UNDP provides Programme and operational services to the United Nations, civil society organizations and governments. UNDP is the lead agency in Sudan in administering pooled funding from various donors, ensuring effective funds management and providing funds management services for three major multi-partner trust funds: The United Nations Darfur Fund, the Darfur community Peace and Stability Fund (DCPSF) and the Sudan Humanitarian Fund (SHF).
Donor contributions to the SHF and DCPSF finance projects carried out by the Participating UN Organizations (PUNOs), the International Organization for Migration (IOM), and NGO partners (both national and international).
UNDP serves as Participating UN Organization (PUNO) for NGO implemented projects, performing functions established by global corporate practice as those of ‘Managing Agent’ for the SHF and the DCPSF through its Country Office in Sudan. The relationship between UNDP and the NGO Implementing Partners is guided by UNDP rules and regulations.
Under the supervision of the Deputy Resident Representative - Programmes, the Funds Management Specialist coordinates and manages the Funds Management team. S/he contributes to defining, organizing and implementing UNDP Sudan’s approach to the provision of funds management services, and promotes a client-oriented approach consistent with UNDP rules and regulations.
The Funds Management Specialist works closely with the Country Office Finance Unit, the Compliance, Performance and Resources Management team (CPRM), as well as with MPTFO, and the OCHA Humanitarian Financing Unit (SHF HFU), and the UNDP DCPSF Technical Secretariat (DCPSF TS).
Summary of Key Functions:
1. Implements UNDP Sudan’s approach the provision of funds management services
- Establish the business processes of the Funds Management Unit according to the Managing Agent function, covering the funds management cycle.
- Identify opportunities for process improvements within UNDP, and between the FMU and the Technical Secretariats / Funds Managers.
- Provide support to the SHF HFU during the process of developing the approach, justification and rationale for the project area in consultation with appropriate partners and stakeholders;
- Provide support to the Sectors/SHF TU in the process of appraisal of individual NGO projects to ensure UNDP minimum standards of project documentation is met;
- Provide support to the Sectors/SHF TU in the process of project development and quality assurance;
- Support the SHF TU & Sectors in the process of project management arrangements ensuring that UNDP requirements for oversight are met;
- Undertake HACT micro capacity assessments and SHF required capacity assessments of implementing NGO partners and advise the UNDP CO Senior Management on the engagement strategy based on HACT report;
- Together with the SHF TU, undertake orientation and training for NGOs with regard to the programmatic procedures, Financial Management and all other aspects of project management applicable to the SHF and the DCPSF;
- Liaise with Sector Coordinators, Co-coordinators and other SHF stakeholders, particularly in Monitoring and Reporting (M&R) Working Group in relation to monitoring activities;
- Support M&R Working group in project monitoring activities by providing required data and information;
- Ensure project closure in line with the PPAs/RPAs and UNDP guidelines;
- Provide consolidated inputs to SHF TU and UNDP on achievements of the NGO-funded projects to the SHF and DCPSF Annual Reports.
- Strategic oversight of planning, budgeting, implementing and monitoring of the programme, tracking use of financial resources in accordance with UNDP rules and regulations
- Preparation and disbursement of allocations to NGO partners.
- Follow with NGO partners on timely reporting to ensure advances are timely liquidated. Bring any issues of late reporting to the notice of UNDP Management
- Maintain a data base on the financial over view of SHF and DCPSF NGO projects.
2. Programme performance and results-based reporting:
- Maintain regular contact with the partner NGOs and provide support and guidance on the preparation of results-based progress reports;
- Prepare consolidated analytical results-based progress reports based on submissions from partner NGOs within the timetable specified in the Memorandum of Understanding and Letter of Agreement of the Funds;
- Prepare strategic materials, briefs and/or position papers on emerging results and outcomes of the SHF;
- Maintain a risk log of the partner based on reporting and audit
- Follow up and coordinate with the relevant internal and external audit bodies in carrying out of required audits as specified in the NGO contracts and internal UNDP requirement.
- Provide all required support to CPRM in conducting external audit of the SHF and DCPSF NGO projects.
- Coordinate and respond to audit observations made on NGO projects and ensure follow-up actions are taken according to agreed recommendations.
3. Strategic partnerships and support to resource mobilization:
- Support the Implementation of the CO partnerships and resources mobilization strategies to achieve programme outcomes;
- Determination of programmatic areas of cooperation, based on strategic goals of UNDP, country needs and donors’ priorities;
- Analysis and research of information on donors, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for cost-sharing.
- Advise the CO on policy issues relating to the Pooled Funds, particularly those affecting UNDP CO’s delegated fiduciary responsibilities.
- Serve as Country Office coordinator and focal point for Donor Due Diligence Reviews and HQ Financial Missions for SHF and DCPSF
- Prepare strategic materials, briefs and/or position papers on emerging results and outcomes of the Funds.
4. Leads and manages the Fund Management Unit:
- Reviews and improves the functional set-up of the fund’s management unit
- Establishes effective business processes within the unit.
- Supervises and provides guidance, on a day-to-day basis, to FMU staff.
- Establishes annual and monthly priorities of the team and manages the FMU staff on a day-today basis.
- Promotes effectiveness, efficiency of the FMU team.
- Provides mentoring and professional guidance and orientation to FMU staff as adequate.
- Monitors and evaluates the performance of FMU team members.
5. Ensures effective communication with NGOs and trust fund partners:
- Oversees and coordinates, the external communication of the Funds through website postings, periodic publications and public meetings.
- Provide periodic summary reports on Funds level progress to the OCHA Humanitarian Financing Unit and the DCPSF Technical Secretariat.
- Prepares and provides information related to UNDP’s MA function, as well as analytical information relating to funds performance.
- Identifies and articulates lessons learnt on the operations of the funds and contributes to the formulation of guidelines, procedures and policies that would further improve the efficiency and effectiveness of such funds.
- Mobilizes and interacts with UNDP HQ MPTFO, RBAS, CRU, BMS, etc.) to appropriately respond to the needs of the Funds.
- Represent UNDP CO in internal and external meetings, as requested.
Ability to make new and useful ideas work: Creates new and relevant ideas and leads others to implement them.
Ability to persuade others to follow: Plans and acts transparently, actively works to remove barriers.
Ability to improve performance and satisfaction: Models high professional standards and motivates excellence in others.
Ability to listen, adapt, persuade and transform: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others.
Ability to get things done while exercising good judgement: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions.
Knowledge Management and Learning:
Has knowledge of UNDP/UN policies and programmes in crisis and post-crisis situations: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise.
Development and Operational Effectiveness:
Ability to lead implementation of new systems (business side), and effect staff behavioral/ attitude change: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise.
Management and Leadership:
Ability to establish effective working relations in a multicultural team environment: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise.
Identify and Building Partnerships:
Effectively networks with partners seizing opportunities to build strategic alliances relevant to UNDP’s mandate and strategic agenda: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise.
Master’s degree in business administration, Management, Public Administration, Law, or a professional accounting qualification from an internationally recognized institute of accountancy.
- 7 years of relevant experience in providing funds management advisory services and/or managing staff and operational systems.
- Knowledge of the UN system as well as NGO experience is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages is a basic requirement.
- Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
- Experience of IPSAS and/or IFRS is required for external candidates.
Proficiency in both oral and written English Language. Knowledge of Arabic will be an asset.
Contract Duration: 364 days