UNDP Jobs - 54217- Finance Associate - (Open to Zambian Nationals Onl

Finance Associate - (Open to Zambian Nationals Only)

Location :

Lusaka, ZAMBIA

Type of Contract :

FTA Local

Starting Date :

01-Jun-2015

Application Deadline :

13-Mar-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

With possible extension

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 Finance Analyst and the overall guidance of the Deputy Country Director (Operations), the Finance Associate ensures effective execution of cash management services and processes in the country office. The Finance Associate promotes a client-oriented approach which is consistent with UNDP financial rules and regulations.

The Finance Associate provides leadership in the execution of programme finance services, ensuring effective and transparent utilization of programme financial resources and integrity of financial services.

The Finance Associate can supervise clerical and support staff of the Finance Unit and works in collaboration with the operations, programme and projects’ staff in the CO and UNDP HQ’s staff for resolving complex finance-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational and financial management strategies;
Administration of budgets and cost-recovery system;
Accounting. Finance and administrative support;
Global payroll;
CO cash management;
Facilitation of knowledge building and knowledge sharing.

Functions / Key Results Expected:

Ensures Implementation of operational strategies, adapts processes and procedures, focusing on achievement of the following results:

Full compliance of financial processes, financial records and reports and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal controls;
CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and CO management;
Elaboration of proposals on CO cash management system improvement.

Provides accounting and administrative support to the Finance Unit and performs Global Payroll functions, focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers; Pay Cycle and payments execution;
Approval of vendors in Atlas;
Global payrolls processing in Atlas, including the UNV payroll;
Maintenance 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 and processed; travel claims, MPOs and other entitlements are duly processed;
Timely financial 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;

Achieves sound and proper CO cash management functioning, focusing on achievement of the following results:

Transaction and stop payment initiation on the internet banking systems;
Alternate to Finance Analyst for timely preparation of monthly cash flow forecast for use by CO Management and HQs. Liaison with UN Agencies to obtain estimate of their cash requirement;
Regular Initiation and creation of deals and bank transfers in Atlas;
Presentation of thoroughly researched information on cash management, reports containing analysis and projection;
Verification of payments, execution of Pay cycle and payments;
Regular update of information on the procedures and regulations pertaining to maintenance of the office bank accounts; regularly conducted bank surveys;
Timely and accurate processing of bank reconciliations of the local bank accounts and accounts that are interfaced with BOA, elaboration of the system on the CO expenditures/ donor contributions tracking;
Creation of deals, selection of deals, notification of the Manager Level 2(or3) for approval;
Deposit recording in Atlas including application of the deposit to an Accounts Receivable pending item.

Comprehensive support to CO programme financial management, and implementation of successful and optimal cost recovery, focusing on achievement of the following results:

Development and follow up on Programme Portfolio Pipeline and Project Tree in Atlas. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of AWPs status;
Sending project budget to KK (if authorized and on the basis of signed project documents and project budgets);
Oversee Atlas matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;
Provision of the information/reports on the situation in programme, identification of operational and financial problems, proposal of solutions;
Vendor approval (if authorized by Senior Manager);
Accuracy review, verification and reconciliation of Combined Delivery Reports to Project Transaction Detail Reports;
Adequate knowledge of ERP platform and ability to generate relevant reports for budgets, AWPs, Expenditure and Available Cash Resource Status;
Support Programmes on the preparation of donor reports backed up by appropriate ATLAS reports;
Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies;
Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor;
Timely preparation of cost-recovery bills in Atlas for the services provided, implementation of the income tracking system and follow up on cost recovery.

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

Organization of trainings for the operations/ projects staff on Finance related topics;
Synthesis of lessons learnt and best practices in Finance;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the CO financial services and success in implementation of operational strategies. Accurate data entry, analysis and presentation of financial information and execution of services contribute to creation of an efficient cash management system of the office.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Professionalism

Proven skills and ability to identify issues, formulate opinions, draw conclusions and recommend solutions;
Remains calm whilst working effectively in stressful situations; shows motivation and pursues continuous personal development and learning. Must be able to work as part of a multi-level team of diverse nationalities to respond quickly to areas of concern.

Knowledge Management and Learning

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting;
Sound knowledge of financial rules and regulations;
Strong IT skills;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

Focuses on result for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

A Secondary Education (full Grade 12 Certificate) with minimum specialized certification in Accounting and Finance, as either ACCA Level II (Skills Level), CIMA Certificate in Business Accounting (Cert BA) or ZICA Professional Level;
A Bachelor’s Degree in Accounting or Finance would be desirable, but is not a requirement.

Experience:

Six years of progressively responsible finance experience and specialized knowledge of banking policies, procedures and accounting systems is required;
Experience in the usage of computers and office software packages (MS Word, Excel, Speed Table, etc) and advance knowledge of spreadsheet and database packages;
Experience working in web based management systems such as ERP.

Language requirement:

Fluency in English; and
The official language of Zambia.