Antecedentes
Under the guidance and supervision of the UNCDF Portfolio Specialist, the Regional Finance Associate ensures effective execution of financial services and processes at regional level and provides all financial management support to all countries in the region. The Finance Associate promotes a client-oriented approach consistent with UNDP and UNCDF rules and regulations.The Regional Finance Associate works in close collaboration with the Operations, Programme and Project staff in the UNCDF Regional Office and with UNCDF HQ Finance staff for resolving finance-related issues and information exchange, as well as with UNDP Regional Service Centre and UNDP Country Offices. In addition, the incumbent supports the office in the execution of administrative office tasks.
Deberes y responsabilidades
Summary of Key Functions:- Ensures overall compliance with rules, processes and systems for financial management in the Region;
- Administration of budgets and spending limits in the Region;
- Provides support to the accounting, expenditure recording and pre-payment management;
- Support to the management of non-core funding agreements and related income;
- Ensures proper financial management in the region and provision of training.
1. Ensures overall compliance with rules, processes and systems for financial management in the Region, focusing on achievement of the following results:
- Full compliance with UN/UNDP/UNCDF rules and regulations of financial processes, financial records and reports and audit follow up;
- Elaboration and maintenance of the content of internal Standard Operating Procedures in Operations in consultation with the Regional Procurement Associate, direct supervisor and office management;
- Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
- Management of the Internal Control Framework in the region.
- Preparation and modifications of budgets for UNCDF projects;
- Support to the preparation and modifications of budgets for all countries in the region;
- Preparation of communications and follow-up on allocations of Authorized Spending Limits (ASL) and Cash Allocation (AX1) to operations and programme in the Region;
- Regularly review of all the budget in the region and ensure that it is realistic to deliver by the year end;
- Timely preparation of cost-recovery bills in Atlas for the services provided by UNCDF, implementation of the income tracking system and follow up on cost recovery, if any;
- Provides timely and effective support and guidance to COs and projects on the management of budgets and ASL/Cash;
- Proper control of the supporting documents for payments and financial reports for DIM and NIM projects; preparation of all types of vouchers; Pay Cycle and payments execution in collaboration with UNDP;
- Proper receipting of goods and services and establishment of accruals;
- 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 and processed; travel claims, and other entitlements are duly processed;
- 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;
- Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required;
- Provides timely and effective support and guidance to COs and projects on the management of expenditure recording and pre-payments;
- Prepare all GLJEs in the region and send it to HQ for approval.
- Preparation of cost sharing and trust fund agreements, follow up on contributions within the RO resource mobilization efforts, in close consultation with the Regional Portfolio Specialist;
- Support and follow-up for timely identification and support to the recording of receipts for income application;
- Effective preparation of Proposals for the Region;
- Track the financial delivery of the region and report to the management on monthly;
- Establishes and maintains a comprehensive filing system for non-core funding agreements and their execution at regional level;
- Provides timely and effective support to RO colleagues, COs and projects on the management of non-core resources.
- Monitor and track all advances in the region by ensuring that NIM/DIM project advances are settled within six months and ensure all prior advances are cleared before releasing a new advance;
- Follow up in the closing of projects and facilitate donor refunds;
- Monitor the project resources to avoid deficit;
- Arrange and provide training on Financial Management to programme staffs in financial management.
Competencias
Corporate Competencies:- Demonstrating/safeguarding ethics and integrity
- 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
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
Level 1.1: Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- 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
Level 1.1: 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
Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
- Makes recommendations related to work procedures and implementation of management systems
Level 1.1: 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
Level 1.1: Gathering and disseminating information
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
Habilidades y experiencia requeridas
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. UNDP Accountancy & Finance Test required.
- Minimum 6 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.
- Fluency in English is required; fluency in French is an advantage.