Finance Associate United Nations Office for Project Services Experience: 3 to 5 Years Colombo, Sri Lanka Apply By: 30-10-2024

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Description

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The in-country structures involved in the implementation of Global Fund grants comprise: 

Sri Lanka Country Coordinating Mechanism (CCM) – is a country- level public-private partnership and whose role is, among others, to coordinate the development of Concept Note(s) to the Global Fund for relevant Programme(s) based on priority needs at the national level; nominate Principal Recipients and oversee the implementation of Programme Activities 

Principal Recipient (PR)/Grantee – The Ministry of Health (MOH)) is the in-country institution that is legally responsible for programme administration, results and financial accountability in accordance with the Grant Agreement. MOH has signed the Grant Agreements with the Global Fund for the following grants LKA-T-MOH, LKA-S-MOH, LKA-H-MOH. The key functions of the PR comprise Grant management and implementation, partnership coordination, technical coordination, procurement and supply chain management oversight, financial management, and monitoring and reporting. 

Sub-Recipients (SR) – This is a recipient who receives Grant Funds directly or indirectly from the PR and undertakes to implement certain Programme Activities. For the current Grants executed by The National Treasury, the SRs are The Family Planning Association (FPA) of Sri Lanka . 

Local Fund Agent (LFA) – A Local Fund Agent provides assurance to the Global Fund in countries where Global Fund grants are implemented. The LFA is engaged by the Global Fund to provide oversight, verification and/or reporting services to the Global Fund concerning Program implementation in Sri Lanka. The current LFA is Deloitte Advisory Services (Pvt) Ltd.

 Functional Responsibilities:

• Summary of Key Functions:
• Administration of budgets and cost-recovery system
• Accounting. Payments, Payroll 
• Office cash management
• Knowledge building and Knowledge sharing
• Administration of budgets and cost-recovery system
• Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
• Preparation and modifications of budgets for projects, 
• Presentation of researched information for planning and status of office’s financial resources
• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
• Preparation of cost sharing and trust fund agreements, follow up on contributions within the office’s resource mobilization efforts

Accounting. Payments, Payroll  :

• Accounting, Payments, Payroll functions focusing on achievement of the following results:
• Proper control of the supporting documents for payments and financial reports for projects; preparation of all types of vouchers; Pay Cycle and payments execution.
• Proper receipting of goods, services, and establishment of accruals.
• Approval of vendors in Enterprise system (if a senior member of the Finance team).
• Global payrolls processing in Enterprise system.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unposted voucher taken, including those with budget check errors, match exceptions and unapproved vouchers; transactions are correctly recorded and posted; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
• Review of payment requests including supporting documents against the annual work plan.
• Timely accounts closure
• Timely response to HQ requests to resolve financial data issues.
• Timely corrective actions on erroneous data in Enterprise system. Preparation of financial reports as required.
• Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, deposits creation in Enterprise system and their application to pending items.
• Timely reimbursements, payments of costs by the Government 
• Preparation of vouchers for projects. 
• Administer project advances, reconciliations, and replenishments, under authorized approvals as follows
• Liaise with programme officers and conduct necessary project visits to obtain all certified documents evidencing the completion of an activity, incurring of expenditure and identity of the party/vendor;
• Verify and monitor the accuracy of the statements and work plan compliance to provide replenishment of seed funds 
• Collect all certified supporting documents, signatures, names and other particulars of the beneficiaries in receipt claims / reimbursements;
• Undertake required recording of transactions 
• Reconcile the available balance of funds with the balance shown in the register;
• Where authorized, replenish funds upon receipt of relevant original documents and other evidence, and performing a reconciliation of the figures, beneficiaries, work plan and budget;
• Ensure settlement of the balance of cash in hand.

Office cash management:

• Alternate to the supervising Finance Associate/Senior Finance Associate for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Alternate to the supervising Finance Associate/Senior Finance Associate for daily review of zero-balance account bank statements in Enterprise system to monitor imprest level; identification and recording of contributions.
• Timely and accurate preparation of bank reconciliations.
• Alternate to the supervising Finance Associate/Senior Finance Associate for timely preparation of monthly cash flow forecast for use by Operations Manager/ Finance Analyst. Liaison with clients to obtain estimate of their cash requirement. 
• Initiation of bank transfers and deals in Enterprise system. 
• Creation of bank transfers (replenishment), deals and bank reconciliation processing. 
• Effecting of operational Advances after submission of the reconciliation and settlement of the previous advances.

Knowledge building and knowledge sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on finance-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 
• As Key Business User provide financial management support in the financial management module of Enterprise system to internal clients.

Education/Experience/Language requirements:

Education:

• Completion of secondary school is required. 
• A Bachelor’s or first University Degree in Business Administration, Finance, Economics, Public Administration, or a related discipline is desirable but not required.
• A relevant certification in financial management, such as CPA, CIMA, or ACCA, is a distinct advantage.

Experience:

• A minimum of 6 years of relevant experience in finance, accounting, business administration, or a related field is required.
• Proficiency with Google Suite or MS Office, as well as experience in financial management using electronic systems, is preferred.
• Experience within the UN or government entity is an advantage.

Language requirements:

• Fluency in English is required. 
• Fluency in Sinhala is required.

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