GRANT MANAGEMENT UNIT
The Grant Management Unit (GMU) is a facility in PHD for managing public health-related grants to sub-recipients, including PICTs, non-governmental organisations, regional organisations and civil society organisations. The GMU provides best grant management practices and enhances PHD’s capability for harmonised and quality management of programmes and projects. In 2011, grants to countries were budgeted at around USD 15 million, with the main funding streams being the Global Fund to Fight AIDS, Tuberculosis and Malaria; the Pacific Islands HIV and STI Response Fund; the Pacific Regional Influenza Pandemic Preparedness Project; and the Pacific Non-communicable Disease Framework 2-1-22 grants supported by Australia and New Zealand.
The GMU is responsible for harmonising and standardising grant management processes and procedures for two of PHD’s largest donor projects: the multi-country Western Pacific project (managing Global Fund grants) and the Pacific Islands HIV and STI Response (which aims to deliver high quality, performance-based funding services to the countries and regional partners).
The unit consists of three teams: 1) the Grant Coordination Team, 2) the Finance Team and 3) the Procurement and Supply Management Team.
SENIOR FINANCE OFFICER
The Senior Finance Officer is a member of the GMU. The position reports to the Team Leader, Finance and works in close coordination with the Grant Coordination Team and the Procurement and Supply Management Team to ensure sound financial and grant management practices across the Unit. The Senior Finance Officer brings grant management, financial management and systems improvement expertise to PHD. The Senior Finance Officer is tasked with managing disbursements to countries and partners, accounting for a significant proportion of donor funding, through financial risk management, governance and financial accountability. The position will contribute to PHD’s ‘whole-of-health’ approach and support its matrix-based, country-focused work. The position is currently funded through December 2013. The position is based in Suva, Fiji.
While the current focus of the position is primarily on the Pacific Islands HIV and STI Response Fund and the Global Fund to Fight AIDS, Tuberculosis and Malaria Fund grants within PHD’s grant portfolio, the scope of the position may be extended to a PHD-wide approach during the 2012 calendar year, as PHD brings its new organisational structure into full effect. This will expand the financial and grant management responsibilities of the position across the whole of PHD’s portfolio, which may include non-communicable disease funding frameworks.
ROLES AND RESPONSIBILITIES
The position of Senior Finance Officer encompasses the following major roles and responsibilities in support of PHD’s strategic plan objectives:
• Ensure that financial aspects of proposals are appraised, based on the criteria for grant selection; and activity management is consistent with the budget and ‘value for money’ principles. • Ensure that grant agreements, contract modifications, additional funding obligations and possible extensions are completed on a timely basis. • Ensure that policies and procedures are observed, and all accounting and financial processes are adhered to and meet the required standards and regulations. • Ensure that internal controls are adhered to, to reduce risk. • Prepare accurate analyses and report on consolidated periodic finance reports to inform implementation actions and to meet donor requirements. • Ensure full compliance with donor policies with respect to the financial aspects of the GMU grant portfolio. • Ensure that all grant activities, budgets and actual expenditure are accurately entered in the Project Ledger and that reports are designed to provide categorised information. • Prepare budgets and actual expenditure per grant activity as a basis for informing programming decisions. • Ensure that all six-monthly progress reports are reviewed within 21 days of receipt and that funds are disbursed to grant recipients within 14 days of reviewing the progress reports. • Ensure that annual budgets and mid-year budget revisions are presented on time and in line with donors’ contributions annually. • Maintain the project ledger — extract financial data from Navision to spreadsheets, update spreadsheets with grant categories, import from spreadsheet to Navision; financial accounting of sub-recipients; multiple currency management, budget entry and analysis. • Assist with the development and maintenance of up-to-date standard operating procedures for proper financial management of grant funds at the GMU level (taking into account different donor needs). • Provide donors with regular financial information through progress and annual reports. • Ensure grant recipients receive routine feedback on financial data quality to build their capacity to report on financial use and efficiencies. • Prepare and deliver tools and training to increase capacity to budget, use and acquit funds in a transparent way. • Develop and monitor annual external audit plans for sub-recipients at country level. • Oversee in-house preparations for annual and ad-hoc external audits. • Contribute to the ongoing development and enhancement of systems within PHD, with a particular focus on financial systems and linkages between financial and non-financial operating systems. • Work closely with GMU Grant Coordinators, Grant Officers and Finance Development Officers, as well as relevant staff at the corporate level.
SELECTION CRITERIA
Essential
* A Bachelor’s degree in accounting or financial management, or in business administration or public administration with a major in accounting or finance. * At least five years’ relevant experience with staff management and significant financial management accountability. * At least three years’ experience in project budgeting, financial reporting and audit requirements. * Demonstrated experience with financial management information systems (SPC uses Microsoft Navision). * Experience working in an international organisation, non-governmental organisation or a government agency. * Advanced skills in Microsoft Office Word and Excel. * Strong analytical, problem-solving and organisational skills. * Ability to work effectively with colleagues and stakeholders from different cultural backgrounds. * Excellent command of English (spoken and written).
Desirable
* Member of a recognised accounting and/or auditing professional body. * Relevant work experience in developing countries. * Experience working on a donor-funded public health project or programme. * Experience in the use of Microsoft Navision, with the ability to develop templates, and Jet reports * Demonstrated capacity in developing and delivering training programmes. * Working knowledge of French.
The Grant Management Unit (GMU) is a facility in PHD for managing public health-related grants to sub-recipients, including PICTs, non-governmental organisations, regional organisations and civil society organisations. The GMU provides best grant management practices and enhances PHD’s capability for harmonised and quality management of programmes and projects. In 2011, grants to countries were budgeted at around USD 15 million, with the main funding streams being the Global Fund to Fight AIDS, Tuberculosis and Malaria; the Pacific Islands HIV and STI Response Fund; the Pacific Regional Influenza Pandemic Preparedness Project; and the Pacific Non-communicable Disease Framework 2-1-22 grants supported by Australia and New Zealand.
The GMU is responsible for harmonising and standardising grant management processes and procedures for two of PHD’s largest donor projects: the multi-country Western Pacific project (managing Global Fund grants) and the Pacific Islands HIV and STI Response (which aims to deliver high quality, performance-based funding services to the countries and regional partners).
The unit consists of three teams: 1) the Grant Coordination Team, 2) the Finance Team and 3) the Procurement and Supply Management Team.
SENIOR FINANCE OFFICER
The Senior Finance Officer is a member of the GMU. The position reports to the Team Leader, Finance and works in close coordination with the Grant Coordination Team and the Procurement and Supply Management Team to ensure sound financial and grant management practices across the Unit. The Senior Finance Officer brings grant management, financial management and systems improvement expertise to PHD. The Senior Finance Officer is tasked with managing disbursements to countries and partners, accounting for a significant proportion of donor funding, through financial risk management, governance and financial accountability. The position will contribute to PHD’s ‘whole-of-health’ approach and support its matrix-based, country-focused work. The position is currently funded through December 2013. The position is based in Suva, Fiji.
While the current focus of the position is primarily on the Pacific Islands HIV and STI Response Fund and the Global Fund to Fight AIDS, Tuberculosis and Malaria Fund grants within PHD’s grant portfolio, the scope of the position may be extended to a PHD-wide approach during the 2012 calendar year, as PHD brings its new organisational structure into full effect. This will expand the financial and grant management responsibilities of the position across the whole of PHD’s portfolio, which may include non-communicable disease funding frameworks.
ROLES AND RESPONSIBILITIES
The position of Senior Finance Officer encompasses the following major roles and responsibilities in support of PHD’s strategic plan objectives:
• Ensure that financial aspects of proposals are appraised, based on the criteria for grant selection; and activity management is consistent with the budget and ‘value for money’ principles. • Ensure that grant agreements, contract modifications, additional funding obligations and possible extensions are completed on a timely basis. • Ensure that policies and procedures are observed, and all accounting and financial processes are adhered to and meet the required standards and regulations. • Ensure that internal controls are adhered to, to reduce risk. • Prepare accurate analyses and report on consolidated periodic finance reports to inform implementation actions and to meet donor requirements. • Ensure full compliance with donor policies with respect to the financial aspects of the GMU grant portfolio. • Ensure that all grant activities, budgets and actual expenditure are accurately entered in the Project Ledger and that reports are designed to provide categorised information. • Prepare budgets and actual expenditure per grant activity as a basis for informing programming decisions. • Ensure that all six-monthly progress reports are reviewed within 21 days of receipt and that funds are disbursed to grant recipients within 14 days of reviewing the progress reports. • Ensure that annual budgets and mid-year budget revisions are presented on time and in line with donors’ contributions annually. • Maintain the project ledger — extract financial data from Navision to spreadsheets, update spreadsheets with grant categories, import from spreadsheet to Navision; financial accounting of sub-recipients; multiple currency management, budget entry and analysis. • Assist with the development and maintenance of up-to-date standard operating procedures for proper financial management of grant funds at the GMU level (taking into account different donor needs). • Provide donors with regular financial information through progress and annual reports. • Ensure grant recipients receive routine feedback on financial data quality to build their capacity to report on financial use and efficiencies. • Prepare and deliver tools and training to increase capacity to budget, use and acquit funds in a transparent way. • Develop and monitor annual external audit plans for sub-recipients at country level. • Oversee in-house preparations for annual and ad-hoc external audits. • Contribute to the ongoing development and enhancement of systems within PHD, with a particular focus on financial systems and linkages between financial and non-financial operating systems. • Work closely with GMU Grant Coordinators, Grant Officers and Finance Development Officers, as well as relevant staff at the corporate level.
SELECTION CRITERIA
Essential
* A Bachelor’s degree in accounting or financial management, or in business administration or public administration with a major in accounting or finance. * At least five years’ relevant experience with staff management and significant financial management accountability. * At least three years’ experience in project budgeting, financial reporting and audit requirements. * Demonstrated experience with financial management information systems (SPC uses Microsoft Navision). * Experience working in an international organisation, non-governmental organisation or a government agency. * Advanced skills in Microsoft Office Word and Excel. * Strong analytical, problem-solving and organisational skills. * Ability to work effectively with colleagues and stakeholders from different cultural backgrounds. * Excellent command of English (spoken and written).
Desirable
* Member of a recognised accounting and/or auditing professional body. * Relevant work experience in developing countries. * Experience working on a donor-funded public health project or programme. * Experience in the use of Microsoft Navision, with the ability to develop templates, and Jet reports * Demonstrated capacity in developing and delivering training programmes. * Working knowledge of French.
How to apply:
APPLICATION PROCEDURES
The closing date for applications is 31 December 2011
Applicants are asked to use SPC’s online recruitment system by following the link
Applicants who cannot access the online recruitment system may send their documents to: Director-General, Secretariat of the Pacific Community, P.O. Box D5, 98848 NOUMEA CEDEX, New Caledonia or submit them by fax (+687 26 38 18) or email (spc@spc.int, preferably as an electronic attachment in Microsoft Word format).
Applicants should provide their curriculum vitae and address how their qualifications, knowledge and experience demonstrate their ability to successfully undertake the duties and responsibilities of the position in their cover letter. They should also provide names and contact details of three referees.
The closing date for applications is 31 December 2011
Applicants are asked to use SPC’s online recruitment system by following the link
Applicants who cannot access the online recruitment system may send their documents to: Director-General, Secretariat of the Pacific Community, P.O. Box D5, 98848 NOUMEA CEDEX, New Caledonia or submit them by fax (+687 26 38 18) or email (spc@spc.int, preferably as an electronic attachment in Microsoft Word format).
Applicants should provide their curriculum vitae and address how their qualifications, knowledge and experience demonstrate their ability to successfully undertake the duties and responsibilities of the position in their cover letter. They should also provide names and contact details of three referees.
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