UNDP Jobs - 55157- Administrative and Finance Analyst

Administrative and Finance Analyst

Location :

Dushanbe, TAJIKISTAN

Type of Contract :

FTA International

Starting Date :

01-Jun-2015

Application Deadline :

09-Apr-15 (Midnight New York, USA)

Post Level :

P-2

Duration of Initial Contract :

1 year

Languages Required :

English Russian

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

UNDP Tajikistan has been selected as a Principal Recipient for implementation of the Global Fund to Fight AIDS, TB and Malaria Programs from 2009 to 2015. In its role as Principal Recipient, UNDP is responsible for the financial and programmatic management of the Global Fund grants. In all areas of implementation, it provides capacity development services to national counterparts and other implementing partners.

UNDP Tajikistan has established the HIV/AIDS, TB and Malaria control unit for coordination of GFATM grants implementation and general guidance on UNDP and GFATM rules and procedures to all implementing partners. Under the guidance and direct supervision of the Program Manager, the Administrative and Finance Analyst will ensure effective execution of financial and administrative services and processes at UNDP HIV/AIDS, TB and Malaria control unit and transparent utilization and management of donor and UNDP core financial resources and other related services consistent with UNDP rules and regulations. The main role is to coordinate and facilitate activities to build management capacities of key national counterparts, strengthen operations management skills of UNDP administrative and finance project team, ensuring smooth functioning of the projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Admin and Finance Analyst leads and guides the UNDP HIV/AIDS, TB and Malaria control project’s Administrative and Finance team and foster collaboration within the team, with UNDP programme and operation staff in the CO and with other UN Agencies with a client-oriented approach. The Administrative and Finance Analyst works in close collaboration with implementing partners and government officials to successfully deliver administrative and financial services.

Duties and Responsibilities

Summary of Key Functions:

Ensures effective and accurate financial resources management and audit focusing on achievement of the following results:

Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
Full compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations;
Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with the programme manager;
Oversee and administer the timely and accurate reporting of financial part in close coordination with project manager to the Local Fund Agent (LFA) of the Global Fund for replenishment of UNDP account by submitting progress update (PU) and disbursement request (DR) and Enhanced financial reports to GFATM, in a timely manner;
Oversee and administer the proper close out of grants including preparation of budget for grant closure activities, preparation of inventory list of health and non-health products procured with grant funds and proper closure of grants in ATLAS;
Develop, track and report to the management financial key performance indicators;
In close coordination with the Programme manager and project managers lead budget preparation, control and revision for GFATM-funded projects;
Overseeing the integrity and consistency of the project budget information in ATLAS;
Oversee the 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 travel claims and other entitlements are duly processed;
Support and provide technical guidance to administer the closure of accounts for the financial year in ATLAS;
Ensure timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to CO requests to resolve financial data issues;

Implementation of operational and administrative strategies in the project (HR, PSM and general office management):

Full compliance of operational and administrative processes within GFATM unit with UN/UNDP rules, regulations, policies and strategies;
Implementation of the effective internal control, proper design and functioning of HR, PSM and administrative management system;
Administer human resources activities for GFATM unit staff in accordance with the rules & regulations of UNDP;
Prepare staff budget forecast through an analysis of staffing pattern and needs during the respective year;
Advise the respective staff for proper coordination with UNDP HR Unit during the different stages of recruitment of project staff. Coordinate for issuance, renewal and termination of contracts of project staff;
Ensure proper maintenance of filing system for HR records, personnel files, attendance and leave records and prepared correspondence, reports and tables on human resources;
Ensure timely planning and follow up of procurement and supply management activities envisaged within the Program framework;
Ensure smooth, efficient and effective running of the office;
In close coordination with Project Managers ensure proper supervision and management of performance of the support staff (Finance Assistants and Associates, Administrative Assistants, Drivers, IT specialist and Cleaners);
Actively participate in discussions related to efficient and effective Programme implementation and general office management;

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

In collaboration with the UNDP programme manager and the HIV/AIDS, TB and Malaria Project Managers, provide direct advisory support to the key national counterparts, sub-recipients and national authorities on the best operational management practices in the form of management feedbacks and management letters based on results of verifications of financial reports, assets and inventory checks, audits, field visits, etc;
Provide direct supervisory support to program staff on financial reports articulating, workflow targets attained, standards met and establishing a mutual relationship of trust for future cooperation;
Lead training initiatives for UNDP support team and government counterparts reinforcing importance of managerial and administrative excellence towards realizing GFATM programmatic objectives and to increase their absorptive and disbursement capacity;
Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators;
Sound contributions to UNDP knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism;

Functional Competencies:

Knowledge Management and Learning:

Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
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 lead strategic planning, results-based management and reporting;
Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery;
Good knowledge of accounting;
Ability to successfully lead the Finance Team;
Ability to implement new systems and affect staff behavioral/ attitudinal change.

Management and Leadership:

Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates good oral and written communication skills;
Demonstrates openness to change and ability to manage complexities;
Leads teams effectively and shows mentoring as well as conflict resolution skills;
Demonstrates strong oral and written communication skills.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

Experience:

Two years of experience in administration and Programme management support, with supervisory responsibilities;
Experience in project or programme development & implementation, budgeting, monitoring and reporting;
Experience in working with UNDP and GFATM projects and knowledge of UNDP/GFATM financial and operational procedures and guidelines is a definite asset. Experience in working with GFATM projects and financial procedures is highly required;
Experience in the usage of computers and office software packages, experience in handling of web based management systems.

Language:

Fluency in the both written and spoken English;
Knowledge of Russian or Tajik (Farsi) language would be an asset.