Finance Officer - PHFI (Apply by: 28 Mar 2014)

Position Vacant : Finance Officer

Position Code : PHFI/2014/67-PIPPSE

Place of Posting : One at Technical Support Unit, Gujarat, and One at Technical Support Unit, Rajasthan

Organization Name : Public Health Foundation of India (PHFI)

Company Profile:

Public Health Foundation of India, a public private initiative to build large scale human resource capacity in public health through its three pronged integrated charter of (a) establishing a network of world class, India-relevant schools of public health & strengthening some of the existing schools (b) establishing standards for public health education through the formation of an accreditation agency and (c) strengthening research and policy in areas related to public health.

Project Brief:
The HIV/AIDS Partnership: Impact through Prevention, Private Sector and Evidence-based Programming (PIPPSE) Project will be managed by a Consortium, led by PHFI as the Principal Recipient and, Futures Group and Population Services International (PSI), as Sub Recipients. The PIPPSE Project aims to “strengthen the institutional and human capacity in prevention programs and private sector engagement through innovative approaches to contribute to achieving the goal of accelerating the reversal of HIV epidemic at the national and state levels.” The project will achieve its goal through: (1) evidence-informed, demand-driven technical assistance to Department of AIDS Control (DAC) and State AIDS Control Societies (SACS) in project focus states (currently Goa, Maharashtra, Tamil Nadu, Kerala, Gujarat, Rajasthan, Uttarakhand and Uttar Pradesh), to improve the quality of Targeted Intervention programs for Most At Risk Populations (MARPs) and Bridge Populations (Migrants and Truckers); and to promote private sector engagement in HIV/AIDS programs and services; and (2) Promotion and sustaining innovations and demonstration models to improve the coverage and access of MARPs and Bridge Populations to a continuum of prevention-to-care services. The Technical Support Unit – Gujarat will be supporting the Gujarat State AIDS Control Society and Ahmedabad AIDS Control Society, and the Technical Support Unit – Rajasthan will be supporting the Rajasthan State AIDS Control Society, in providing supportive supervision and technical support to the Targeted Intervention programs for MARPs and Bridge Populations in the State.

Job Description / Responsibilities:

The Finance Officer will be responsible for the day to day financial operations of the TSU Gujarat, ensuring that funds control, budgeting, accounting, payments, receivables, asset management and financial reporting functions are carried out properly and timely.
• Supporting TSU TL in finance, admin & procurement matters
• Looking after the internal financial requirements
• Keeping book of accounts
• Preparation of SOE on a regular basis
• Provide assistance to the auditors appointed by the Monitoring Committee to audit the finance and accounts of the TSU
• Manage the reception/front office
• Maintain records of correspondence with stakeholders
• Maintain office files, records related to travel bookings
• Look after the office and office equipment’s
• Take up any other work assigned by the Team Leader and travel as per the instruction of Team Leader.

Finance Functions

• Establish and maintain the accounting system that covers all elements of financial management including budgeting, accounting, receipt and disbursement of funds, cash management, financial analyses and reviews, internal control, and financial reporting – for administration and technical program purposes, The focus is on (a) compliance with prescribed fiscal policies, regulations and procedures as well as systems of internal controls; and (b) the integrity and accuracy of financial data as well as timeliness of periodic and special financial reports. Provides periodic reports on the financial status of current programs and special reports required by PHFI PIPPSE Project Management, and USAID. Ensures that the accounting system supports/ documents the financial data reported in the funds accountability Statement for PHFI PIPPSE Project. Establishes professional pre-validation techniques to ensure that obligations/ disbursements do not exceed available funds and that they meet legitimate operational and program needs.
• Establish financial management systems and procedures. Monitor and report on the operation of the entire system and suggest methods of increasing effectiveness. Participate in developing internal control procedures.
• Analyse financial data collected to determine that applicable laws, regulations, and program requirements are adhered to and met; that resources are properly utilized and that accounting & control systems are adequate and financial reports are accurate and timely.
• Provide professional advice and assistance to Technical officers on various aspects of financial management and to contract/procurement regulations and procedure associated with USAID financed projects.
• Undertake other special tasks as assigned by the PD involving policy formulation and implementation issues.
• Ensure that all statutory laws including tax laws are adhered to by the units under your charge.

Procurement Functions:

• Develop and administer the annual procurement plan in consultation with the Technical Officers, Finance Manager of PHFI PIPPSE Project, which lays out procurement actions to be undertaken during the financial year, April 1 – March 31. The plan should contain a timeline for making the awards and identify activities with new organizations that may require a pre - award survey.
• For program related procurement – provide guidance to the technical officers in the preparation of their procurement requests including the development of the statement of work (SoW), program description or specifications, independent cost estimates, evaluation criteria, waivers, justifications and other related documents to ensure that the documents are prepared in accordance with procurement rules, USAID regulations, and PHFI PIPPSE Project policies and procedure such as the PHFI PIPPSE Project procurement manual. Promote competition as the general rule in the procurement process.
• For administrative procurement – review procurement request and determine type of action necessary and probable sources form which the commodity or service is available. Obtain or prepare specifications, estimate probable cost, and identify financial accounts to be charged. Request bid or quotations on local procurement items by telephone, correspondence, or advertisement. Review responses and prepares summaries and analyses, including a recommendation as to best offer, considering price, bidder’s capabilities, reputation and similar factors. Where appropriate, visit the bidder’s establishment in connection with the review to determine capabilities and to negotiate prices and other procurement factors. Promote competition as the general rule in the procurement process.
• Prepare award documents (contracts, purchase orders) and obtain necessary approvals/signatures. Where applicable, negotiate contract termination and revision negotiations. Ensure funds are available and that the procurement action is appropriately recorded in the financial records prior to issuance of the award. Ensure that contract files are accurate and complete, and contain all relevant award documentation.
• Ensure that while executing the procurement functions the terms and conditions for purchase of goods and services are same as for goods and services by suppliers empanelled by PHFI PIPPSE Project or able to surpass those terms.

Administrative Functions:

In consultation with the Finance Manager and Administration Officer of the PHFI PIPPSE Project execute office administration & management.
• General Administration
o To get arranged travel tickets/hotels reservations, conference arrangement/ foreign exchange for the officials
o Finalizing AMCs and overseeing maintenance of office equipment.
o Providing administrative support to the management with respect to employee attendance, leaves, etc.
o Organisation & Management of meetings and workshops.
o Monitoring Inventory maintenance, inward & outward movement.
o Ensure timely payment to vendors.
• Personnel Management
o Identifying and recruiting resumes for organizing and conducting interviews
o Managing recruitment, training, postings, redeployment, appraisals, probation end, staff contract renewals, increments, etc.
o Coordinating completion of exit formalities with clearance reports, relieving letter and follow up for full & final payments and PF settlement issues.
o Payroll processing
o Coordinating matters pertaining to leave, attendance, LTA etc.
o Maintenance of personnel records/files, insurance

• Other responsibilities:
o Co-ordinate with Technical Team for developing Annual Action Plan.
o Undertake travel to various districts in Gujarat to review and support the financial and accounting systems, procedures and practices of TI NGOs and CBOs
o In addition, activities as recommended by the Team Leader TSU


While the above list of jobs to be carried out is elaborated for the purpose of clarity of role, it may be noted that the above list is not exhaustive. It is important to understand that any other work assigned by the superiors shall be carried out accordingly.

The above job description may change on reorganization due to NACP IV implementation.

Competencies/ Qualifications / Skillsets required

• Graduate in Commerce (B.Com or Inter CA)
• 3 years of experience in Accounting/Finance. Experience of working in social development sector desirable.
• Proficiency in Tally, Computerized Financial Management/ Accounting packages, Microsoft Office
• Experience in an national/ international NGO will be given preference.
• Strong multi-tasking skills with an ability to work in a team.
• Excellent communication skills. S/he should posses’ good writing and editing skills and ability to draft clear and effective letters.
• Proficiency in typing, microsoft office and computer applications
• Excellent knowledge of Local language and English (Speaking, Reading and Writing)

Interested and eligible candidates may send in their CVs to recruit@phfi.org by highlighting the Position Code (PHFI/2014/67-PIPPSE) and preferred location (Rajasthan / Gujarat) in the subject line. Only shortlisted candidates will be contacted for the interview.

Last Date for receipt of applications: 28 March 2014