JOBS in GOLDEN LAND Junior Program Officer (Admin and Finance) Position Summary: The Junior Program Officer is responsible for day to day basic program administrative, financial and project support services to Health Capacity Development Manager. He/ She is responsible for assisting program management in administrative, financial, reporting, procurement, logistic related coordination and communication with program Admin and Finance. In some instances he/she might be required to travel to the field sites to provide program managing and procedural guidance or training in accordance with Pact Myanmar. Key Relationships: Supervised by: Health Capacity Development Manager Coordinates: With whom On what Program Manager Partner organizations • Project financial management including analysis, budget pipeline, annual budget forecasting • Procurement plan tracking and timely distribution to the field offices by coordinating with Pact Procurement Officer • To assist Program Manager on Financial Managements • Ensure that all project townships follow the systematic and standardize finance and admin procedures and filing system in line with USAID laws and regulations • Take part in the budget preparation and program collecting data in new business development Specific Duties and Responsibilities: Assisting in Program Operation o Assist and follow up of program administrative management tasks including staff list, inventory list, leave balance, fuel log book, stock list, store list, recipient list ,etc. to be in line with an auditable view on monthly basic. o Follow up the procurement tracking and support services to field offices. o Well planning of health commodities and training are delivered in time to meet program deadlines and in a manner that maintains internal controls on inventory by coordination with Procurement Officer. o Arrange with travel, itinerary, transportation, accommodation, visitors and logistical support to the staff and visitors related to Health Program. o Implementing of new office setting up/ phasing out offices, staff recruitment and logistical support o Follow up the store and stock tracking system to ensure in field offices. o Follow up to ensure the in-kind grants / cash grants arrive on time to field offices. Expected Results: o Better coordination, collaboration between Head of Admin and Finance Unit and program team for smoothly program running o Timely delivery of health commodities and training materials to field offices o Systematic filing system, office setup and inventory record system at field level as per policies and procedures. Financial managing, Program budgeting and analyzing o Assist to program manager for analysis of project budget expenses on a day to day basis based on the approved budget report monthly Project Status report to PM. o Supervision on the financial requisition statement and financial expenses statement in line with approved budget within allocated budget line/category. o Close working between Yangon Finance Office and project partners to carry out financial management activities and tasks including keeping accounting system (Quick book), financial reporting in support of Health Program and Finance Office. o Lead, arrange for orientation of financial training for collaboration with Yangon Finance Department. o Frequent field visit to project townships for support and assist of the systematic and standardize finance and admin procedures and filing system in line with USAID laws and regulations as well as ensure marking and branding procedure are closely followed. o Assist to capacity build up to the field Finance Assistants, Admin Assistants for coordination with Finance Department and external sources. Expected Results: o Program manager receives the budget and spending analyzing and better closely supervision and supporting for budget management. o Timely accurate and allowable, allocable financial report to Yangon finance office o Monthly, yearly budget monitor, projection and analyzing. o Improve skill of finance assistants/ admin assistants Coordination Coordinate with Admin Department for administrative tasks of updating of staff list, inventory list, leave balance, fuel log book, stock list, store list, recipient list ,etc. Coordinate with Human Resource Department for program staff recruiting, orientation, interviewing process, resignation, promotion according to Personnel policies and procedures. Coordinate with program training team to track training team workplan for timely support of IEC materials and health commodities distribution. Coordinate with Finance Unit for field offices financial reporting, Quickbook training and budget forecast and expenses. Coordinate with G&C unit for solving compliance issues related to Health Capacity Development Unit’s in-kinds grants and contract to communities and procurement of medical commodities in line with USAID policies and procedures. Lead Program Assistant to track the procurement plan and coordinate and facilitate with Procurement Officer for timely delivery. Expected Results: o Smoothly Program running with better coordination and collaboration with supporting departments o On time reporting system of Admin and Finance o Produce budget forecast and expenses coordination with Finance department o Donor compliances requirements are solved in close coordination and collaboration with G&C unit. o Timely delivery of IEC and health commodities according to the field requirements Supporting of standardize policies and procedures to field offices o Make sure all project townships practice the Pact Standard Operating Procedure in the field. o Train, guide, supervise and support the finance and administrative guidelines to the field office staffs. o Program Documentation, orientation planning of Finance and Admin guidelines and reporting to Program Manager. Expected Results: o Delivery of Systematic and standardize finance and admin procedures and filing system to field offices o Ensure of easily understandable of policies and procedures at township level. And ensure to follow the standardize Pact policies and procedures to field team. o Program assistants and Township finance and admin assistant receive in administrative and financial management according to the policies and procedures. Reporting o Provide Program information as monthly, quarterly reporting to external stakeholders like Ministry of Health, Ministry of Social Welfare with the coordination with Admin Department o Provide information to other stakeholders, internal projects for advocacy and orientation Expected Results: o Provide program data and information timely Others o Undertake other duties as assigned by Program Manager Minimum Requirements: • University degree with at least three-year experience in international organizations or institutions, or similar field preferred. • Minimum two-year experience in finance and admin as well as program support service to field implementation team. • Excellent communication skill and sound coordination between Yangon and field offices. • Willingness and availability to travel and ability to work under difficult conditions. • Ability to produce timely effective on dead line oriented with minimum supervision • Ability in developing liaison with other implementing partners. • Team-work oriented, proactive, and demonstrated capacity to work independently. • Excellent computer skill especially in Excel and budget template. • Committed, efficient, flexible, and experienced in working effectively and harmoniously with colleagues from varied cultures and professional backgrounds. 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Posted on: Thu, 14 Aug 2014 10:29:01 +0000
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