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Background Under the supervision of the WHO Operations Specialist and in close coordination with the HSIP Provincial Manager, the individual engaged under this Special Service Agreement (SSA) will provide operational and administrative support to the National Department of Health (NDoH), specifically the Health Sector Improvement Program (HSIP), to support implementation of activities at the provincial level. The SSA will support timely transfer of funds, acquittal follow-up, documentation management, reporting, and coordination with Provincial Health Authorities (PHAs) and relevant stakeholders to facilitate the effective implementation of provincially funded health activities. The SSA will support the management of funds transferred to HSIP and contribute to strengthening documentation, reporting, reconciliation, and compliance processes in line with WHO and donor requirements.
Objective of the Position
The objective of the position is to provide finance, administrative, and operational support to the Health Sector Improvement Program (HSIP) Trust Account to strengthen timely implementation, financial accountability, documentation, reporting, and compliance for provincially funded health activities. The SSA Officer will support the processing and monitoring of Direct Financial Cooperation (DFC) agreements, fund transfers, acquittals, FACE Forms, payment claims, and related financial records, while assisting with coordination among the National Department of Health (NDoH), Provincial Health Authorities (PHAs), WHO technical and finance teams, and other relevant stakeholders to facilitate the effective use of funds and ensure compliance with WHO and donor requirements.
Summary of Assigned Duties
- Support the processing and follow-up of Direct Financial Cooperation (DFC) agreements and related documentation to facilitate the timely release of funds for approved activities.
- Support processing and follow-up of DFC agreements and related documentation to facilitate the timely release of funds for approved provincial activities.
- Assist in coordinating with relevant NDoH program officers and Provincial Health Authorities (PHAs) regarding availability and transfer of funds for approved activities.
- Follow up with PHAs on submission of acquittals, supporting documentation, and outstanding financial records.
- Support coordination with the WHO program teams and provincial Finance officers regarding FACE Forms and DFC-related documentation.
- Participate in provincial monitoring visits and spot-check activities related to DFC-supported activities.
- Assist in documenting findings, preparing monitoring summaries, and following up on identified issues.
- Support provincial and PHA staff in maintaining documentation and reporting records in line with WHO and other donor requirements.
- Support processing of provincial fund transfers, including preparation of authorization documents and follow-up on approvals.
- Assist in HSIP Trust Account desktop review activities and provincial monitoring visits to review utilization of development partner funds and support follow-up on identified issues and corrective actions with provincial staff.
- Raise requisitions and assist in processing payment claims for HSIP provincial activities in accordance with established procedures.
Expected Outputs
- Financial documentation for DFC agreements, FACE Forms, fund transfers, payment claims, receipts, acquittals, and related supporting records is processed, checked for completeness, tracked, and maintained accurately in accordance with WHO financial procedures.
- HSIP Trust Account transactions and provincial fund utilization are accurately tracked and monitored.
- Up-to-date tracking tools, registers, and dashboards are maintained for DFC implementation, provincial fund transfers, financial transactions, reporting status, acquittals, and outstanding documentation.
- Provincial Health Authorities and relevant NDoH program teams receive timely follow-up and practical guidance to improve financial documentation, reporting quality, compliance, and accountability.
- Provincial monitoring visits, desktop reviews, assurance activities, and spot-checks are supported, with findings documented and agreed follow-up actions tracked to completion.
- Acquittals, technical reports, financial reports, and supporting evidence from PHAs and NDoH technical units are received, reviewed for completeness, filed, and followed up in line with agreed schedules.
- Audit-ready financial and program documentation is maintained through organized filing systems, complete supporting records, and timely reconciliation of outstanding items.
- Routine financial, administrative, and operational queries are addressed promptly, with complex or unresolved issues escalated to the appropriate WHO or NDoH focal points.
- Assigned finance, administrative, and operational tasks are completed within agreed timelines, contributing to effective governance, accountability, and implementation of HSIP-supported provincial activities.
Qualifications, experience, skills and languages
Educational Qualifications
Essential: Diploma in business administration or related field.
Desirable: Degree (Bachelor’s) in Finance, Management, Business Administration or related field.
Experience
Essential: Minimum of two years of progressively responsible experience providing finance, administrative, or operational support.
Experience working and supporting government institutions, development partners, UN agencies, NGOs or donor funding programs.
Desirable: Experience with WHO/United Nations or other international organization.
Experience supporting program implementation at national and sub-national/provincial levels is an advantage.
Skills and Knowledge
Strong organizational, coordination, and time management skills.
Ability to monitor implementation progress and follow up on multiple actions simultaneously.
Strong analytical and problem-solving skills with attention to detail.
Good written and verbal communication skills.
Ability to maintain organized documentation and evidence management systems.
Ability to work collaboratively with government counterparts, WHO teams, and other stakeholders.
Knowledge of administrative, financial, and management principles, procedures, and policies of large, international, public-sector organizations.
Strong knowledge of the principles and practices of administration and program management.
Ability to compile, review and maintain financial and administrative records and prepare routine reports.
Ability to maintain excellent interpersonal working relations.
Languages
Essential: Excellent knowledge of English (written and spoken).
Duty Station / Location
The position will be based in the HSIP office at the National Department of Health, Port Moresby, Papua New Guinea.
Travel Requirements
The assignment is primarily office-based. The SSA may be required to travel within Port Moresby and to provinces for training delivery, stakeholder engagement, and PHA supervision activities. International travel may be required for WHO training or reporting obligations as applicable.
Remuneration and Duration
The monthly remuneration for this position is PGK4245 payable monthly.
The assignment is expected to run for a total of twelve (12) months, with a six-month initial probation from the date of contract signing, subject to satisfactory performance and availability of funds.
