Background
Under the guidance and supervision of the Operations Manager, the Finance Analyst is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the Budget and Finance Unit (BFU). He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Analyst promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.
The Finance Analyst supervises and leads the staff in BFU. He/she works in close collaboration with the operations, programme and projects in the Country Office (CO), other UN Agencies, UNDP/UNHQs staff and Government officials ensuring successful CO performance in Budget and Finance.
Duties and Responsibilities
Summary of key functions:
· Implementation of operational and financial management strategies
· Management of CO-level budgets and organization of the cost-recovery system
· Control of CO accounts
· Control of CO cash management
· Facilitation of knowledge building and knowledge sharing
I. Ensures implementation of operational and financial management strategies, and adapts processes and procedures, focusing on achievement of the following results:
a. Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of the financial resources management system.
b. CO Budget and Finance business processes mapping and elaboration/establishment of internal
c. Standard Operating Procedures in Finance, control of the workflows in BFU in consultation with the direct supervisor and office management.
d. Continuous analysis and monitoring of the financial situation, presentation of forecasts for management projects and funds administered by UNDP.
e. Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts.
f. Elaboration and implementation of cost savings and reduction strategies.
g. Routine monitoring of financial exception reports for unusual activities, transactions, and investigation of anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters (HQ) staff of the results of investigation when satisfactory answers are not obtained.
II. Manages CO-level budgets and organizes an optimal cost-recovery system, focusing on achievement of the following results:
a. Financial resources management through planning, guiding and controlling of management projects authorized spending limits (ASL), development projects and Multi-Partner Trust Fund (MPTF), and other UNDP administered funds.
b. Preparation and monitoring of budgets (including back-up system)
c. Establishment of the management, development and MPTF project budgets preparation, modification, monitoring system; control budgetary status versus ASL, cash limit and budgets delivery levels.
d. Supervision/preparation of analytical reports on project delivery.
e. Elaboration of proper mechanisms to eliminate deficiencies in budget management.
f. Tracking of donor contributions for One UN Initiatives and provision of necessary support to UN Resident Coordinator’s Office, UNDP’s MPTF Office (MPTFO) and other stakeholders in resource planning, allocation and financial reporting matters.
g. Development of cost-recovery system and policies at CO level; supervision of cost-recovery bills in Atlas for the services provided by UNDP including monitoring of income and expenditures.
III. Ensures proper control of CO accounts, focusing on achievement of the following results:
a. Elaboration 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; MPOs, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures.
b. Approving Manager Level 2 in Atlas if authorized by Senior Management; IPSAS focal point for CO.
c. Control of accounts closure
d. Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ and MPTFO requests to resolve financial data issues.
e. Control of Accounts Receivables for UNDP and MPTF (CO level) projects and follow up with partners’ contributions, maintenance of the General ledger.
IV. Ensures proper CO cash management, focusing on achievement of the following results:
- 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.
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and record of contributions.
- Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
- Transaction and payment approval on internet banking systems
- Approval and submission of monthly UN exchange rate reports to Treasury
- Timely and accurate approval of bank reconciliation, including documented review of exceptions.
- Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement.
- Performing Paycycle manager role in Atlas
- Timely preparation of monthly cashflow forecast for use by senior management. Liaison with UN Agencies to obtain estimate of their cash requirements.
V. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
a. Organization/conduct of trainings/briefings for the operations/ projects staff on financial management.
b. Synthesis of lessons learnt and best practices in Finance, and sharing with relevant stakeholders
c. Sound contributions to knowledge networks and communities of practice.
The key results have an impact on the overall CO 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
Competencies
Functional Competencies:
Building Partnerships
Level 1.2: Maintaining a network of contacts
· Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
· Establishes and nurtures positive communication with partners
Promoting Organizational Learning and Knowledge Sharing
Level 1.2: Basic research and analysis
· Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
· Documents and analyses innovative strategies and new approaches
· Identifies and communicates opportunities to promote learning and knowledge sharing
· Develops awareness of the various internal/external learning and knowledge-sharing resources
Job Knowledge/Technical Expertise
Level 1.2: Fundamental knowledge of own discipline
· Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
· Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.
· Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks
· Identifies new and better approaches to work processes and incorporates the same in his/her work
· Analyzes the requirements and synthesizes proposals
· 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
· Demonstrates in-depth understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments
Promoting Organizational Change and Development
Level 1.2: Basic research and analysis
· Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
· Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
Design and Implementation of Management Systems
Level 1.2: Research and analysis and making recommendations on management systems
· Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design
Client Orientation
Level 1.2: Establishing effective client relationships
· Researches potential solutions to internal and external client needs and reports back in a timely, succinct 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
· Anticipates client needs and addresses them promptly
Promoting Accountability and Results-Based Management
Level 1.2: Basic monitoring
· Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems
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: Advanced (Masters) University Degree in Finance/Accounting, Business Administration, Public Administration, or related field, or a professional accounting qualification from an internationally recognized institute of accountancy. Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
UNDP Advanced Accountancy & Finance Test (AFT) required.
Experience: Minimum 2 years of relevant experience at the national or international level in providing management and accounting advisory services, managing staff (desirable but not mandatory) and 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 and ERP financials, preferably PeopleSoft.
Experience of IPSAS and/or IFRS is required for external candidates.
Language requirements: Fluency in English and Vietnamese