Work Experience

Portfolio

Why did I enroll in this program?

          I enrolled in this finance program for a couple of reasons.  The first quite frankly was, that I did not want the benefit and opportunity to learn, to slip past me.  I did not want to leave this benefit “on the table” so to speak. As an employee of the Ministry of Border Control and Employment, I am entitled to take courses and enroll in programs of study free of charge.  Being employed a Head of Secretariat I spend a vast majority of my day working assisting with government finance either directly or indirectly and enrolling in the Bachelor’s Degree Programme with a major in Finance has really enlightened me to seeing the different areas and roles entrusted in a Finance Manager. 

What specific ways have my personal and professional goals been met?           Personally, I love to learn.  I am a lifelong learner and I credit my parents for instilling in me the love of learning and curiosity to ask the questions necessary- when learning. Quite honestly when I started thinking about beginning a graduate program of studies, I had wanted to enroll in the Human Resource Program. I thought I would be studying how to manage organizations and their human resource needs, travelling the Caribbean and interviewing candidates. So, I thought this particular program would be my choice.  However, after a discussion with my colleague, I was advised that the Bachelor’s Degree in Business, majoring in Finance would be a better professional choice for my career.  Professionally I have learned how the administrative world works- or at least have gotten a glimpse-beyond what I see in my day-to-day work.  Additionally, I have gained an historical perspective on higher administration has been fascinating as well.

In what ways will the completion of this program help move me along in my professional and personal journey?          

One of the biggest perks of work experience is that you can pick up professional skills through observation and practice. Did you like how someone opened up a conversation in an email? Or how someone delivered feedback to you? These tidbits can go a long way in helping you polish your professional skills for your future. An internship will help you learn meeting etiquette and gain confidence in talking to people at all levels of an organization. These professional skills will help you gain an edge over others as you enter the job market after graduation.

Everyone you meet while conducting your work experience, from your direct supervisor to colleagues to vendors are people with whom you can network. These are all people who can potentially connect you to job opportunities in the finance industry, or serve as a reference for you when you leave your work experience.

When you are sitting in the classroom full-time, it can be difficult to see how the concepts you are learning will impact you in the working world. Getting a finance work experience can help you not only apply what you have learned in class, but also give you a firmer understanding of the concepts as they relate to real people, situations, and organizations. Work Experience will also give you more insight to utilize in class or in papers, as you learn about topics that relate to topics you are already familiar with.

How has my learning in this program impacted my life?           This program has already aided in a few of my current responsibilities being changed. The work, studying, reading, researching, and learning all help keep my mind sharp at least that is my hope.

Reflective Report

It all began when my Lecturer informed the class that we have to find work experience placements for several weeks. When the class was first told about work experience I thought to myself 'great no school for weeks.' I was looking forward to looking around places and trying to figure out what and where I wanted to do my work experience. I personally enjoy things associated with Sports and helping people, but we were told it must be in our line of study, and for me that is Finance.

Overview of the Organization

My work experience was in the area of finance and it was conducted at the Ministry of Border Control and Employment, which I am currently employed as a Head of Secretariat. The Ministry of Border Control and Employment is located at Three Degrees Building, Airport Road, Grand Turk, Turks and Caicos Islands.

The Ministry of Border Control and Employment’s mission is to secure the borders of the Turks and Caicos Islands, to enable people who bring benefits to the Islands to visit, work and live here lawfully, to enforce the law firmly and fairly, to confirm legitimacy and identity, and to issue permanent status and citizenship to those who meet the criteria. 

The Ministry of Border Control and Employment was set up in 2009, bringing together under one Ministry the Immigration Department; Labour Department; Immigration Services Unit; and Department of the Registrar General. Towards the end of 2010/11 the Ministry reviewed all aspects of its services, and the context and challenges it faced, alongside the Public Service Reform programme. In 2011 it embarked on an ambitious change programme, which continues. 

Following a Public Service Reform Review in 2011, the Ministry of Border Control and Employment was restructured into three Departments: 

· Border Control and Enforcement; 

· Employment Services; and 

· Registration, Permanent Status and Citizenship 

These three Departments administer all decisions and actions under the Immigration Ordinance and Regulations; relevant sections of the Employment Ordinance; the Registration of Births, Deaths and Marriages Ordinance; relevant sections of the Marriage Ordinance and Adoption Ordinance; and relevant laws on oaths, deeds and debentures. 

Work Experience Responsibilities

Finance to me is a challenge on a whole; it is a good subject to learn because financial knowledge is always in demand. So far, I am on a good path learning all the concepts. I have learnt how finance affects businesses and how it allows organizations to identify cash inflows and outflows. During my work experience, I worked along with the Finance Manager for the ministry, and who is responsible for the day to day running of a ministry’s finance team. They provide a comprehensive financial accounting service with responsibility for preparing accurate, timely financial and management accounts and reports. They are also charged with developing financial strategies to ensure that the ministry’s reaches its short and medium term goals.

During my work experience I had several task to complete. Although I was slightly confused with some of these tasks in the beginning, once I asked for a clearer and simpler explanation, they were fairly easy to complete. First and foremost, I had to acquaint myself with the government’s Public Finance and Management Ordinance (PFM) along with the Public Procurement Ordinance (PPO). They are considered the government’s bible that guides ministries and public servants concerning the procedures that must be followed relating to the finances of government.

Some of my responsibilities included the procurement of goods and services. These responsibilities included procuring new furniture or office supplies following along the guidelines as specified by the PFM or PPO. Government procurement procedures ensures that once and item is over fifteen hundred dollars ($1,500) three quotes are needed to facilitate fairness and best price before approval can be given to proceed forward.

Within the ministry some of my responsibilities tied into dealing with human resource issues. In doing do those human resource issues have financial implications such as payroll. Each month I must ensure that staff within the ministry are assigned their correct salaries, all department heads receive their monthly head count, and if a staff member resigns, to ensure that the necessary documentation is sent to Human Resource Directorate. Furthermore, I must ensure that any changes that would affect staff salaries or allowances, the necessary documentation is prepare and sent for payment. All of those responsibilities have financial impact.

My duties intertwine financial, when preparing or making arrangements for the Deputy Premier’s travel either locally or internationally. First and foremost I must ensure that budgetary provision are available to facilitate such a request. Once it is available the daily subsistence will have to be prepared and calculated before being checked by the Financial Manager for approval. This process will also be done by myself for Heads of Department or any other staff member travelling oversea or locally.

During the months of October to March each department prepares there budget and manpower estimates for the upcoming financial year. I had to privilege of assisting during this year’s process. It entails a lot of work and many meetings with the finance and budget team, to ensure that all basis are covered with regards to any new spending request concerning the hiring of new staff or additional spending needed for more money into various accounts

One of my greatest task was preparing documents for Audit Committee queries. In doing so you must ensure that you have followed the necessary guidelines within the PFM and PPO. Audit queries requires you to submit all the necessary documentation concerning any query and if adequate information is not given, and procedures wasn’t followed, it put the Permanent Secretary in a bind because now she would have to appear the Public Accounts Committee to given reason and justification as when those procedures were not followed.

I was expected to be extremely busy and stressed due to the workload, however, this was the complete opposite. I was able to manage and was well prepared for this as I am used to it when I have a lot of assignments. However during the weeks I was surprised as to the amount of work that was given to me that was finance related to complete.

Lesson Learnt

Through this organization, I didn’t just spent time merely for compliance of the course but it has been an outlet for learning something new and a motivation to strive hard. All throughout the internship program, a lot of responsibilities was given to me from finance to auditing. A greater knowledge of what financing and auditing is all about was imparted to me.

The first day of my internship program was full of excitement. I was there with the hope of gaining knowledge that as I step out of the ministry, I’ll be a more confident woman when speaking of the finance field. People around the ministry were very approachable that I never had a hard time coping up with them. They were very hands on in guiding me through the necessary processes of the Public Finance Management Ordinance. The Permanent Secretary is a very down to earth person and I learned a lot from her. I also learned that as a person, we should always keep our feet on the ground.

One of the lessons learnt the work experiences is that when it comes to unforeseen circumstance in finance, additional Virements are required to cover expenses. A Virement is when the Ministry or department makes a formal request to the Budget Office to reallocate budget provisions from one account to another, within the same ministry. Reallocation of funding can only be done through House of Assembly Supplementary Request. The lesson learnt is that within the Ministry of Border Control and Employment it is impossible to predicate an actual budget for the Repatriation of detainees. In most recent times the ministry have been using estimates from previous years to assist in the Budget Provisions. Additionally, unpredicted weather occurrence or acts of nature have forced the ministry to develop a miscellaneous accounts to assist in matters such as these.

My expectations were not just met but were exceeded by my experiences. I already acquired skills in school but applying it to the field let me know more and more. I also learned to be more patient, objective and disciplined. Also, I learned to be considerate and to blend with workmates.

The whole journey of being on work experience was a very meaningful. I have realized a lot of things like a full appreciation of how the finance world move. I am also grateful of this opportunity given by my Lecturer at the Turks and Caicos Islands Community College. All of the things I learned are beyond my expectations so I am very thankful for all of it.

SWOT Analysis

A SWOT analysis focuses on internal factors over which you have control (strengths and weaknesses) and external factors which you can proactively prepare for (opportunities and threats). The object of this SWOT analysis is to capitalize on the opportunities that will afford me as a Finance Manager the greatest benefit and evaluate the potential threats to minimize adverse effects. Based on my work experience the following SWOT analysis was identified.

Organizational SWOT Analysis

Personal SWOT Analysis

Portfolio and Reflective Report

2

Organizational Structure

Ministry of Border Control & Employment Corporate Structure

Personal Observation

Reflecting back about the experience is a key to learning and it is definitely not a new idea.  In fact, a famous lesson from Confucius around 450 B.C. illuminates the importance of active engagement and real time experiences in learning, “TELL ME, AND I WILL FORGET. SHOW ME, AND I MAY REMEMBER. INVOLVE ME, AND I WILL UNDERSTAND.” (Reflecting about your experience, n.d.)

I found that the workplace itself was relatively diverse, based on my knowledge and experience working there and especially when it comes to the finances. From the Permanent Secretary to Heads of Department, to Senior Administrative Officers and Administrative Officers, are all working close together daily to achieve the ministry’s financial goal. You can visualize the different strengths and qualifications and they work together and organize their work in sync with one another so that work flows and they are able to complete their work efficiently in order to present it to the Ministry of Finance, Audit or the Budget Department to meet deadlines. This in turn, manages to help the workplace become better as a team and therefore creates a good atmosphere in the working environment.

Recommendation

Having had the experience of working on the finance field, I have begun to see the level of commitment and responsibility needed when engaging in the financial aspects of any organization. Good co-operation and communication is deemed necessary when it comes to following government’s Public Finance Management Ordinance or the Public Procurement Ordinance. Even greater effort is needed when procuring goods and services because at the end of the day, you the staff are binding the government into contracts with vendors and if the correct procedures are not follow then there will be consequences.

During my work experience my recommendations are as follows

· Ensure that a record kept of government supplies and fixed register

· Greater Communication between departments concerning their needs and supplies.

· Revision of Executive Board minutes to ensure that you get a better understanding of the department challenges which relates to their budgetary needs and manpower issues.

· Ensure that department adhered to the Public Procurement Ordinance and Public Financial Management Ordinance

· Educate staff of all procurement process by conduct training sessions on a six month basis

· Before committing the government into a binding contract over fifteen hundred dollars ($1,500) ensure that all the necessary procurement documents such as the three quote form is properly filled out.

· Department Heads must ensure that a Purchase Order is prepared before acquiring any goods or services on behalf of the government.

Cynara John

South School Lane

Grand Turk

Turks and Caicos Islands

Telephone: 649-232-4251

27th November 2018

Mrs. Susan Malcolm

Permanent Secretary

Ministry of Border Control and Employment

Three Degrees Building

Grand Turk

Dear Mrs. Malcolm

Thank you so much for the opportunity to conduct my work experience in finance at the Ministry of Border Control and Employment.

It was a wonderful experience and made me even more certain that I would like to pursue a career in this course of study.

Over the course of the work experience, I was able to spend numerous hours with the Finance Manager that is assigned to the Ministry of Border Control and Employment. Guidance was given to me, with a better understanding of government’s procurement and financial procedures, along with the major responsibilities that is placed on Finance Managers and the departments in which they deal with. It was incredibly rewarding to be able to assist the finance team, which helped me to display all the concept that I have learnt since pursuing the Bachelors program.

Your advice and experience have been tremendously helpful throughout these past few weeks.

I truly appreciate the confidence you showed in me by giving me this opportunity. I hope that after graduation, I might be able to speak with you at greater length about the directions I might take in being selected to hold the position of Finance Manager assigned to the Ministry of Border Control.

Sincerely,

Cynara John

Student

TCICC

References Reflecting about your experience. (n.d.). Retrieved from Virginia Tech: https://career.vt.edu/experience/Internships/reflect.html

Minister of Border Control & Employment

Hon. Sean R. Astwood

Deputy Permanent Secretary

Ms. Althea Been

Deputy Permanent Secretary

Mrs. Sharon Taylor

Radar & Coastal Services

Mr. Rodman Johnson

Labour Commissioner

Mr. Edwin Taylor

Director of Registration & Citizenship

Mr. Larry Mills

Director of Immigration

Mr. Derek Been

Customer Service Centre Manager

Mr.Emilio Seymour

Labour Tribunal

Mr. Vernon Williams

Permanent Secretary

Ms. Susan Malcolm

Immigration Department

Visa Referrals

Residence Permit

Intelligence/Forgery Unit

Task Force and Detention Centre

Deportation/Repatriation

Asylum

Compliance

Enforcement

Border force/Ports

Employment

Employment Unit

Inspectorate Unit

Case Worker Supervisor

BOTC Passports

TCI Stats Cards

PRC

Naturalization

Birth Certificates

Adoption Certificates

Marriage License/Certificates

Death Certificates

Wills

Apostil

Deed Polls

Customer Service Centre

Application Submissions