Background

Candidates who previously applied need not re-apply.

Under the overall guidance and direct supervision of the DRR-P and the close collaboration and guidance of the DRR-O, the Programme Finance Associate provides leadership in execution of programme finance services ensuring effective and transparent utilization of financial resources and integrity of financial services.

The Programme Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations. As part of the quality assurance of programme implementation the incumbent endeavors to identify anomalies in project work and implement remedial actions as well as conduct periodic monitoring of dashboards and exceptions.

The Programme Finance Associate could supervise temporary support staff if needed and backstops other peers in the Programme Management Support Unit as well as in the Finance Unit.

The Programme Finance Associate works in close collaboration with Management Support, Development Impact Advisory Team, Programme and Operations teams in the CO and UNDP HQ for resolving complex programme and operations-related issues.

Duties and Responsibilities

Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP 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;
• CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
• Supports the Implementation of cost sharing and trust fund agreements.

Provides support to CO programme management, ensures the optimal cost recovery focusing on the achievement of the following results:

• Development and follow up on Programme Portfolio Pipeline and Project Tree in Atlas. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of AWPs status;
• Sending project budget to KK (if authorized and on the basis of signed project documents and project budgets);
• Oversee Atlas matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;
• Provision of the information/reports on the situation in programme, identification of operational and financial problems, proposal of solutions;
• Vendors approval (if authorized by SM);
• Accuracy verification of Combined Delivery Reports and follow-up on their signing by National Counterparts;
• Regular monitoring of the CO delivery;
• Provision of advice on reporting;
• Preparation of reports including donor reports;
• Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies;
• Timely preparation of cost-recovery bills in Atlas for the services provided, implementation of the income tracking system and follow up on cost recovery;
• Monitoring of NEX advances and provision of researched information for the audit of NEX projects, implementation of audit recommendations;
• As part of the Quality Assurance of programme implementation, conducts spot checks to identify anomalies and implement remedial actions. Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor
• Supports in Operational and Financial Closure of projects and clearing outstanding balances.

Provides support to implementation of the resources mobilization strategy focusing on achievement of the following results:

• Drafting of cost sharing and trust fund agreements and obtaining of clearances from HQ if necessary;
• Monitoring of cost-sharing contributions, preparation of AR pending items, application of deposits against prepared pending items;
• Advice to Programme and Project Staff on different donor reporting requirements; monitoring of financial reports to be submitted to donors.

Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

• Guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
• Develop capacities of implementing partners in programme financial management particularly in ensuring proper record keeping and accountability of funds;
• Advice to Project staff on UNDP administrative and NEX reporting, in particular, on budgetary issues;
• Organization of training for the Operations/Project/Programme Staff on financial management and RBM;
• Synthesis of lessons learned and best practices in programme and programme finance;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:    

Building Strategic Partnerships:
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information.

Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise:
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.

Promoting Organizational Change and Development:
Identifies and documents 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.

Design and Implementation of Management Systems:
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.

Client Orientation:
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.

Promoting Accountability and Results-Based Management:
Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Maintains databases.

Core 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;

Required Skills and Experience

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.

Experience:

• 7 years of progressively responsible financial management or accounting experience is required, with knowledge of programme or project finance desirable;
• 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;
• Knowledge of IPSAS and/or IFRS required.

Language:

• Fluency in English and national language of the duty station.