Duties and Responsibilities
-Contributing to the review and adjustment of systems and processes, with a view to achieve an effective and efficient program implementation environment.
-Supervising the maintenance of proper inventory, filing, project’s recording systems. Supervising the maintenance, upkeep, safeguard, and operation of project’s assets.
-In coordination with the Finance and Administration Officer, ensuring that HR and procurement processes are in line with UNESCO’s rules, regulations and procedures.
-Providing guidance in managing communication with the HQ on the operational administrative and financial matters and respond to queries efficiently.
Long Description
-Finance and Budget
-Providing guidance to the project staff in the preparation and consolidation of budgets for resource mobilization.
-Reviewing and analysing the project budget based on the donor agreement, in close coordination with the Finance and Administration Officer, programme/project responsible officers and donor.
-Ensuring donor agreement provisions are accurately translated into project budgets.
-Ensuring strict compliance with UNESCO's rules, regulations, policies and procedures and accounting standards, including IPSAS.
-In close coordination with the Finance and Administration Officer, liaising with BFM and BSP on matters of budget planning and budget preparation and provide relevant information as requested.
-Ensuring that the budget data of the project is adequately and timely entered in the appropriate management systems, and that budgetary transactions are in compliance with regulations, rules, policies and procedures.
Long Description
-Ensuring the sufficient and effective use of budgetary resources through robust monitoring of budget execution and timely provision of information to the Regional Director, the Finance and Administration
Officer and the programme/project responsible officers.
-Monitoring and analysing the project budget based on progress made in implementation and take corrective action if required, in close coordination with the Finance and Administration Officer, the programme/project responsible officers and donors.
-Providing substantive advice and support to project personnel in reviewing project budgets and propose revisions or corrective actions as necessary.
-Process, validate and follow up with Central Services on budget revisions.
-Providing timely reporting on budget implementation to the Regional Director, the Finance and -Administrative Officer, programme/project responsible officers and UNESCO Central Services.
-Ensuring that project closure actions are timely performed, in line with UNESCO's rules, regulations, policies and procedures, and project agreements' provisions.
-Providing guidance on the application of financial rules, regulations and procedures and facilitating training as may be required.
-Acting as certifying officer for the project’s transactions, including commitments and payments, ensuring that financial transactions are in compliance with regulation, rules and procedures for UNESCO.
-Ensuring that the project’s financial resources and expenditures are fully and properly accounted for and that the project’s internal control systems are adequate and functioning. eBtRacs D0LPTX
-Monitoring commitments and payments of the project, review and reconcile various clearing accounts, investigate erroneous/invalid entries and take appropriate corrective action, in line with UNESCO's rules, regulations, policies and procedures.
-Analysing complex or unusual accounting transactions and open items in the accounting system and implement corrective actions, in line with UNESCO's rules, regulations, policies and procedures.
-Ensuring that property, plant and equipment of the project are properly accounted for in the projects' records and that necessary and timely disposal actions are taken, in line with UNESCO's rules, regulations, policies and procedures and project agreement's provisions.
-Processing funds disbursements, funds reservations, Invoices, workflow process monitoring and providing updates.
-Reviewing and processing high value payment requests.
-Preparing JV requests and submitting to BFM for processing
Monitoring and managing liquidity of the project’s bank accounts and assisting the Finance and Administration Officer in preparing the project’s bank reconciliations.
Reviewing budgets and financial justifications related to implementation partnership agreements.
Providing support to project officers on donor reporting and liaising closely with Headquarter services to ensure donor reports are prepared in a timely manner in line with the terms of the funding agreements signed with donors.
Analysing and providing advice on cash flow requirements of the project and submit cash requests to the Administrative Unit of the Regional Office.
Performing monthly and yearly financial closure tasks, in close coordination with the Finance and Administration Officer.
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