Under the overall guidance of the Operations Manager, the Finance Specialist is responsible for ensuring the highest efficiency in financial 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 in a large Country Office. 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 professional and support staff of the Finance Unit. The Finance Specialist works in close collaboration with the Management Support, Programme, Operations, and project teams in the CO, UNDP HQ staff and Government officials ensuring successful CO performance in Finance.
Summary of key functions:
- Effective and accurate financial resources management and oversight
- Implementation of operational strategies and procedures
- Projects’ budgets management and organization of an optimal cost-recovery system
- Control of CO accounts
- Control of CO cash management
- Facilitation of knowledge building and sharing
- 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.
- 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 the Finance Unit; 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 contribution within the CO resource mobilization efforts.
- Elaboration and implementation of cost saving and reduction strategies (including introduction and development of e-banking).
- Routine monitoring of financial exception reports for unusual activities, transactions, and investigating anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
- Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations.
- Preparation and monitoring of projects’ budgets in Atlas.
- 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 of budget and delivery situation through the Atlas tracking system.
- Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements of 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 basis.
- Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
- Submission of financial reports to donors on a timely and quality basis.
- 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; monthly payment orders (MPOs), travel claims and other entitlements are duly processed.
- 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.
- 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.
- 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 system.
- Approval and submission of monthly UN exchange rate reports to HQ 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.
- Performing paycycle manager role in Atlas.
- Timely preparation of monthly cash flow forecast.
- Liaison with other UN agencies to obtain estimate of their cash requirements.
- Organization of training for the operations/ projects staff on Finance.
- Synthesis of lessons learned and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice.
Advanced (Masters) University Degree in Finance or Accounting or Advance Diploma for UNDP Finance Training and certification Programme or a professional accounting qualification from an internationally accredited institute of accountancy. Those with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage
5 years of relevant experience at the national or international level in providing financial 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.
An understanding of IFRS/IPSAS or equivalent standard would be desirable.
Proficiency in English. Working knowledge of other UN language desirable
The Masters’ degree must state that the major is in accounting or finance. All longlistedcandidates have to pass UNDP Advanced Accounting and Finance Test before shortlisting.
Note: Degrees in Business Administration or Public Administration are not considered equivalent
Contract Duration: 1 Year with possibility for extension