Scope of Work
1.Establish an accounting and financial reporting process for the PR, to ensure, complete, accurate and timely reporting to the Global Fund in compliance with the terms and conditions of the Grant Agreement, focusing on achievement of the following results:
•Full compliance with PR rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
•Continuously reviewing the financial situation and supporting the programme in the preparation of cash forecasts and periodical Annual Disbursement Decision Requests to the Global Fund and annual consolidated financial statements;
•Quarterly review and approve Funding Authorizations and Certificate of Expenditures of SRs;
•Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance under the supervision of the Finance team, including monitoring and tracking payment schedules of the procurement;
•Routinely monitor financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained;
•Ensures coordination with the external auditor to finalize the audit reports (including, reconciliations with the Local Fund Agent reports) to ensure the final audit report complies with the approved Terms of Reference and the Global Fund's audit guidelines and follows up in a timely manner to ensure that audit recommendations (finance) are properly addressed.;
2.Hands on technical support to the ministry in during the upgrade the Ministry of Health's accounting software to comply with the financial reporting terms and conditions of the Grant Agreement, focusing on achievement of the following results:
•Effective application of financial management systems and strategic oversight of planning, budgeting implementation and monitoring of the programme, tracking use of financial resources in accordance with MoH rules and regulations;
•Effective oversight and finalizations of the financial sections of the Progress Update and Annual Disbursement Decision Requests and preparation of quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements for submission to the Global Fund;
•Timely revision and finalization of Enhanced Financial Report and other adhoc financial reports as required by the Global Fund;
•Periodical preparation of fund balances, taking into consideration the data provided by the SRs fund balances to ensure better forecasting of activities as appropriate;
•Timely preparation of programme budget reviews and the provision of justifications for budget reallocation/reprogramme requests (if any) for submission to the Global Fund;
•Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
•Ensuring that advance payments and direct payments for MOH and The Global Fund Sub Recipient's (SRs) vendors are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the system on a timely basis;
•Analysis and elaboration of proposals for the internal expenditures' control system ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted; Monthly Payment Orders (MPOs), travel claims, and other entitlements are duly processed and receipting of goods and services and establishment of accruals are properly done in compliance with International Public Sector Accounting Standard (IPSAS);
•Control of the Accounts Receivables and maintenance of the General Ledger;
3.Design and/or maintain effective team work with the PMU Finance unit of the PR Malaria MOH, to ensure improved performance of the PMU finance team towards timeline and accurate of the Financial Report generated from the new accounting software, to be submitted by the PMU Finance Manager to The Global Fund, focusing on achievement of the following results:
•Analysis to ensure timely, complete & accurate financial report submitted by the SRs – to be reviewed by all Project Management Unit (PMU) Internal Controller staff;
•Conduct monthly review of consolidated monthly financial report from all PMU Internal Controller staff to provide monthly analysis absorption level to the PMU Finance Manager;
•Ensure monthly meeting between PMU finance team and the programmatic team of the PR Malaria MOH is conducted timely with accurate report, for further decision making by the high level management;
•Support the PMU Finance team to develop quarterly Cash Report and bi-annually financial report (PU and PU/DR) timely from the new accounting software with accurate data;
•Support to conduct monthly spot check of all PR & SRs’ financial report based on the updated risk mapping – to ensure complete validation process from PR towards SRs’ financial report.
4.Ensures facilitation of knowledge building and knowledge sharing among country programme and contribute to the implementation of gender equality accountability framework and Gender equality Results Based management at project level, focusing on achievement of the following results:
•Regular capacity development and trainings to relevant staff of the country partners on logistics and/or procurement modules;
•Conduction of training for the PR staff on Logistics/Inventory/Asset and Procurement Management;
•Synthesis of lessons learned and best practices in Logistics/Asset/Procurement;
•Ensure gender-based budgeting as part of gender mainstraiming into project
•Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming.
5.The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
•Human rights and gender equality is prioritized as an ethical principle within all actions;
•Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
•Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
•Differentiated needs of women and men are considered;
•Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;