Background

The Programme Management Analyst works under the direct supervision and guidance of the Deputy Country Director (program). S/he plays an important role in assisting Country Office (CO) Management of Country Programme financial resources, and in the monitoring, managing and reporting on financial resources that are allocated to individual projects. S/he also plays a key role in the preparation, implementation and follow-up of National Implementation Modality (NIM) audit recommendations. S/he also contributes to the implementation of rules and norms for the UNDP projects, in particular those related to the One UN reform. The Programme Management Analyst leads the Implementation Support Team, which provides support to Clusters and implementing partners for project implementation.
 
In exercising his/her role, the incumbent supports the design, planning and management of the country programme and individual projects, particularly their financial resources, and promotes a client-oriented approach consistent with UNDP rules and regulations. He/she works in close collaboration with the operations and programme staff in the Country Office and relevant HQs units as well as with national counterparts for resolving issues relating to programme/project finance, NIM audit and the implementation of norms and procedure for programme and projects. He/she also contributes to capacity building for Country Office staff and counterpart personnel in the areas of programme and project finance management.   

Duties and Responsibilities

Summary of Key Functions:
  • Assist Senior Management in effectively managing programme finance (both budgets allocations & expenditures, core & non-core resources; hard and soft pipeline);
  • Lead IST work in assisting Programme Clusters/Staff in effectively managing project finance;
  • Contribute to UNDP submissions for One Plan Fund resources, and oversee disbursement status; maintain a close monitoring of other non-core resources
  • Provide in-house auditing expertise to the Country Office and Counterparts;
  • Lead IST work in contributing to capacity building for Country Office staff and counterpart personnel in the areas of programme/project finance management;
1.  Assist Senior Management in effectively managing programme finance (budget allocations & expenditures, core & non-core resources; hard and soft pipeline) by
  • Monitoring and analyse programme finance status in terms of budget allocations, projections and actual delivery
  • Formulating recommendations and propose corrective actions to Senior management to improve programme delivery and effectiveness
  • Monitoring Country Office compliance with RPF targets set by HQs;
  • Providing Senior Management and Programme Clusters with programme finance status (e.g. Office resource overviews, Approved budgets and Expenditures by Cluster and by Project; Status of Non-core Resources; etc…).
  • Under the guidance of Senior Management, working closely with Programme Clusters/Staff to collect timely information on new project proposals;
  • Monitoring the proposed allocations for pipeline projects and ensure that they are in line with available resources
  • Consolidating and updating the programme pipeline (both soft and hard);

2.   Lead IST work in assisting Programme Clusters/Staff in effectively managing project finance by:

  • Provide directions and supervise IST staff and ensure efficient work distribution and performance of tasks to meet needs for effective management of project finance
  • Giving technical advice to Programme staff on the preparation of budget revisions/semi-final revisions,  checking draft versions for compliance/accuracy, and recording approved versions in Atlas;
  • Assisting Programme staff in preparing final budget revisions to ensure that operationally completed projects are financially closed in Atlas by deadlines;
  • Assisting Programme staff in addressing technical problems that occur in ATLAS and that affect the processing of project budgets;
  • Producing periodical CDR’s and share them with relevant Staff/NIM projects.

3.   Contribute to UNDP submissions for One Plan Fund resources, and oversee disbursement status; maintain a close monitoring of other non-core resources by:

  • Preparing submissions of UNDP figures for the One UN funding framework
  • Studying One Plan Fund UNDP country programme requirements for allocations, and ensuring high quality timely submission of requests for OPF resources
  • Reviewing the status of implementation of OPF resources, and taking actions to ensure end-of-year high delivery
  • Monitor the portfolio of country programme cost sharing agreements and oversee the allocation, delivery, cost recovery and reporting of those funds as per donor requirement, and formulate recommendations to ensure optimal management of cost sharing contributions.
  • Assisting Programme Clusters/Staff in drafting country programme co-financing agreements in line with HQs’ standing guidelines/formats;
  • Closely monitoring payment schedules to make sure that non-core incomes are received by mutually agreed deadlines and recorded in Atlas in a timely manner;
  • Closely monitoring UNDP’s obligations to donors in terms of financial reporting on country programme and regularly reminding to Programme Clusters/Staff to ensure compliance in this respect;
  • Apportioning non-core contributions;
  • Refunding unspent incomes of UNDP country programme projects to donors and to the One Plan Fund as the case may be;
  • Recording UNDP country programme GMS incomes in Atlas based on relevant information on GMS setup and fee collection provided by related Programme Clusters in line with HQs' standing guidelines;
  • Providing Senior Management, Programme Clusters, donors with various reports on non-core resources provided to UNDP country programme as/if needed.

4.   Provide in-house audit expertise  by:

  • Acting as the focal point in interpreting National Implementation Modality (NIM) auditing rules on regulation of UNDP and of the Government of Vietnam
  • Consolidating and updating the Country Office and project counterparts on NIM audit rules and regulations to ensure their awareness and compliance 
  • Advising the Country Office and counterparts on NIM audits rules and regulations
  • Leading spot-check and assisting the Country Office and project counterpart in improving program/project financial management practices to minimize end-year qualified NIM and HACT audit recommendations
  • Coordinating annual NIM audit exercise and ad-hoc project audits
  • Following up on policy- level/cross-cutting audit recommendations
  • Acting as the focal point for harmonized approach to cash transfers (HACT) and Harmonized Programme and Project Management Guidelines (HPPMG)

5. Lead IST work to contribute to capacity building for Country Office staff and counterpart personnel in the areas of programme/project finance management by:

  • Provide direction and supervise IST staff and ensure efficient work distribution and performance of tasks to meet demand and needs for capacity development
  • Providing technical advice, including on-site support as/if needed, to help CO staff/ counterpart personnel in handling day-to-day project management duties;
  • Conducting training and coaching on Programme Financial Management, including those on relevant Atlas functionalities;
  • Sharing knowledge learned, including updating them on changes in guidelines/procedures in areas of competence/expertise; and proposing changes to existing guidelines/procedures as/if requested by Country Office Management.
  • Participate in UNDP Government joint monitoring missions
  • Acting as the focal point and interacting with the coordinating authority for the project Country Programme Management Support.

Impact of Results

The key results expected from the incumbent have an impact on the overall efficiency and success of the UNDP Country Office in the effective management of the programme through effective planning, delivery and reporting of programme resources. His/her accurate analysis, forecasting and presentation of programme finance data/information helps to enhance UNDP’s position as a strong development partner. His/her technical advices on NIM auditing rule/regulation and practices helps to ensure satisfactory auditing assessment of the UNDP Viet Nam’s programs and projects. The financial data/information provided by him/her also facilitates decision-making by CO’s Management and Programme Clusters.


 


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:

Knowledge Management and Learning

  • Shares knowledge and experience
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
  • Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
  • Good knowledge of Results Management Guide and Toolkit
  • Ability to work in the team, including back stopping others and vice versa
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:

  • Master’s Degree or equivalent in Finance, Business Administration, Economics or related field.
  • Specialized certification in Accounting and Finance a strong asset.

Experience:

  • Minimum 2 years of relevant experience at the national or international level in providing financial management advisory services and operational systems; hands-on experience in auditing of development projects.
  • Sound analytical and conceptualization skills
  • 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.

Language Requirements:

  • Fluency in spoken and written English