job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
As a key partner in the Resilience debate in Zimbabwe, UNDP has in partnership with several donors taken the lead in designing the Zimbabwe Resilience Building Fund (ZRBF) Phase I. The overall objective of the fund is to contribute to increased capacities of communities to protect development gains and achieve improved well-being outcomes in the face of shocks and stresses enabling them to contribute to economic growth of Zimbabwe. This will be achieved through a combination of 3 sets of results which will focus on a) creating a body of evidence for increased application of evidence in policy making and application for resilience; b) setting up a multi donor trust for Resilience Building in Zimbabwe to allow for partners to come together around the Resilience Framework and principles to improve the absorptive, adaptive and transformative capacities of at-risk communities; and c) setting up a risk financing mechanism which will provide appropriate, predictable, coordinated and timely response to risk and shocks from a resilience perspective. The ZRBF second phase is expected to build on the strengths from the phase I.
The proposed Zimbabwe Resilience Building Fund Phase II (ZRBF 2) is strategically aligned with the existing implementation frameworks of the Government of Zimbabwe, the UN system, and various development partners. This alignment ensures that the program's interventions are embedded within national priorities and global development goals, contributing to long-term sustainability and resilience. The UNDP Zimbabwe envisages a partnership with the Food and Agriculture Organization (FAO) Zimbabwe on Zimbabwe Resilience Building Fund Phase II. The program seeks to build the resilience of vulnerable (Women, Youth, Persons with Disability) and marginalized rural communities, ensuring sustainable natural resources management and utilization for climate action with improved food and nutrition security in Zimbabwe.
Operating on the principles of joint programming the Zimbabwe Resilience Building Fund will aim to provide flexible, coordinated, and predictable funding to support the achievement of increased national resilience to shocks – aligning to nationally owned and determined priorities. By improving coordination among all stakeholders, the Fund can also provide a forum for policy dialogue, and programmatic coordination and harmonization as well as building up a body of evidence for improved joint targeting and programme design.
Duties and Responsibilities
Ensure implementation of operational and financial management processes focusing on achieving the following:
-Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies;
-Implementation of the effective internal control, proper design and functioning of the financial resources management system (and monitoring utilization of resources);
-Provision of advice on policies and plans affecting ZRBF program finance managements, delivery of practice advisory, knowledge and learning services in relation to how to best meet the requirements of all contributing donors within the UNDP rules and regulations;
-Operationalize business processes mapping and establishment of internal Standard Operating Procedures in Finance for ZRBF in close coordination and alignment with UNDP CO;
-Prepare and follow up on capacity development of partners of ZRBF based on HACT Micro Assessments, spot checks and audits;
-Set up effective systems for fraud monitoring with all ZRBF partners.
Ensure effective and accurate financial resources management focusing on achievement of the following results:
-Financial analysis for all resources managed by the ZRBF and provision of high-quality professional advice to the Project Coordinator and UNDP CO Senior Management;
-Preparation of ZRBF Annual HACT Assurance Plan and submission to the CO’s HACT focal person;
-Financial resource management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations;
-Responsible for ZRBF quarterly financial reports to donors including quarterly and biannual forecasting and quarterly finance delivery chain risk report to donors;
-Ensure all financial and operational transactions are correctly recorded and posted in Quantum;
-Regularly monitor program delivery through QUANTUM, run relevant reports, and prepare financial spreadsheets, reports, statements and/or other supporting documentation as required;
-Support resource mobilization, partnership building and monitoring and evaluation activities of ZRBF
-Identify and report on budgetary shortfalls/surpluses as well as results-based indicators to ensure effective and efficient monitoring and delivery of the ZRBF.
-In close collaboration with Programmes/ projects/ Units at CO, Regional and HQ levels develop quarterly Value for Money reports for donors.
Manage the budgets of the ZRBF focusing on achievement of the following results:
-Guide staff on the creation and maintenance of Project budget in QUANTUM as well as financial closure of projects contributing to ZRBF;
-Establishment of system to prepare/modify, monitor and control budgetary status versus spending limits and project delivery rates;
-Implement expenditure tracking system between QUANTUM and donor budgets;
-Regular reporting on the delivery status including trends analysis;
-Apply proper mechanisms to eliminate deficiencies in budget management internally as well as by grant recipients (monitoring, analysis, capacity support etc.)
Supports UNDP Finance and Procurement Units in ensuring smooth operational and administrative processes related to ZRBF focusing on achievement of the following results:
-Support timely review of procurement requests and secure all documents comply to Zimbabwe CO standard and that all SOPs are followed before submission to Country Office;
-Participate or chair all financial evaluations of procurement activities related to ZRBF and ensure value for money;
-Effectively manage driver pool to provide transport services to ZRBF staff.
Ensure facilitation of knowledge building and knowledge sharing, guidance to program staff on financial matters focusing on the achievement of the following results:
-Advice ZRBF staff on UNDP administrative and budgetary reporting issues;
-Organize/conduct training for ZRBF PMU Staff on (QUANTUM) Financial management and RBM;
-Organize and conduct training on financial compliance and reporting to UNDP for Grant Recipients under the ZRBF;
-Adopt CO’s SOPs or develop and agree specific SOPs for the project most common processes between ZRBF PMU and IPs/RRs, as needed;
-Provide synthesis of lessons learned and best practices in program and Program finance;
-Sound contributions to knowledge networks and communities of practice;
-Support resource mobilization activities.
Provides administrative support focusing on achievement of the following results:
-Support the procurement logistic, equipment and meeting and training materials and communication with vendors;
-Ensures timely delivery of procurement processes for the project;
-Support vendor payment in time, voucher preparation in Quantum system;
-Support the project team on all kinds of projects management related activities including liaison with government agencies/UNDP CO/donor partners, NGOs and other key stakeholders, as directed;
-Support settlement of DSA and other claims from staff and other service providers as per UNDP rules;
-Support vehicle management and ensure vehicle support to program;
-Support asset management, handover, maintenance & dispatch & disposal;
-Support the Asset Focal Person in maintaining the asset register for the project assets.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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