Accountant (FMG/PA2)

SCOPE OF WORK

The Accountant, South East Regional Health Authority will be responsible for the execution, management and maintenance of the accounting, reporting and procurement functions of the Regional Health Authority specifically as it relates to HIV/AIDS activities, and to do so in accordance with the procurement and financial management guidelines of the Government of the Government of Jamaica. Specific functions include: 

• Ensuring the effective and efficient management of projects’ resources through an accurate and transparent internal control mechanism, preferably one that integrates with the established one in the region 
• Ensuring that monies received from funding agencies are appropriately receipted and deposited to the appropriate Bank(s) account designated for the Regional Health Authority in a timely fashion. 
• Submission of Quarterly Cash Flow Projections to PCU, adequately justified and in keeping with approved workplan(s) 
• Daily preparation of payment vouchers, cheques, cashbooks and posting of transactions to the general and subsidiary ledgers 
• Preparation of budgets and financial reports for funding agencies and GoJ as required 
• Preparation of monthly financial reports, statements of expenditure and bank reconciliations 
• Submit monthly/quarterly financial reports to the PCU and ensuring the timely liquidation of expenditure within 10 days of the end of each month/quarter. 
• Manage the regional bank account ensuring that funds are available for HIV /AIDS activities, and that funds are only used for the purpose designated and in accordance with approved work plans 
• Management of approved workplan(s) in keeping with budget, analysis of budget Vs. actual, variance analysis report. 
• Filing of all statutory returns if deemed necessary 
• Facilitate financial and procurement reviews by the PCU, donor agencies and auditors as required 
• Preparation of the semi-annual and annual financial statements for audits and resolving any subsequent queries. 
• Liaise with auditors, and facilitate the timely completion of financial management audits.
• Preparation of responses to audit findings related directly to the resources assigned to the region. 
• Assist with the preparation and publication of advertisements 
• Assist with the preparation and issuing of request for quotations and bidding documents. 
• Assist with bid opening and bid evaluation processes, the selection of suppliers and the preparation of evaluation reports. 
• Preparation of purchase orders and contracts 
• Liaise with selected suppliers and to ensure timely delivery of goods and Services to end-users and payments to suppliers, in accordance with the terms of the contracts. 
• Monitor and report on the status and progress of all procurement transactions 
• Assist with the quarterly updating of the Regional Procurement Plans.
• Maintain a proper filing system for all procurement documents and records.
• Maintain a proper inventory system for each funding agency for all assets procured using funding agencies resources. 
• Maintain communication channels with technical officers within the parishes on project procurement matters 
• Liaise with Finance and Procurement Officers/supervisors in the region to ensure that a clear division of labour exists and the activities are appropriately approved.
• Liaise with the Finance and Procurement Officers of the PCU, providing the necessary updates on procurement activities 
• Facilitate the resolution of all Financial Management and Procurement bottlenecks, by liaising with the relevant personnel’s. 
• Conduct quarterly Budget Review meetings 
• Manage and maintain fixed asset register 
• Any other duties assigned and approved by the RHA and PCU 

DELIVERABLES

• Quarterly cash flow projections 15 days before the commencement of each quarter.
• Monthly financial reports submitted to PCU no later than 5 days after month ends.
• Updated financial records 
• Semi-Annual and Annual financial statements for audit submitted to PCU no later than 45 days after the period being audited, in addition to response to audit findings Updated Regional HIV Programme Fixed Asset Register 
• Quarterly report on the status of ongoing procurement transactions

REPORTING RELATIONSHIP

The Accountant will report directly to the Regional HIV/STI/Tb Coordinator. The Accountant will also liaise with the Finance Officer and the Procurement Officer of the Regional Health Authority and the PCU in the execution of his/her functions. 

PERFORMANCE STANDARDS

• Procurement of materials and services will be done according to current guidelines established by GOJ. 
• Key deliverables are produced within agreed time frames to required standards.
• Bank Accounts and Financial records are properly managed and maintained in accordance with GOJ guidelines. 

REQUIREMENTS/QUALIFICATIONS

• A First Degree in Business Accounts, Management Studies, or Equivalent.
• At least Three years work experience including working with projects funded by international agencies. 
• Procurement training and hands on experience 
• Most have a good knowledge of Government Financial Management and Procurement procedures would be an asset 
• Excellent interpersonal, communication and computer skills. 

PROVISION OF REQUISITE TOOLS AND MATERIALS

• The Regional Health Authority will provide the requisite tools, materials, office space and equipment.