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Under the guidance and direct supervision of the Deputy Resident Representative - Operations, the Finance Specialist is responsible for highest efficiency in financial services, resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, transparent utilization of financial resources and management of the CO Finance Unit. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Specialist promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.
The Finance Specialist supervises and leads the professional and support staff of the Finance Unit. The Finance Specialist works in close collaboration with the Management Support and Business Development, operations, programme and project teams in the CO, UNDP HQs staff and Government officials ensuring successful CO performance in Financial Management of the organization resources.
Duties and Responsibilities
Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:
Financial analysis and oversight for all resources managed by the CO and provision of high-quality professional advice to the CO management
Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.
Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
Member of bank signatory panel.
Ensure accurate and timely provision of records for the various clustered financial operations.
Ensures implementation of operational strategies focusing on achievement of the following results:
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.
CO Finance business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Finance, control of the workflows in the Finance Unit.
Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts.
Elaboration and implementation of cost saving and reduction strategies. (including introduction and development of e-banking)
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
Frequently review the Integrated Financial Dashboard (IFD) and ensure that exceptions are addressed in a timely manner.
Provide a lead role in supporting programme/ project planning processes.
Assume a lead role in audits related to the CO resources and operations and provide in ensuring smooth audit processes and timely response to audit recommendations.
Manages The Budget Of Development And Management Projects And Organizes An Optimal Cost-recovery System Focusing On Achievement Of The Following Results
Financial resources management through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations.
Support the annual CO resources planning processes in the formation of the Integrated Work planning (IWP) and the STREAM preparations
Preparation and monitoring of projects’ budgets in Atlas of management projects.
Regular analysis and reporting on the budget approvals and the delivery situation of management projects.
Elaboration of proper mechanisms to eliminate deficiencies in budget management.
Organization of cost-recovery mechanisms for services provided by UNDP ensuring the preparation of pro-forma invoices for UN agencies and monitoring through the Atlas tracking system.
Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services.
Ensuring that advance payments and direct payments for NEX projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basisEnsuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.
Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).
Preparation of cost-recovery bills in Atlas for the services provided by UNDP.
Submission of financial reports to donors on a timely and quality basis.
Review and validate common services budgets and reports
Ensures proper control of CO accounts focusing on achievement of the following results:
Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; MPOs, travel claims and other entitlements are duly processed.
All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Manager level 2 for transactions approval
Control of accounts closure
Timely 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.
Control of the Accounts Receivables for UNDP projects and follow up with partners on contributions, maintenance of the General Ledger.
Regularly review Balance Sheet Accounts and ensure that they bear true and accurate records of the CO.
Ensures proper CO cash management focusing on achievement of the following results:
Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
Transaction and stop payment approval on internet banking systems
Approval and submission of monthly UN exchange rate reports to Treasury
Timely and accurate approval of bank reconciliation, including documented review of exceptions.
Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement.
Timely preparation of monthly cashflow forecast for use by Operations Manager. Liaison with UN Agencies to obtain estimate of their cash requirements.
Role as cashier for cash disbursements made on site.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on Finance.
Synthesis of lessons learnt and best practices in Finance.
Sound contributions to knowledge networks and communities of practice.
Ensure timely completion of all mandatory courses for the Finance unit.
Level 2: Identifying and building partnerships
Effectively networks with partners seizing opportunities to build alliances
Identifies needs and interventions for capacity building of counterparts, clients and potential partners
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Promoting Organizational Learning and Knowledge Sharing
Level 2: Developing tools and mechanisms
Makes the case for innovative ideas documenting successes and building them into the design of new approaches
Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
Job Knowledge/Technical Expertise
Level 2: In-depth knowledge of own discipline
Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources management)
Continues to seek new and improved methods and systems for accomplishing the work of the unit
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
Demonstrates comprehensive knowledge of information technology and applies it in work assignments
Continually looking for ways to enhance financial performance in the office
Promoting Organizational Change and Development
Level 2: Assisting the individuals to cope with change
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design And Implementation of Management Systems
Level 2: Designing and implementing management system
Makes recommendations regarding operation of systems within organizational units
Identifies and recommends remedial measures to address problems in systems design or implementation
Level 2: Contributing to positive outcomes for the client
Anticipates client needs
Demonstrates understanding of client’s perspective
Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
Level 2: Input to the development of standards and policies
Provides inputs to the development of organizational standards for accountability
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization
Leveraging conflict in the interests of UNDP & setting standards
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking
Required Skills and Experience
Advanced (Masters) University Degree in Finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy.
Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
UNDP Advanced Accountancy & Finance Test required
5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.
Experience in handling of web based management systems and ERP financials, preferably PeopleSoft.
Experience of IPSAS and/or IFRS is required for external candidates.
Fluency in the UN and national language(s) of the duty station.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant Information About UNDP Rosters
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