Financial reports are essential to the management of a unit, there are two main types of reports internal and external. Internal reports are generated to provide financial and performance information on outputs. These can include Management Reporting/Variance reporting, Balanced Scorecard, Customer Service Arrangement Reporting. These reports assist managers by helping to address emerging problems, and to make more effective use of resources. External reports comply with legislative and parliamentary accountability requirements. By generating reports it enables all levels of management a complete financial data to support the decision-making process. Experience with Financial Information management systems (eg ROMAN) and the Microsoft Office suite of packages to enable provision of financial and management information in both graphical and textual formats. Operating knowledge of PMKeys and SDSS desirable. Fully conversant in: Microsoft Word, Excel, Access, PowerPoint, Outlook and Integrated Office Packages. At Defence Air Publication Agency I produced Tri-Service Technical and Non-Technical publications for the support of Air Services for the Australian Defence Force. Using Microsoft Word 97 to an advanced level. I have done courses in Excel and Access to an advanced level. I utilise PowerPoint to enhance presentations this has included incorporating graphics, animation of the presentation. I have also got the skills in that I am able to integrate Excel, Access into a Word document and I can apply this knowledge as well into a PowerPoint presentation. I am fully conversant with all functions of Outlook. I also have extensive knowledge of ROMAN/SDSS as I utilise these packages on a daily basis to carry out procurement functions. These include: Raising Quotations and Purchase Orders Overseas Commercial buys (through Australian Embassy) Payment of claims Payment of direct invoices without a purchase order Checking SDSS payments via ROMAN Checking of payments via ROMAN Personnel Management Key Solutions (PMKeys) is a integrated personal management and payroll system. It is a database system designed to help with the Human Resource management of civilian and military personnel. As a civilian I have access to PMKeys on the intranet, it contains my personal data, pay records and leave entitlements. For military personnel it contains information relevant to their military career. PMKeyS will interface with financial reporting information in ROMAN. Other financial information database that I use is Financial Accounting Logistics Command On-Line Network (FALCON), which is used to accurately record and maintain financial plans. ROMAN interfaces with FALCON through account codes and costs centres and provides financial reporting information. Verona Villegas Page 2 Air Force Training Command RAAF College Headquarters Position Number: 341214 Well developed oral and written communication skills including the ability to liaise, negotiate, prepare and present written briefs, reports and correspondence. A high standard of oral and written communication skills have been of paramount importance during my years of working for Defence and outside organisations. Through regular liaison with both departmental personnel and outside agencies, I have developed excellent communications skills. My duties have involved the preparation of various forms of written correspondence ie: internal minutes, E-mail, official letters, fax and messages, of which have relation to equipment, finance or matters affiliated with purchase orders. Through daily practises, I have enhanced my oral communication skills, as I converse with Service and Civilian personnel at varying levels in Defence establishments and a wide range of contractors and suppliers Australia wide. Whilst working at Wormald Fire Systems I dealt with clients both on the telephone and in person. I was required to co-ordinate my Managers work schedule. This required me to liaise with clients, sales representatives and servicemen. Arranging sale meetings with new clients, ensuring that all relevant material was made available to all parties involved. At times my Manager would be on site and I was required to action his mail. Drafting the appropriate letter for his signature when he arrived back. I was also involved in the co-ordination of contracts for new business, this required me to type the contract details, letters of acceptance from information that was in the sales portfolio. On a weekly basis I would type out a non- compliance report on the various building sites we managed and would forward this report to the service manager for him to action Demonstrated knowledge of, and commitment to the APS values, with an emphasis on Occupational Health and Safety Equity and Diversity. The concept of work place diversity is that everyone is given the opportunity to make the most of their talents and abilities. Its works on the principle of Equity and Diversity. Equity allows people to have access to appropriate training and development opportunities. It also seeks to treat people on their merit. The benefit of merit is that people are assessed on their knowledge, skills, experience, professional qualifications and ability to perform the job. Diversity focuses on that we are all different, we come from different cultural backgrounds, gender, and age and so on. It also relates to the fact that we all have diverse work experience, educational background it is these differences which hope to produce a productive efficient working environment. Management has a role to play by enforcing Equity and Diversity by ensuring that all personnel are treated fairly and to provide a working environment free of harassment and discrimination. Putting strategies into place to create opportunities for all personnel to participate in the formulation of policies and practices. Making sure that staff has access to information and services appropriate to them. Under the Occupational Health and Safety (Commonwealth Employment) Act 1991. The Department of Defence has a duty to take all responsible practicable steps to protect the health and safety of its employees while at work. The object of the Act is to secure the health, safety and welfare at work of employees to protect persons at or near workplaces from risks to health and safety arising out of work activities. Through my daily work practises I demonstrate my commitment to the APS Values by conducting myself in a professional manner towards my fellow co-workers and by adhering to the principles of Equity and Diversity. Verona Villegas Page 3