Background
The Global Political Agreement (GPA) signed on September 15, 2008 by the three major political parties in the inclusive government- ZANU (PF), MDC-T and MDC-M provides for a comprehensive people-driven constitution making process over a period of eighteen (18) months beginning in April 2009. To ensure that capacities for a participatory constitution- making process based on democratic principles were in place, the Government of the Republic of Zimbabwe supported by the United Nations Development Programme (UNDP) and Development Partners approved a Project to support this process. The Project’s main goal is to strengthen national capacities for the implementation of a transparent, impartial, inclusive and participatory constitutional making process, with a particular focus on strengthening the national leadership of the Parliamentary Select Committee and its Sub-Committees and engagement of the media, other civil society, the private sector, the academia and development partners, in contributing to this overall goal.The constitution-making process is now finalizing the second phase activities. The activities implemented in 2012-13 require accurate analysis of project financial activities, donor’s basket fund and reporting to Government counterparts, donors and other stakeholders in a timely manner.
Under the overall guidance and supervision of the ARR/Governance and Gender Mainstreaming, the Finance Specialist (P 3) will assist the SPCMZ Project Coordinator. The Finance Specialist is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the project 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 will also be responsible for all financial aspects of the project activities. Finance Specialist will ensure that support needed in this regard is provided and Finance Specialist will supervise the work of the finance staff related to project activities. The Finance Specialist will also complete the project closure activities and be responsible for ensuring the completion of all related documentation.
Under the overall guidance of the DCD- Programmes and supervision of the ARR, GGMU, the Finance Specialist supervises and leads the finance staff of the project Unit in Harare. The Finance Specialist works in close collaboration with the operations, project teams, programme units in the CO, UNDP HQs staff, Government officials and donors ensuring successful implementation of the project in finance management. This is a Management Project Funded Position.
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 UNDP project support operations and provision of high-quality professional advice to 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 UNDP project support operations cash management process, including liquidity management , recommendation of imprest level, risk assessment , bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on sight;
- Monitoring of financial exception reports for unusual activities transactions, and investigations of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff in project support operations and 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;
- UNDP project support operations 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 IEC resource
- Elaboration and implementation of cost saving and reduction strategies
- Routinely monitors financial exception reports for unusual activities, transactions and investigates anomalies or unusual transitions. Informs supervisors and UNDP CO 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;
- Oversight of preparation and monitoring of project 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;
- Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
- 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 internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted; payrolls are duly prepared, monthly payment orders (MPOs), travel claims and other entitlements are duly processed;
- Control of the accounts receivable for IEC;
- Control of accounts closure;
- Ensure all vendors are approved by UNDP CO;
- Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
- 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;
- Primary contact with local bank management on routine operational matters;
- Timely preparation of monthly cash flow forecast for use by the finance unit.
- Share the ideas and consult the project staff members on the financial rules;
- Advising the IEC in developing Standard Operating Procedures (SOP) pertaining to Budget Management, Operational Advances, Disbursement Management and Financial Reporting; and implementation of the SOPs ;
- Assist the IEC in the design, planning and Implementation of capacity building in Project Financial Management, oversight and compliances;
- Synthesis of lessons learnt and best practices in Finance;
- Sound contributions to knowledge networks and communities of practice.
Competencies
Functional Competencies:Building Partnerships
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
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
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
Level 2: Assisting the individuals to cope with change
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
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
Education:- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics 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
- Minimum 5 years of relevant experience at the national or international level
- International experience, especially in managing donor resources
- Knowledge of UNDP financial and operational procedures and guidelines.
- Demonstrable ability to mentor, coach and tutor other staff is required.
- Ability to work under pressure and staying calm in a highly polarized and politically sensitive environment is essential.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spread sheet and ATLAS.
- Experience in handling of web based management systems and ERP financials, preferably PeopleSoft.
- Fluency in both written and spoken English.