Country: Papua New Guinea
Closing date: 21 Mar 2019
Internal Control and Risk Management
• Ensure that all the officers’ bonafide transactions are appropriately processed into CODA using the correct project, account, activity and donor code. Thereafter ensure monthly closure of accounts within required deadlines and the preparation of the office cash request.
• Coordinate all work that will easily facilitate and enhance successful audit of the Country office operations and programs.
• Ensure that program advances to the NS are controlled and cleared with acceptable documentation and vouchers. This will involve monitoring and audit trail work from time to time.
• Perform delegated responsibilities on all financial matters to ensure that internal control is in line and effective as required.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Be responsible for the finance and administration control environment for the Country office.
• Ensure proper cash controls are in place. • Support the regional finance and administration manager to review local administration policies and contract negotiation, seeking technical support from the finance analyst.
Financial Reporting
• Prepare accurate, regular and timely donor financial reports • Review and analyze the monthly financial analysis report prepared and take appropriate measures to clear issues of concern.
• Identify and discuss donor financial reports monthly with the budget holders and program staff and develop a plan of action to address any issues identified
• Alert program managers on due financial reports and any follow ups that might be required to be done with the national society (NS).
• Review financial reports submitted by the NS, identify and query any anomalies.
Audit and Compliance
• Perform the month end petty cash reconciliation and ensure that the cash account statement is supported by a CODA print out
• Perform bank reconciliation of all the accounts, check and ensure that all the daily bank register is updated by the cashier
• Implementation of audit findings for the Country touching on finance & administration.
• Be responsible for implementation of all finance & administration policies and procedures in the Country.
• Review all documents for compliance check and authorize only if there is full compliance.
• Support the Regional finance unit (RFU) to oversee the implementation of audit improvement recommendations as and when pointed out.
• Provide financial management support and advise to budget holders/project managers.
Financial Management
• Coordinate all cash requests for the Country after which consolidate the cash request before onward submission to the regional finance analyst
• Regularly ensure all program budgets are prioritized in line with available funding and ensure that all budgets and project expenditure approval requests(PEAR) is established.
• Review the payroll coding of Country staff and advice the Regional Finance Unit (RFU).
• Validate the monthly payroll before onward processing for payment.
• Review and analyze the monthly financial reports and take appropriate measures to clear issues of concern.
Monitoring
• Monitor NS advances and ensure timely reporting.
• Follow up on dormant working advance (WA) by working closely with the NS finance team Emergency Preparedness and Response
• Support in the preparation of emergency and DREF budgets National Society Development
• Support financial development for the NS as and when necessary.
• Ensure advances to the NS are controlled and cleared with acceptable documentation and vouchers.
• In consultation with the finance analyst, propose and support NS development initiatives. Procumerement
• Conduct 100% check on all Country procurements and only authorize payment after ensuring compliance to IFRC policies.
• Alert the finance analyst for any anomalies noted. Administration
• Coordinate outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Implement standardized filing and archiving system for the Region and Country Offices while promoting adherence to the same among program departments.
• Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
• Safeguard contracts signed by the office and service providers.
• Safeguard fixed assets and maintain a robust and updated asset management register.
• Coordinate and manage mobile phone bills and telephone lines.
• Maintain an updated inventory of office stationery.
• Ensure all utilities are settled in time and there are no service disruptions.
• Work with security delegate to enhance security in the premises.
How to apply:
Interested candidate kindly send in your latest CV and cover letter to tow.jiayong@ifrc.org, only national applicants will be considered. Thank you.