Background

Under the overall guidance of the DCD/Operations, 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 Country Office (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 professional and support staff of the Finance Unit. The Finance Specialist works in close collaboration with the Management Support and Business Development, Programme, Operations, and project teams in the CO, UNDP HQ staff and Government officials ensuring successful CO performance in Finance.

Duties and Responsibilities

Summary of key functions:

• Effective and accurate financial resources management and oversight;
• Implementation of operational and financial management 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.

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 implementation of operational and financial management strategies and procedures, 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 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);
• 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.

Manage the budget of development and management projects and organize an optimal cost-recovery system, focusing on achievement of the following results:

• 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 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 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.

Ensure 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; monthly payment orders (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;
• Approval of vendors;
• 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 maintenance of the General Ledger.

Ensure 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;
• 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 for use by the Operations Manager. Liaison with other UN agencies to obtain estimate of their cash requirements.

Ensure facilitation of knowledge building and sharing in the CO, focusing on achievement of the following results:

• 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.

Competencies

Functional Competencies:

• Building Partnerships;
• 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:

• 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:

• 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:

• 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:

• 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.

Client Orientation:

• 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:

• Input to the development of standards and policies;
• Provides inputs to the development of organizational standards for accountability.

Core Competencies:

• 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 as the responsibility of each staff member;
• Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

• 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.

Experience:

• 5 years of relevant experience 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 and ERP financials, preferably PeopleSoft;
• Experience of IPSAS and/or IFRS is required for external candidates.

Language:

• Fluency in English and Portuguese.