Finance and Administration Manager in Rotarians Against Malaria Port Moresby, Papua New Guinea

Full Time

Website Rotarians Against Malaria

This work as a career listing is about Rotarians Against Malaria in Port Moresby, Papua New Guinea 2022 exclusively on

The Role

Providing financial management oversight and leadership to Global Fund Malaria Grant by ensuring grant budgeting and grant financial reporting is compliant with donor requirements and regulations. Providing leadership and management across all aspects of our grant financial management cycles, with a focus on ensuring accountability, stewardship and a sound internal control environment. Ensuring that procedures and a sound policy framework are in place to ensure grant compliance and reviews, as well as coordinating and providing oversight on Office Administration, HR and Procurement aspects of the grant. Working closely with the RAM Board and Program Management to ensure compliance, sound decision making and risk mitigating measures, and that RAM and Grant assets are safeguarded.

The job is primarily office based in Port Moresby, but as the candidate becomes familiar with the RAM program, ensuring compliance will also extend to all operations in the field.

This position requires the following duties:

· Plan, manage and coordinate the operational activities of the Finance and Administration Division to ensure they achieve the objectives defined in RAM’s work plans.

· Work with the Program Manager to coordinate preparation of grant budgets, negotiate and manage budget allocations according to the Global Fund Donor guidelines, and exercise financial responsibility for the efficient and cost-effective functioning of the organization.

· Prepare Budget and Funding Forecasts and variance analysis and budget revisions proposals.

· Review finance and administrative policies to ensure the assets are safeguarded.

· Ensure that RAM adheres to relevant financial and administrative policies, procedures and processes of the Global Fund and RAM Board.

· Ensure a sound control environment is in place and internal controls are reviewed regularly.

· Provide quality control and oversight to the Global Fund required reporting to ensure accuracy and timeous reporting.

· Prepare Project Update Donor Reports (PUDR) and ensure alignments with Global Fund reporting guidelines i.e. Cost groupings, Cost Inputs, Implementer, Interventions.

· Design management and donor financial reporting templates in Sunsystem and Query & Analysis for analysis and reporting.

· Conduct monthly and quarterly data analysis and account allocations to ensure alignment to donor budget coding.

· Reconcile international procurements and costing to grant budget lines through WAMBO GF procurement system and monitor funding drawdowns from global fund and update PQR.

· Provide regular and timely reporting to the Board regarding financial status, practices and controls in RAM as and when required.

· Liaise with the Programs and ensure that RAM is represented in meetings with donor representatives and ensure that relevant parties within RAM address highlighted issues in a timely manner.

· Provide financial management support to sub-recipients for Malaria grant to NDOH, IMR.

· Support the work of the Sub Recipients and Partner Manager by ensuring that all the financial reporting is correct, and that expenditure follows guidelines as set out in the budget.

· Liaise with Programs on variance explanations when completing donor reporting to ensure their complete and accurate completion.

· Analyze and assess field project acquittals to ensure grant projects acquittals are timely and accurately reported and monitor staff debtors’ balances.

· Review staff costs and payroll to ensure alignment with grant budget and local tax laws.

· Review and approval of all financial transactions such as requisitions, Purchas Orders, bank payments, staff advances and ensuing compliance to Global fund grant regulations.

· Ensure Grant Fixed Assets are safeguarded, and reporting is as per donor and policy guidelines.

· Ensure that sufficient administrative practices and protocols are in place to manage and safeguard assets such as vehicles and equipment and ensure that they are insured.

· Manage assets insurance and ensure all Global funded assets are adequately insured.

· Ensure compliance to donor regulations, country specific laws such as taxes, statutory audits, foreign exchange regulations.

· Manage Global Fund donor audits, statutory audits, internal audits and wells donor Bi-annual Local Fund Agency (LFA) reviews and ensure action plan for audit recommendations are implemented.

· Prepare financial statements for external audits and special purpose grant financial statements and resolution of questioned costs.

· Manage Global Fund grant and ensure adequate risk management and mitigating measures are in place.

· Ensure finance grant cycles are well managed, i.e. PUDR, LFA, Special grant audits, Funding, Budgeting and Special approvals.

· Manage Global Fund grant closures processes and the donor guidelines and year-end processes.

· Manage Treasury and grant cash flows and preparation of Quarterly Global Fund funding disbursements Forecasts & Requests as well as funding forecasts for PNG funding and WAMBO procurement funding.

· Review bi-weekly payrolls and ensure correct disclosure of overtime, deductions and taxation.

· Build capacity within RAM’s Finance and Administrative teams and effectively and efficiently manage the finance management and the administrative systems as well as Global Fund grant regulations.

· Conduct performance management and capacity building for finance team based on gaps identified, mentor and coach.

· Provide technical oversight to the Sunsystem accounting system and perform database management protocols and ensure adequate data security.


· Work Closely with RAM Board of Directors and Program Manager on all aspects of financial and administration management.

· Work as part of the Project Office Management, alongside the Program Manager.

· Provide guidance and support to the Finance and Administration Teams.

· Work Closely with the Human Resources manager in aspects of payroll related costs.

· Liaise with the IT team to ensure accounting systems are fully operational for program efficiency.

· Provide general supervision to both field and administrative support staff.

· Make assessments and recommendations on administrative capital expenditures.

Key Selection Criteria

· Bachelors’ Degree in Accounting or Finance with +7 years’ relevant experience as a Financial Manager/ Director or Financial Controller.

· Master’s in finance or Accounting or Business Administration added advantage.

· Certified Practicing Account (CPA) or Chartered Accountant or CPA in PNG added advantage.

· Postgraduate qualifications in accounting or finance are an added advantage.

· Sunsystem & Query and Analysis certified user added advantage

· Working knowledge and experience with Sunsystem, Advanced Excel, Vision Excel (Query & Analysis).

· Experience on a multiple donor funded program and NGO or development experience.

· Experience working with International donors and grant regulations such as Global Fund.

· Understanding of accounting principles, IFRS, GAAP.

· Ability to multitask, juggle competing priorities, strong attention to detail.

· Budgeting and Budgetary management of huge grant portfolios.

· Global Fund Grant Making and Reporting Requirements, Local Funding Agency and CCM.

· Working knowledge with GF PUDR reporting and audit templates are an added advantage.

· Good time management skills and ability to multitask.

· Capacity Building skills.

· Ability to develop and implement financial reporting systems.

· Sound interpretation and application of Global Fund donor regulations.

· Experience of doing assessments of internal controls environment.

· Experience conducting risk assessments, risk profiling and risk mitigating measures.

· Excellent communication skills, organizational and analysis skills.

· Strong understanding of project management and grant cycles.

Papua New Guinea nationals and Foreign Citizens are both encouraged to apply.

To Apply

Applications for this position closes on Sunday 18 December, at 23.59pm

Interested applicants are to email all application to

Company: Rotarians Against Malaria

Vacancy Type: Full Time 

Job Location: Port Moresby, Papua New Guinea

Application Deadline: N/A

Apply Here