UNDP Jobs - 51863- Finance/Administrative Specialist

Finance/Administrative Specialist

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

05-Jan-2015

Application Deadline :

01-Dec-14 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

1 year

Languages Required :

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the direct supervision of the Strategic Results Specialist and under the overall guidance of the Division Director - Strategic Planning and Oversight Team, the Finance/Administrative Specialist is responsible for the financial, administrative and operational oversight and support to RBAP/HQ. Under the guidance of the supervisor, the incumbent will perform the below listed functions:

Duties and Responsibilities

Summary of Key Functions

Provides policy and procedural guidance on the use of resources managed by RBAP;
Manages the financial and operational aspects of RBAP activities;
Ensures the strategic direction of operations;
Provides programme support and management to RBAP;
Promotes knowledge and sharing.

Provides policy and procedural guidance on the use of resources managed by RBAP

Policy guidance on proper and effective use of the resources managed by RBAP, ensuring adherence to UNDP financial rules and regulations;
Policy and procedures guidance on procurement of all goods and services for RBAP, ensuring adherence to UNDP rules and regulations;
Ensure application of corporate policies, procedures, standards and tools to ensure proper financial management and control;
Provides policy and procedural guidance on the use of resources managed by RBAP and manages the financial and operational aspects of RBAP activities.

Manages the financial and operational aspects of RBAP activities

Development and implementation of cost-recovery strategy for RBAP services as part of the overall sustainability strategy for RBAP;
Monitoring, analysis and oversight of RBAP's programmatic, administrative and extra-
budgetary resources;
Management of the approving/certifying functions for RBAP financial transactions;
issuance of allocations in ATLAS in supporting the Fund Manager role of RBAP;
Approval of commitments/disbursements requiring manager level 2 authority;
Provision of strategic financial and operational advice to country offices on RBAP programmes and projects;
Approval of ATLAS roles creation in Argus in compliance with the Internal Control Framework for managing financial resources and staff positions;
Advise , on substantive matters and contribution to new strategies, approaches and policies on resources management;
Contribution to developing the prescription content for accessing RBAP resources, and other operational approaches, guidelines, and procedures in resource management;
Resource analysis and preparation of reports relating to contributions, allocations and expenditures through systematic forecasting, target-setting, early warning mechanisms, etc.
Aggregate reporting / monitoring of financial performance against financial goals / indicators for the bureau;
Oversee regional budgetary performance at aggregate level focusing on managerial efficiency, compliance and financial sustainability;
Prepare financial reports to senior management for strategic orientation and advice.
Analyze financial data to enable strategic decision making;
Support the Strategic Results Specialist in innovation and design of qualitative and quantitative management reports to link results with resources and to facilitate strategic decision-making.

Ensures the strategic direction of operations

Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results;
Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements;
CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, and Logistical and ICT services;
Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment;
Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice;
Ensuring client orientation of the operations in providing support services to UNDP CO, Projects, UN Agencies and implementing partners;
Ensuring results orientation, avoiding backlog of work in all areas of the operations and working according to deadlines;
Develop / oversee business continuity plans for bureau in HQ, liaise with BOM and follow-up on BCP platform.

Provides programme management and operations support to RBAP

Advice to the Division Director, Strategic Planning and Oversight Team on substantive matters and contribution to new strategies and approaches on resources management;
Preparation of management reports and maintenance of RBAP management reporting platforms;
Review of donor reporting and addressing donor queries;
Conduct of analysis of resource management and utilization for projects under direct execution modality;
Continuous support for RBAP's teams’ resource allocation and utilization through;
systematic forecasting, target setting, early waning mechanisms and proper guidance;
Support to the development of systems and tools for tracking income and expenditure for RBAP activities, including early warning systems.

Promotes knowledge sharing and learning

Integrate/aggregate financial and operational results from country and regional programmes to inform strategic decision making, obtain CO buy-in on regional priorities;
Develop and deliver substantive trainings related to finance and operations;
Guidance to staff in the unit on substantive and technical matters and strengthening of team performance through coaching and staff development;
Coordination and conduct of training/coaching, and liaison with the HR Advisor as appropriate, to ensure that staff build the capacity to follow standard UNDP procedures, transactions meet auditing standards, and to maintain appropriate records and documentary history;
Participation in all relevant UNDP and external trainings;
Drawing together synthesis reports of lessons learnt and best practices;
Contribution to UNDP knowledge networks and communities of practice.

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done

Technical/Functional Competencies

Primary

UN System

Knowledge of the UN System and ability to apply to strategic and/or practical situations.

Representation

Ability to productively share UNDP knowledge and activities (at UN and other venues).

Relationship Management / Partnerships

Ability to engage with other parties, agencies, donors, and other development stakeholders and forge productive working relationships.

Brief and Speech Writing

Ability to prepare quality briefs and/or speeches;

Resource Mobilization

Ability to identify and organize programmes and projects to implement solutions and generate resources.

Secondary

Knowledge Management

Ability to efficiently handle and share information and knowledge.

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.

Results-based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.

Required Skills and Experience

Education:

A minimum of a Master’s degree or equivalent) in either Public/Business Administration or Finance/Accounting;
Certified Public Accounting qualification is highly desirable.

Experience:

At least 5 years of professional work experience in accounting and finance, including at least three years in a major; national/international organization at manager/supervisor level, preferably in the field;
Supplementary technical qualification in Information Technology Systems.

Language Requirements:

Fluency in English, both oral and written, is required;
Working knowledge of other UN official language is an asset.

Non-Smoking environment.