PURPOSE
The Finance Officer – Global Fund will support the implementation of accounting and administrative activities so as to ensure the effective and efficient management of the Financial Management system of the PR through the maintenance of appropriate records and reports. He/she will provide support to the Financial Unit of the Project in relation to the management and conduct of accounting activities in the execution of the Global Fund project, in keeping with the generally accepted standards.
SCOPE OF WORK
The officer will contribute to the fulfilment of the tasks outlined in the NSP and will contribute to the attainment of the stated programme objectives. These will include:
- Preparation and coordination of the Global Fund budget to be included in the submission to the Ministry of Finance by October each year
- Coordinate the monthly and quarterly review of the budget in keeping with actual expenditure.
- Preparation of cash flows for submission to Finance and Accounting Division (FAD) in the Ministry of Health
- Systematic check of ACCPAC entries for accuracy for all projects as necessary.
- Timely preparation and review of reports due to the Global Fund and the Government of Jamaica
- Lead in the preparation of audit schedules, financial statements for audit for all projects on a timely basis.
- Coordinate the preparation of monthly liquidation report for warrants.
- Submission of monthly financial statements and status report of the Project by the 2nd Friday of each month to the SFO
- Assist in the revision of the budget as required and in line with actual expenditure and based on approved reallocation to avoid budget over-run.
- Review of requests for advances and administrative fees received from implementing agencies and make recommendations for the amount to be paid within 2 working days of receiving same
- Review and certification of the bank reconciliation statements within 2 working days of receiving same
- Conduct quarterly site visits to the field implementers to review project documents and generate report on findings to be sent to the respective implementers and PR management team within 7 days after the visits
- Maintain the payroll register ensuring all officers being paid and amounts being paid are accurate and within the contract limit. Payroll is to be advised in writing of any discrepancies immediately
- Preparation of the monthly warrant liquidation report to be submitted to the MoH Accounts Department by the 10th working day of each month
- Review documentation provided to process payment to ensure all requisite supporting documents are attached before certification of vouchers and original invoices attached to signal the availability of fund and the approval of payment
- Checking accounts payable batches to ensure General Ledger codes, dates, period, and rates are entered correctly in the accounting software
- Print and check the general ledger on a monthly basis and ensure correcting journal entries are prepared to address mis-postings
- Ensure all the Accounts Payables, bank reconciliation and journal entry batches are posted in the General Ledger at least twice per week
- Monitor the entries of the financial reports received from field implementers in the accounting software
- Coordinate annual inventory count to be conducted on the stock twice per year on items held at NHF.
- Draft audit responses to all audit queries within the timeline outlined in the audit plan
- Prepare draft financial statements, supporting schedules and notes to be presented to the auditors at the entrance meeting in order to reduce the time taken to conduct the audit exercise
- Assist with training of field implementers and PR Officers to strengthen their Administrative capacity for the effective and efficient management of approved resources
- Any other duties officially assigned
SPECIFIC OUTPUTS
The officer will contribute to the achievement of the NSP and will be responsible for the attainment of the stated project objectives in accordance with this TOR. These will include:
- The effective and efficient management of resources in the implementation of the NHP.
- Ensuring that financial resources are optimized to channel for activities to reduce the transmission of new infections, especially by targeting high risk groups and reducing stigma
- Strengthening the Financial Management Support of the PR in its financial and administration matters
- The officer will assist with the management of the financial reporting of the projects in accordance with the Project and GOJ regulations. In addition, he/she will be responsible for cross cutting general support services aimed at ensuring efficient and effective utilization of resources
- The officer will have direct responsibility for creating a supportive environment within the Office of the NHP, where project resources may be utilized efficiently
- Assist with training of field implementers and PR Officers to strengthen their Administrative capacity for the effective and efficient management of resources
DELIVERABLES
In supporting the financial and administrative management functions of the PR, the Finance Officer, will assist in the following:
- Annual Budget and Revised Budget(s)
- Monthly Bank Reconciliation Statements
- Cash Reconciliation of Funds Advanced to Field Implementers
- Annual Financial Statements and corresponding schedules
- Quarterly/Semi-Annual Reports
- Quarterly/Monthly Cash Flow Request
- Monthly Liquidation Report
- Site visit reports
- Timely reimbursement of salary payments
- Analysis of Work plan Vs Actual Expenditure
- Updated and Accurate Fixed Asset Register
- Input to Core Management Report
QUALIFICATIONS & EXPERIENCE
The selected individual must possess:
- A Bachelor’s Degree in Accounting/Management Studies with Accounting or BBA from a recognized University or
- ACCA level 11 or
- Sc. – Accounting, MIND, along with the Diploma in Government Accounting MIND.
- Relevant working experience in Financial Management of at least 3 years
- Experience in ACCPAC Accounting Software would be an asset
- Ability to use Microsoft suite of products
- Must have good understanding of Government financial management regulations at all levels
- Must possess good communication skills
REPORTING RELATIONSHIP
The Finance Officer will report directly to the Senior Finance Officer of the PR who has the overall responsibility for all Financial Management activities within the Programme.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Exposure to highly confidential and sensitive information
- May be required to work beyond normal working hours in order to meet deadlines
- Willingness and ability to travel overnight island wide
.……………………………………………………………………………………………….
Interested persons should submit their application along with resume no later than
February 9, 2023 via email to jobapplications.moh@gmail.com
Applications must be addressed to:
Senior Director, Human Resource Management & Development
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5
We thank all candidates for responding, however only shortlisted applicants will be contacted.