Assistant Finance Officer



Advertised on behalf of :

Location : Kampala, UGANDA
Application Deadline :31-Dec-10 (Midnight New York, USA)
Additional Category :Management
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Feb-2011
Duration of Initial Contract :8 months

Background

Under the overall guidance and supervision of the Country Programme Manager, the Assistant Finance Officer ensures effective and transparent utilization of financial resources and integrity of financial services. The Assistant Finance Officer promotes a collaborative client-oriented approach consistent with United Nations Development Fund for Women (UNIFEM, Part of UN Women) rules and regulations. S/he analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues.
 
The Assistant Finance Officer at SB-3 SC level 7 works in close collaboration with the project teams in the Country Programme Office (CPO), UNIFEM East and Horn of Africa regional office (EHARO), UNDP Finance staff in the country, Government and civil society partners ensuring successful CPO performance in Finance.


Duties and Responsibilities

Summary of key functions:
The key results have an impact on the overall CPO efficiency in financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure Partners' and EHARO's satisfaction and enhance UNIFEM’s credibility in use of financial resources.
 
1. Ensures implementation of operational strategies and adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with UNIFEM 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
  • CPO Finance business processes mapping and setting up and elaborating the content of internal Standard Operating Procedures in Finance under the supervision of the Country Programme Manager and the Finance Officer in the East and Horn of Africa regional Office (EHARO)
  • Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects, monitoring of financial exception reports for unusual activities, transactions
2. Ensures the tracking development and management of projects' budgets and scrutiny of expenditure with UNIFEM project personnel focusing on achievement of the following results:
  • Timely review of project expenditure ensuring that disbursements are in line with office and project work plans and that expenditures are in line with project targets
  • Elaboration of proposals for planning of financial resources of the CPO, preparation of reports containing analysis of the financial situation
  • Preparation and monitoring of budgets; regular analysis and reporting on the partner budget approvals and the delivery situation
  • Establishment of the development projects' budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels
  • Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with EHARO and on ASL for development projects, maintenance of the General Ledger
3. Ensure proper control of CPO expenditure accounts, focusing on achievement of the following results:
  • Analysis and elaboration of proposals and setting up and maintaining internal expenditures' control system which ensures that plans, budget and expenditure are matched and completed, transactions are correctly recorded and sent to the EHARO with requisite support documents (or posted in Atlas if and when the country gets the delegation of authority); payrolls request are duly prepared bearing in view leave and missions; payment orders (POs), travel claims and other entitlements are duly processed and coordinated with EHARO
  • Advise EHARO on accounts closure
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to EHARO requests to resolve financial data issues
4. Ensures proper CPO cash management, focusing on achievement of the following results:
  • Review of all expenditure requests to ensure that the relevant charts of accounts are indicated and are in line with project budget
  • Timely preparation of monthly, quarterly six-monthly and annual financial reports for use by the supervisor, project personnel and for monthly, quarterly, half yearly and annual financial reports
  • Support project staff to prepare their budgets (or budget breakdowns) for ATLAS
  • Timely preparation of donor financial updates and financial updates on UN Joint Programme budget (UNIFEM share)
  • Supervision of the petty cash expenditure
  • Ensuring request of cash advances are in line with the financial policy and accurate settlement of the cash advance immediately after the event/task for which advance was taken
  • Reviewing and processing, and settling, together with the EHARO, all other advances
5. Ensures facilitation of knowledge building and sharing in the CO, focusing on achievement of the following results:
  • Organization and conduct of training for the operations/ projects staff on Finance
  • Facilitate training and support for UNIFEM partners and UNIFEM project personnel on financial management and reporting of funds
  • Mentor the Programme Assistant to take on the buyer role in the CPO
  • Synthesis of lessons learned and best practices in Finance
  • Sound contributions to knowledge networks and communities of practice
6. Ensuring compliance with UNIFEM/UNDP procurement rules and regulations from finance perspective
  • Supporting formulation of procurement plan
  • Reviewing purchasing for financial appropriateness
  • Processing procurement payments in strict adherence with procurement guidelines
  • Accounting for products, services, facilities, contracts, etc, procured
  • Tracking of all procurements


Competencies

Corporate Competencies:
  • Demonstrates integrity by modeling the UN's values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNIFEM
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
  • Promotes knowledge management in UNIFEM 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 provide analytical inputs to strategic planning, results-based management and reporting
  • Ability to make the analysis of requirements and parameters provided in support of financial processes in the CO
  • Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery
  • Good knowledge of accounting and accounting systems
  • Experience in online/electronic book-keeping
  • Ability to implement new systems and affect staff behavioral/ attitudinal change
Management and Leadership
  • Builds strong relationships with partners, project personnel and EHARO, focuses on impact and result for UNIFEM 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


Required Skills and Experience

Education:
  • University degree in Commerce with specialization in Finance, or Business Administration with specialization in Finance
  • Certification from the Association of Chartered Certified Accountants (ACCA) or Certified Public Accountants (CPA), UNDP Accounting and Finance Training and certification, or UNDP Procurement certification is desirable
Experience:
  • Minimum of 5 years of relevant experience at the national level in providing accounting and financial management services
  • Minimum of 2 years of experience in managing operational systems
  • 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
  • Prior experience in the UN System, preferably in UNDP Finance and good knowledge of an efficiency in use of ATLAS

Language requirements:

  • Fluency in English (written and oral)
  • Knowledge of another UN language will be an asset

This vacancy is only open to Ugandan nationals.


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.


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