Background

Under the overall guidance of the DCD/DRR, 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, and transparent utilization of financial resources and management of the CO Finance Unit in a medium size Country Office. He/she analyzes 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.

Duties and Responsibilities

• Effective and accurate financial resources management and oversight;
• Implementation of operational strategies and procedures;
• Management projects’ budgets management and organization of an optimal cost-recovery system;
• Control of CO accounts;
• Control of CO cash management;
• Facilitation of knowledge building and sharing.

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 the CO including contributions for general services and provision of high-quality professional advice to the CO management;
• Proper planning and expenditure tracking of management projects’ resources and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
• Organization and oversight of CO cash management processes, including liquidity management, recommendation of impress 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;
• Member of bank signatory panel. 

Ensure implementation of operational 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;
• CO 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 management projects;
• Elaboration and implementation of cost saving and reduction strategies (including introduction and development of e-banking and continuous monitoring of costs associated with banking services);
• 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;
• Routinely monitor compliance with IPSAS rules and guidelines in financial transactions conducted at the Country Office;
• Coordinates with the Management Support Unit in monitoring the IPSAS Revenue Management module;
• Participated actively as member of the finance working group in the implementation of the Business Operations Strategy for the One UN in Rwanda.

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

• Management of management projects financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Preparation and monitoring of management 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;
• Review of financial reports before their submission to donors.

Ensure proper control of CO 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;
• Control of accounts closure;
• Approval of vendors;
• 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.

Ensure 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;
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions;
• Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments;
• Transaction and stop payment approval on internet banking system;
• Approval and submission of monthly UN exchange rate reports to HQ 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 cash flow forecast for use by the Operations Manager. Liaison  with other UN agencies to obtain estimate of their cash requirements.  

Ensure facilitation of knowledge building and sharing in the CO, focusing on achievement of the following results:

• Organization of training for the operations/ projects staff on Finance;
• Synthesis of lessons learned and best practices in Finance;
• Sound contributions to knowledge networks and communities of practice;
• Mentor and develop the capacities of supervisees on financial management and reporting;
• Develop ‘Twinning’/ ‘Back-Stopping framework within the finance unit. 

Impact of results:

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 of services ensure client satisfaction and enhance UNDP credibility in use of financial resources.

Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

• Promotes knowledge management in UNDP 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.

• Ability to lead strategic planning, results-based management and reporting;
• Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery;
• Good knowledge of accounting;
• Ability to successfully lead the Finance Team;
• Excellent IT skills, knowledge of Atlas;
• Ability to implement new systems and affect staff behavioral/ attitudinal change.

• Builds strong relationships with clients, focuses on impact and result for the client 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

• Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field;
• Professional certification from an international accounting body such as ACCA, ICMA ACA, and CPA would be desirable;
• Candidates without certification/membership from a recognized international accounting body ( such as ACCA, ICMA, ACA,CPA etc. would be required to take the UNDP Accounting and Finance Test to be considered for an interview;
• Enrolment to the UNDP Finance Training and Certification will as well be mandatory to the successful candidate (without certification) within six months from the entry on duty.  

Experience:

• 5 years of relevant experience at the national or international level 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. 

Language:

• Fluency in English required;
• Knowledge of French and Kinyarwanda, added advantage.