State Finance Coordinator
Role description, responsibilities, start-up, ongoing, and post-incident actions
Responsibilities State Finance Coordinator
Your primary responsibility is to manage all financial functions that support the incident response to enable continuity of operations. This includes overseeing expenditure, cost tracking and financial reporting to ensure accurate accounting during any disruption and compliance with organisational audit requirements.
Reporting line: You report to the State Incident Controller.
- DEVELOPING an operating plan for the Finance Section
- FULFILLING supply and support requirements and coordinating procurement or financial approvals as needed
- COLLECTING, recording and maintaining all cost data, including expenditure, resource use, and financial commitments
- GATHERING pertinent information from briefings with responsible agencies
- PROVIDING timely financial and cost analysis to the State Incident Controller and IMT to support operational decisions
- PROVIDING financial input into demobilisation planning, including cost recovery requirements and post-incident reporting
- MAINTAINING regular contact with the HMA senior executive on finance-related matters
Start-up Actions State Finance Coordinator
- CONFIRM location of the IMT meeting room upon notification from the IMT
- PROCEED to the IMT meeting room. Bring your mobile phone, iPad/Tablet, laptop, chargers, staff access card and ensure you have access to relevant documentation
- REVIEW the IMT “Rules of Engagement” / Ground Rules and agreed behaviours:
Remind everyone that after IMT is invoked, normal reporting lines change: all staff will report to State Incident Controller and those delegated to act on instructions from IMT
Within IMT we will (Rules of Engagement):
- Listen to others’ expertise – no one knows everything
- Speak up if the team seems to have overlooked a key issue
- Beware of tunnel vision, maintain situational awareness
- Delegate tasks rather than having the whole team focussed on a single issue
- Recognise that our immediate decisions should be informed by longer-term considerations
- Declare each decision being made and how it is being recorded, and its deadline for action
Ongoing Actions State Finance Coordinator
- MAINTAIN a log of all your activities/decisions/actions
- KEEP the IMT briefed regarding any significant issues arising out of your area of responsibility
- At the end of your shift/end of day, COMPLETE your Handover Sheet for your relief or the next day
Post-Incident Actions State Finance Coordinator
- COMPILE, PRESERVE, and CONSOLIDATE all information in the Events Tracking log
- PARTICIPATE in post-incident review and debrief with the IMT