1.
PURPOSE OF
ASSIGNMENT :
Monitor & follow up of
all financial issues in the sub region ensuring that there are no instances of
financial irregularities/mismanagement at any level of the SMNet,
in keeping with the ‘zero tolerance’ policy of UNICEF vis-ŕ-vis financial fraud
2. PROGRAMME
AREA AND SPECIFIC PROJECT INVOLVED:
YH 201 – Polio
Eradication Programme
3. What is the basic objective to which the
consultancy is related?
Administrative Support under
Polio Eradication programmes.
4. DUTY
STATION:
Office
of Sub-Regional Co-ordinator
Main Tasks:
1. Coordination & Monitoring of CMC Payments:
-
Timely submission of
CMC details and payment schedules to IPE & UNICEF, by 25th of
each month.
-
Monitoring CMC payment
disbursements in districts;
-
Responsibility to
ensure that all CMC CVs with photographs are complete for each block.
-
CMC payment records are
complete in all respects.
-
CMC payment details are
e-mailed to UNICEF,
2. SMNet Payments – Prof.
Fees, Mobility/contingency/DSA/Telephone claims:
-
Keep track of all
payments in the sub region for each month and promptly follow up with
IPE/UNICEF for delays or non-payment.
3. Release of Advance payments /checking &
forwarding of budgets:
-
All budgets i.e. IEC,
CMC Training, Poster Pasting etc. will be checked by AAs
and then forwarded to SRC/TC for sending to UNICEF, Lucknow.
-
Track and follow up
with UNICEF & IPE for approval and timely release of IEC/ CMC
Training/PP/other advance payments.
4. Checking
& Verification of Claims/Bills/Accounts:
-
Checking of all
Mobility/Contingency/DSA/Telephone claims and IEC/CMC Training/Poster Pasting
(any other) advance accounts submitted by DMCs/DUCs/TCs
on timely basis and forward it to IPE for payment.
-
Claims/Accounts to be
checked for accuracy, genuineness of bills, violation of guidelines, and
conformity with approved budgets (in the case of advances).
-
Checked claims/accounts
along with a summary sheet with observations of discrepancies, if any,
recommendations for deduction/corrections, as necessary, to be submitted to the
SRC for certification.
-
Timely forwarding of
checked & certified claims and accounts to IPE. A tracking matrix to be
maintained from date of receipt of bill to date of reimbursement by IPE.
-
Regular follow up with DMCs/DUCs/TCs for timely submission of claims/ advance
accounts.
5. Verification of bills, vouchers, claims and
expenditures:
-
Field visits to be made
for physical verification of expenditures and bills. As far as possible, these
visits should be combined with field trips for CMC Payment monitoring or Polio
round visits.
6. Liquidation of Advances:
-
Rigorous and meticulous
tracking and follow up of all advances issued to DMCs/DUCs/TCs,
for timely liquidation. Regular coordination with IPE and concerned SMNet functionary for this purpose.
7. Monitoring of CMC Training/ IEC activities:
-
Regular monitoring of
CMC trainings to match bills and expenditures with actual number of
participants, venue rates, approved budget heads.
-
Monitoring of IEC
activities to verify accounts submitted.
8. Polio round Monitoring:
-
Field visits for
monitoring activities during Polio rounds.
-
Monitoring of poster
pasting.
9. Quotations:
-
Quotations to be
obtained and 2/3 vendors selected in each district for Training venues,
photocopying and purchase of stationery. DMCs/DUCs/TCs
to use these vendors at the approved quoted rates for training as well as
contingency purposes.
-
Quotations to be
obtained and car hiring agencies to be selected for each district for use by DMCs/DUCs/TCs.
10. Leave
-
Consolidate leave
status for the month for all DMCs/DUCs/TCs and
forward to UNICEF,
11. Logistics –
Hotel accommodation, transportation & Meetings:
-
Responsible for
logistics in respect of hotel accommodation and transportation for visitors as
well as for sub regional meetings.
12. Activity
Report – to be submitted at the end
of every month as per revised format.
13. Reporting
Relationship: AAs will report to and will be supervised by UNICEF,
However,
instances of financial irregularities/mismanagement will be communicated by the
AA both to the SRC as well as UNICEF, Lucknow UNICEF,
On
programmatic issues, all field observations would be shared by AAs with respective SRCs for
necessary action.
14. Submission of Mobility Claims by AAs
-
Duty slips to be submitted along with transporter’s bill for each day of
travel.
_______________________________________________________________
11
months
_______________________________________________________________
As and when
required.
_______________________________________________________________
Completion of bachelors degree in Commerce; working
knowledge of computers, good writing and typing skills in both English and
Hindi, independently handle office correspondence.
Minimum two years experience as finance and
administrative assistant.