Background

The Namibia CO underwent a realignment exercise over the past six months, which resulted in a smaller CO but with a tighter and more integrated focus. Thus, it is imperative that the members of the team be excellent team players, have the capacity to work well together, and step in and perform other functions when required to support the diverse needs of the CO. Therefore, the CO is looking for individuals who are self-starters, possess a variety of skills and are able to promote a good working ambiance while delivering effective results that enhance the visibility of the office.

Under the guidance and direct supervision of the Operations Analyst, the Finance Associate provides leadership in execution of financial services in the Country Office (CO) ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Finance Associate supervises and leads the support staff of the Finance Unit. The Finance Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs and Regional Hub staff to resolve complex financial management and operational-related issues and information delivery.

The Finance Associate works in close collaboration with Regional Hub support unit to secure financial support services as per the agreed division of labor in the Service Level Agreement (SLA). In addition to directly managing financial transactions as per the SLA, the Regional Hub will provide strategic and operational guidance and active support to the finance associate.

Duties and Responsibilities

Functions / Key Results Expected

Summary of Key Functions:

• Administration and implementation of operational and financial management strategies;
• Administration of budgets and effective cost recovery;
• Accounting, finance and administrative support;
• CO cash management;
• Facilitation of knowledge building and knowledge sharing.

Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results in close collaboration with the back-office support function in the Regional Hub:

• Full compliance with UN/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.
• Ensure that all Finance related actions are performed based on the SLA prepared by the Regional Hub in the framework of the remote support to the country office.
•    CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
• Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the CO resource mobilization efforts.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results in close collaboration with the back-office support function in the Regional Hub:

• Preparation and modifications of budgets for UNDP projects, follow up with HQs on authorized spending limits (ASL) for management projects;
• Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments;
• Implementation of the 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;
• Sending project budget to KK if authorized by the Senior Management;
• Support to the preparation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation;
• Timely 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 Finance Unit focusing on achievement of the following results in close collaboration with the back-office support function in the Regional Hub:

• Proper control of the supporting documents for payments, review of financial reports for NIM 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; travel claims, MPOs and other entitlements are duly processed;
• Coordination and review of 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;
• Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions;
• Timely VAT reimbursements, payment of GLOC by the Government;
• Proper receipting of goods and services and establishment of accruals.

Ensures proper CO cash management functioning focusing on achievement of the following results in close collaboration with the back-office support function in the Regional Hub:

• 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;
• Alternate to Operations Analyst as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment;
• Approval and submission of monthly UN exchange rate report to Treasury;
• Performing Paycycle manager role in Atlas;
• Timely preparation of monthly cashflow forecast for use by Operations Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements;
• Alternate as cashier for cash disbursements made on site.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results in close collaboration with the back-office support function in the Regional Hub:

• Organization of training for the operations/programme/projects staff on financial management;
• Synthesis of lessons learnt and best practices in financial management;
• Sound contributions to knowledge networks and communities of practice.

Impact of results

The key results have an impact on the overall CO efficiency in financial resources management and success in implementation of operational strategies.  Accurate analysis and presentation of financial information enhances UNDP’s credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.

Competencies

Functional Competencies:             

Building Partnerships

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Tracks and reports on mobilized resources.

Promoting Organizational Learning And Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• 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 (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
• Identifies new and better approaches to work processes and incorporates same in own work;
• 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.

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions;
• Design and Implementation of Management Systems.

Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• Makes recommendations related to work procedures and implementation of management systems.

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.
• Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Maintains databases.

Core Competencies:

• 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:

• 7 years of progressively responsible finance and accounting experience is required;
• 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.
• Knowledge of IPSAS and/or IFRS required.

Language:

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