Finance Assistant - UNDP Zimbabwe

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.

In Zimbabwe, UNDP is the interim Principal Recipient (PR) for the HIV grant and is also providing Support Services Fund Administration (FA) Support Services to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the tuberculosis (TB) and Malaria grants. UNDP-GF partnership under the 2021-2023 allocation aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2025. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative and monitoring and evaluation. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national partners, including the National AIDS Commission (NAC), MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.
In order to provide strategic planning, programmatic and operational management and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established.

Under the overall guidance and direct supervision of the Finance Analyst, the Finance Assistant is responsible for effective delivery of financial services, transparent utilization of financial resources and management of projects finances to support the GF grants. This will be done in accordance with UNDP rules, policies and procedures, the grant and corporate agreements with the GF, and working in partnership with national stakeholders, Sub-recipients (SRs) and Sub-sub-Recipients (SSRs) and close coordination with the GF (including Local Fund Agent), CCM technical partners and UN entities, the GF/HIST.

The Finance Assistant will promote a collaborative, client-oriented approach, ensuring close collaboration with the GF grants operations, programme in the Country Office and other UNDP units for resolving complex finance-related issues and information delivery.

Duties and Responsibilities

Support implementation of operational and financial management strategies focusing on achievement of the following results:
-Full compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
-Full compliance with Global Fund’s rules, regulations and policies for financial management and reporting.
-Conduct financial verifictions and spot checks at the offices of SRs and SSRs to review internal controls, financial records and reports and issue communication detailing the findings and recommendations.
-Contribute to the preparation of the quarterly and semesterly reports to the Global Fund. .
Facilitate audits by the Office of Audit and Investigations and External Sub Recipient Audits of SRs and SSRs in a timely and effective manner and to ensure audit findings and recommendations are properly addressed and documented for management and reflected in the implementation arrangements; and
Provide support in responding to inquiries on financial-related matters from the SRs,SSRs, the Global Fund, and the Local Fund Agent.

Assist in Ensuring the management of Programme budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
-Assist in preparing and monitoring projects’ budgets in Quantum and ensure that the budget in Power BI System is in line with the approved detailed budget.
-Assist in monitoring of budgets and reporting on the budget utilization.
-Timely review of cash position for SRs and SSRs to ensure sufficient funds for their implementation and appropriate disbursements.
-Timely review commitment control in Quantum to monitor budget availability and cash available in Quantum; and Monitoring and ensuring that contributions from the Global Fund are transferred to UNDP and applied in Quantum on a timely basis. Prepare budget revisions, as required, and maintain updated the projects information in Quantum
-Analyze and provide reasons for the budget variances between the actual and budgeted expenditures.
-Preparation of all types of vouchers for GF related projects and PO vouchers for GF programme along with supporting documents.

Ensures proper control of the Programme’s accounts focusing on achievement of the following results:
-Proper control of the supporting documents for payments and financial reports for GF.
-Analysis and elaboration of proposals for the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims and other entitlements are duly processed and receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures; and Timely take corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.

Supports capacity building and knowledge sharing knowledge sharing on financial matters focusing on achievement of the following results:
-Capacity building of SRs and SSRs on overall financial management.
-Synthesis of lessons learned and best practices in finance and share corporately.
-Contributions to knowledge networks and communities of practice

Qualifications and Experience

Business Management
-Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
-Working with Evidence and Data : Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
-Customer satisfaction/ Client Management :Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. -Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns covering useful information, informing conclusions and supporting decision-making.

Administration & Operations
-Documents and Records Management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Finance
-Accounting (General): Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.
-Financial Reporting and Analysis: Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
-Audit: Ability to examine and verify accounts and records