IUCN Oceania Regional Office is embarking on a new 2013-2016 Programme and is adding a number of new projects to its expanding portfolio. The Project Accountant position will manage the accounts of the IUCN Oceania Regional Office Programmes and Projects, particularly new projects established in Papua New Guinea, from the regional office in Suva, Fiji. The incumbent will work with colleagues both in Suva and Port Moresby to ensure the smooth operations of these projects and ensure the highest standards in the accounting and financial reporting of these projects.

TITLE: Project Accountant

2. LOCATION: IUCN Regional Office for Oceania in Suva, Fiji.
May require travel in and outside the Pacific islands region, particularly Papua New Guinea.

3. DURATION: 2 years (with 6 months probationary period)


4. REPORTING RESPONSIBILITIES:

The reporting relationships will be as follows:

Direct Reporting Line: Reporting Area
Regional Finance Officer (in all areas)


5. BACKGROUND

IUCN Oceania Regional Office is embarking on a new 2013-2016 Programme and is adding a number of new projects to its expanding portfolio. The Project Accountant position will manage the accounts of the IUCN Oceania Regional Office Programmes and Projects, particularly new projects established in Papua New Guinea, from the regional office in Suva, Fiji. The incumbent will work with colleagues both in Suva and Port Moresby to ensure the smooth operations of these projects and ensure the highest standards in the accounting and financial reporting of these projects.

6. SCOPE OF RESPONSIBILITIES:
The incumbent will be responsible for the Project accounts of Programmes and Projects implemented by the IUCN Oceania Regional Office to ensure effective and efficient financial management of their activities, in line with all legislative, policy and procedural guidelines. The incumbent will assist project managers with the financial management of their programmes and projects, including budgeting, cash flow, processing of payments, compliance with donor guidelines, dissemination of donor guidelines to partners, preparation of management and donor reports, calculation of staff time charge rates, timesheets, travel payments, checking and filing of documents and generally facilitating the implementation of the project.
The specific duties of this position include, but are not limited to, the following:
Project Accounting –
• Maintain the accounts for IUCN projects;
• Maintain monthly recording of PMU expenditure;
• Monitor all project related cash advances;
• Balance cash-flow;
• Monitor asset register;
• Maintain accurate financial records and files in accordance with IUCN procedures;
• Creates project accounts in IUCN’s online accounting systems;
• Responsible for cash management / monitoring for the project, including cash requests to the donor and HQ and also receiving, reviewing and processing cash requests from the PNG project office;
• Authorizes the transfer of expenses into and out of project-related accounts;
• Review and distribution of transaction listings from Sun to the Chief of Party / Project Managers, and preparation of project management reports for review by the Regional Finance Officer prior to distribution to the Chief of Party / Programme Managers, Programme Coordinator, Project Managers and the Regional Director, as the case may be;
• Assist the Regional Finance Officer with preparation of charge rates for staff charging time to projects;
• Reviews and approves timesheets for work related to a project; and
• Close out project accounts upon project completion.
Managing sub-grants and MARSH PMU –
• Manage the financial aspects of sub-awards to ensure timely reporting from awardees, compliance with USAID procedures, and reporting to the USAID.
• Ensuring monthly reporting from each sub-awardee;
• Ensuring monthly reporting from PMU - Receiving excel spreadsheet with relevant accounting data from the PNG office and checking, uploading and posting to the accounting system;
• Assist the PNG based Finance Officer in setting up systems to ensure compliance with any PNG laws, regulations and taxes;
• Receive and review reconciliations of petty cash and bank accounts from PNG PMU;
• Prepare, update and distribute project equipment list to the Chief of Party and Finance Officer at the PMU in PNG;
• Leading and coordinating training for project partners and sub-awardees on USAID policies, plans and guidelines; and
• Ensuring financial compliance with guidelines by the PMU.
Advises IUCN on Project related accounting matters
• Assist the Regional Finance Officer in the preparation of schedule for allocating operational costs to the project (office rental, utilities, internet and telephone, use of photocopier, computer maintenance and other charges) and processing of monthly journals;
• Compiles information for internal and external auditors, as required;
• Prepares financial reports for IUCN and project managers and advises them accordingly;
• Monitors and analyzes project expenditures with respect to approved budgets and work plans;
• Investigates project variances and submit variance reports to management;
• Prepares work plan, budgets and estimates of project quarterly and annual expenditures;
• Compiles monthly, quarterly and annual expenditure reports and provides expenditure updates;
• Prepares payments of per diem, allowances, etc.
• Liaises with IUCN programmes and projects and other Organisational Units as required.
Ensures compliance with Donor and IUCN guidelines
• Undertake training on Donor (particularly USAID) policy, plans and guidelines;
• Develop and maintain a comprehensive understanding of Donor guidelines, policies and procedures;
• Ensures competent and timely reports for donors (for review by Regional Finance Officer, Chief of Party, Programme Managers and others prior to submission);
• Assist the PNG project accountant/s with any queries regarding compliance with donor requirements
• Ensuring compliance of IUCN, PMU and sub-Awardees on USAID policy, plans and guidelines
• Ensures financial guidelines and best practices are followed in all project activities;
• Ensure greater amenability to Internal Control Systems and IUCN preparation and readiness for Annual Audit of MARSH
• Ensure compliance with the IUCN Anti-Fraud Policy and operationalise the clauses in the section ‘Financial Management’ in the IUCN Delegation of Authority.
Any other duties as reasonably required of you by your employer.
Ethical, Social and Ecological Responsibilities

This role requires the following ethical, social and ecological responsibilities:
• Respect for people from different nationalities, cultures, ethnicities, religion, gender, sexual orientation as well as the young and elderly;
• Responsible for exercising utmost care and judgement to ensure the assets belonging or entrusted to IUCN are not misused or wasted;
• Avoids all instances of conflict of interest in one’s dealings;
• Commitment to help conserve the integrity and diversity of nature and to ensure the sustainable use of resources;
• Adherence to the IUCN Code of Conduct.
Personal Attributes
This role requires the following personal attributes:
• Accepts Responsibility: Willing and able to bear high levels of responsibility by making timely decisions and being accountable;
• A Learner: Willing to learn on the countries, cultures and development/environment issues of the region;
• Adaptation: Willing to adapt to regional norms without compromising personal beliefs and principles;
• Openness: Communicates honestly, openly, and consistently. Shares information appropriately and ensures that views of all members of the team are freely expressed;
• Positive Attitude: Encourages a positive rather than negative viewpoint;
• Integrity: Maintains the highest standard of personal conduct in performing all duties;
• Commitment: Committed to making the project a success. Willing and able to work for the best interests of the project. Not thinking in terms of being right at the expense of being successful;
• Can handle stressful situations well: Willing and able to deal with problem situations. Mentally tough and always mentally prepared;
• People Skills: Able to build productive working relationships with other staff and development partners based on respect and good rapport. Listens well and never assumes one knows best;
• Judgement: Able to evaluate information quickly, identify key issues and formulate conclusions based on sound, practical judgement, experience, and common sense;
• Organised: Well prepared and organized. Carries out all responsibilities and action items in a purposeful way.
• Dependable: Can be relied upon to get the job done at the expected time. Relied upon to give advanced prior notice if deadlines are not to be met;
• Proactive: Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.