UNDP Jobs - 55713- Programme Finance Associate

Programme Finance Associate

Location :

Suva, FIJI

Type of Contract :

TA Local

Starting Date :

11-May-2015

Application Deadline :

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

Post Level :

GS-6

Duration of Initial Contract :

Four Months

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding.

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 overall guidance and supervision of the Results & Resources Management Team Leader, the Programme Finance Associate ensures effective execution of financial services and processes in the Country Office (CO) and transparent utilization of financial resources. The Programme Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Finance Associate can supervise clerical and support staff. The Programme Finance Associate works in close collaboration with the Operations, Programme, Management Support and Business Development staff in the CO and UNDP HQ and the projects’ staff for resolving finance-related issues and exchange of information.

Duties and Responsibilities

Ensures administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/UNDP rules and regulations and other relevant policies on 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;
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
Assist in preparation of cost sharing, and trust fund agreements, follow up on contributions within the CO resource mobilization efforts;
Establishment of the mechanisms to track use of RBM tools and maintenance of RBM database in relation to Poverty, Governance and GEF and environment projects;
Analysis and presentation of information/ reports for identification of areas for support and interventions.

Provides effective support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Presentation of information for formulation of country programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status;
Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
Accuracy verification of Combined Delivery Reports;
Provision of information for the audit of NIM /DIM projects, follow up on implementation of audit recommendations and updating CARDS database;
Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications;
Tracking and reporting on mobilized resources;
Assists in the preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.

Provides accounting and administrative support to the Programme Finance Unit focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for NIM/DIM projects; preparation of PO and non-PO vouchers for development projects;
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;
Tracking and reporting of mobilized resources by performing the following tasks if assigned to the S/M;
Review signed cost-sharing contribution agreements and trust fund agreements;
Enter Agreement information into Contracts Module;
Attach copy of the signed agreement in Atlas;
Create Billing Plan in Contracts Module;
Create Revenue Plan and establish Milestones in Contracts Module;
Bill a donor through Contracts Module;
Maintain contributions/receivables documentation;
Apply cash receipt to the proper revenue source / fund or project;
Timely corrective actions on erroneous data in Atlas;
Preparation of financial reports as required;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items;
Recording of information and monitoring of cost-sharing with third parties and donors contributions to co-financing;
Maintenance of contact information of third party and donor counterparts;
Track and reporting on mobilized resources;
Recovery of GMS as per Cost Recovery Guidelines for Cost Shared Development Projects;
Assisting in HACT process.

Provides effective support to the Project Portfolio Managers in the unit for the management of the Programme Unit focusing on the achievement of the following results:

Coordinate the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required periods, timely securing of ASLs; and detailed record keeping of funds released for projects as well as monthly ASL reporting for non Core /GEF projects;
Sound GEF fees tracking established. Reconciliation of GEF GMS collection on yearly basis;
Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
Update project management modules in ATLAS with Prince 2 requirements and regularly report ATLAS information updates and requirements in relation to projects, for implementation by unit.

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

Systematic gaining and sharing of knowledge and experience related to programme management;
Organization of training for the office staff on programme/operations related issues;
Synthesis of lessons learned and best practices in programme finance;
Sound contributions to knowledge networks and communities of practice.

Competencies

Tracks and reports on mobilized resources;
Researches best practices and poses new, more effective ways of doing things
Identifies and communicates opportunities to promote learning and knowledge sharing;
Understands the main processes and methods of work regarding to the position;
Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions;
Uses information/databases/other management systems;
Makes recommendations related to work procedures and implementation of management systems;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly;
Maintains databases.
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others.
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Secondary Education, with specialized certification in Accounting and Finance;
University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience:

6 years of progressively responsible financial management experience is required, with knowledge of programme or project finance desirable;
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;
Knowledge of IPSAS and/or IFRS required.

Language:

Fluency in English and the national language of the duty station.