Background

Electoral assistance for the Libyan transition is delivered in an integrated manner by the UN Electoral Support Team, which comprises UN DPA-EAD, UNDP and UNOPS. A UNDP direct implementation project, the Libyan Electoral Assistance Project (LEAP) provides a project basis for the team’s activities. UNOPS actions are covered by an Inter-Agency Agreement with UNDP that is managed by LEAP.  A UNEST Deputy Chief Electoral Advisor is also the Project Manager for LEAP.

As part of LEAP, UNDP has assembled a Project Management Unit under the management of the LEAP Operations Manager. The Finance Specialist is a key member of the PMU. The 19M USD project is being funded by a large number of donors (currently 8 countries), including Libya, and its successful implementation, including the financial accountability, is central to the transition in Libya. That is why a small project implementation unit has been formed, headed by a P4 operations manager under which this position falls.

The Finance Specialist is responsible for ensuring the highest efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, transparent utilization of financial resources and management of LEAP. He/she analyses and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Specialist promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. In addition, the finance specialist will support the Elections commissions in capacity building for financial management as it is foreseen that the Secretariat to the elections commission becomes a more permanent body to support elections in future.

The Finance Specialist supervises and leads professional and support staff of the LEAP Finance Unit. The Finance Specialist works in close collaboration with relevant CO teams. When the electoral workload allows, the LEAP Finance Unit may also provide financial advice, assistance and services to other projects in the Democratic Transtituiton portfolio. The Finance Specialist deputises for the LEAP Operations Manager as required.

Duties and Responsibilities

Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:

• Financial analysis and oversight for all resources managed by LEAP and provision of high-quality professional advice to LEAP management;
• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
• Organization and oversight of LEAP cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site;
• 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.

Ensure implementation of operational and financial management strategies and procedures, focusing on achievement of the following results:

• Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;
• LEAP finance business processes mapping and elaboration/establishment of internal standard operating procedures in the Finance Unit; control of the workflows in the Finance Unit;
• Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects;
• Elaboration of the framework and conditions of contribution within LEAP resource mobilization efforts.
• Elaboration and implementation of cost saving and reduction strategies (including introduction and development of e-banking);
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

Manage the budget of development and management projects and organize an optimal cost-recovery system, focusing on achievement of the following results:

• Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Preparation and monitoring of projects’ budgets in Atlas;
• Regular analysis and reporting on the budget approvals and the delivery situation of management projects;
• Elaboration of proper mechanisms to eliminate deficiencies in budget management;
• Organization of cost-recovery mechanisms for services provided by UNDP ensuring the preparation of pro-forma invoices for UN agencies and monitoring through the Atlas tracking system;
• Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
• Ensuring that advance payments and direct payments for NEX projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis;
• Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis;
• Submission of financial reports to donors on a timely and quality basis.

Ensure proper control of LEAP accounts, focusing on achievement of the following results:

• 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; monthly payment orders (MPOs), travel claims and other entitlements are duly processed;
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
• Manager level 2 for transactions approval;
• Control of accounts closure;
• Ensure all vendors are approved by UNDP COTimely 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;
• Control of the Accounts Receivables for LEAP.

Preparation of project financial reporting for project and CO management, donors, Project Board , Project Advisory committee,  and other stakeholders on a regular basis:

• Prepare on a regular basis status reports to the Operations Manager and Project Manager on the financial position of the project;
• Prepare financial report to Donors, Project Board Meeting, Project Advisory Committee; 
• Present and explain to donors the financial situation of the project;
• Take into account remarks from the project board and make necessary adjustments in the project budget and financial reporting.

Capacity building of Electoral counterparts in financial management:

• At the request of the National Elections commission, provide capacity building support to the finance section of the secretariat to the Elections Commission.

Ensure facilitation of knowledge building and sharing in LEAP operations team by focusing on the achievement of the following results:

• Sharing of ideas and consulting project staff members on the financial rules;
• Advising LEAP management in developing Standard Operating Procedures (SOP) pertaining to Budget Management, Operational Advances, Disbursement Management and Financial Reporting; and implementation of the SOPs;
• Assist LEAP management in planning and implementation of capacity building in Project Financial Management, oversight and compliances.

Provide support to other projects in the Democratic Transitions portfolio as required:

Impact of Results:

The key results have an impact on the overall LEAP 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 client satisfaction and enhance UNDP credibility in use of financial resources.

Competencies

Functional Competencies:
Building Partnerships

• Identifying and building partnerships;
• Effectively networks with partners seizing opportunities to build alliances;
• Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing.
Developing tools and mechanisms

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
• Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise.
In-depth knowledge of own discipline

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources management);
• Continues to seek new and improved methods and systems for accomplishing the work of the unit;
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
• Continually looking for ways to enhance financial performance in the office.

Promoting Organizational Change and Development.
Assisting the individuals to cope with change

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design And Implementation of Management Systems.

• Makes recommendations regarding operation of systems within organizational units;
• Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation.
Contributing to positive outcomes for the client

• Anticipates client needs;
• Demonstrates understanding of client’s perspective;
• Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management.
Input to the development of standards and policies

• Provides inputs to the development of organizational standards for accountability.

Core Competencies:

• Building support and political acumen;
• Building staff competence,  creating an environment of creativity and innovation;
• Building and promoting effective teams;
• Creating and promoting enabling environment for open communication;
• Creating an emotionally intelligent organization;
• Leveraging conflict in the interests of UNDP & setting standards;
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Fair and transparent  decision making; calculated risk-taking.

Required Skills and Experience

Education:

• Advanced (Masters) University Degree in Finance/Accounting, Business Administration.
• UNDP Advanced Accountancy & Finance Test required.

Experience:

Essential

• 5 years of relevant experience in providing financial management advisory services and/or managing staff 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. Thorough knowledge of Atlas is a must.

Desirable

• Experience with financial management for electoral or other democratic governance projects or processes.

Languages:

• English language is required.