UNDP is a key partner to the Global Fund (GF) and when necessary serves as Principal Recipient (PR) in various countries. As such, UNDP currently acts as PR in 26 countries. In 2017, Angola’s Country Coordinating Mechanism (CCM) designated UNDP for the role of PR for the new HIV grant (2018-2021). Such role is exercised by UNDP in support to the Ministry of Health via the Instituto Nacional de luta contra sida (INLS). It is also exercised in coordination with other UN agencies and bilateral aid agencies.
The 2018-2021 HIV Grant aims to support the national response to HIV led by the INLS. The Grant Performance targets include ensuring that Angola’s HIV prevalence rate remains at less than 3% by 2021; and reducing the morbidity and mortality of People living with HIV (PLHIV) by providing access to treatment to 122 193 PLHIV, who represent 38% of PLHIV in the country.
As PR, UNDP accounts for the achievement of the Grant Performance Framework targets. To help attain targets, UNDP contracts implementing partners, called “Sub-Recipients” (SR), which include the INLS, international and national NGOs. As PR, UNDP is also responsible for effective grant implementation, which involves programmatic and financial management; management of Sub-Recipients; and procurement and quality assurance of health products. The implementation of the INLS Capacity-Building Plan, which includes strengthening its financial management systems, will also be pursued during the grant implementation period.
To help UNDP and INLS deliver on the Grant workplan as well as on the INLS Capacity-Building Plan, UNDP is recruiting a Finance Assistant who will be based at INLS premises.
INLS is the Principal Sub-Recipient under the Grant in terms of programmatic scope, geographic coverage and budget. INLS accounts for the majority of the Grant performance indicators, in collaboration with its Provincial Focal Points as well as Monitoring and Evaluation Supervisors. For INLS to carry out its activities without disruptions, it is essential that it accesses, uses and reports on its financial resources under the Grant in a timely and accurate manner.
To that end, a “Finance Assistant” dedicated to the UNDP/Global Fund Project is required who will act as a liaison point between UNDP and INLS on the financial management of grant resources allocated to INLS.
Objective of the assignment
The overall objective of the Finance Assistant position is to help deliver effective financial management of grant resources allocated to INLS.
Specific objectives include:
- Help ensure timely disbursement of funds to INLS;
- Help ensure timely and accurate financial reporting to UNDP;
- Support UNDP and INLS joint capacity development efforts in the area of financial management.
Duties and Responsibilities
Under the overall supervision of the INLS Director General, in liaison with the UNDP Finance team, and in coordination with the INLS Capacity Development Specialist, the Finance Assistant will be responsible for the following:
Specific objective 1: Help ensure timely disbursement of funds to INLS
- Maintain a record of the approved INLS budget and related requests for modifications;
- Help prepare INLS requests for budget modifications;
- Help monitor use of funds and support monthly UNDP-led processes for the liquidation of advances made to INLS;
- Prepare requests for disbursements based on the approved INLS budget and UNDP templates;
- ·Respond in a timely manner to UNDP requests for clarifications on INLS disbursement requests.
Specific objective 2: Help ensure timely and accurate financial reporting to UNDP
- Help develop and maintain internal systems for budget monitoring of UNDP/GF funds;
- Maintain expenditure, ensure that the processed payments/receipts are duly recorded and closed in the system;
- File and control the correctness and completeness of all supporting documentation for the payment and receipt processes;
- Support the monthly/quarterly closing processes for the project’s accounts;
- Support bank reconciliation processes;
- Prepare monthly and quarterly financial reports to UNDP, using UNDP templates;
- Respond in a timely manner to UNDP requests for clarifications on INLS financial reports.
Specific objective 3: Support UNDP and INLS joint capacity development efforts in the area of financial management
- Help enforce INLS Internal Control Framework
- Support INLS efforts in enacting its Procedures Manual
- Contribute to the development and implementation action plans related to UNDP recommendations from audits, spot-check visits and HACT assessments
- Participate in and help disseminate learning from UNDP-led training and capacity development exercises
- Financial supporting documents related to grant funds are archived both in physical and electronic form;
- Systems are in place for project expenditure recording and project budget monitoring;
- Disbursement requests are accurate and submitted on time;
- Financial reports are accurate and submitted on time;
- INLS Internal Control Framework is complied with;
- INLS Procedures Manual is being used;
- Audit recommendations and other recommendations from UNDP are being implemented.
The Finance Assistant shall report to the INLS Director General and the UNDP Finance Team Leader (dual reporting line).
Travel: Travel outside Luanda is expected for this assignment.
Safety and security: Consultants are required to comply with the UN security directives as outlined at https://trip.dss.un.org. Individual Consultants are also responsible for ensuring that they have the necessary vaccinations/inoculations when travelling to certain countries and regions, as designated by the UN Medical Director.
Payments will be made on quarterly basis based on the Certificate of Payment, monthly reports and timesheets that will be submitted to UNDP at the end of each quarter. Payment will be processed upon performance evaluation by the UNDP Finance Team Leader, in consultation with the INLS Director General and the INLS Capacity Development Specialist.
- 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.
- Strong analytical, negotiation and communication skills, including ability to produce high quality practical advisory reports and knowledge products,
- Professional and/or academic experience in one or more of the areas of the Development or knowledge management field.
Project and Resource Management:
- Ability to produce high quality outputs in a timely manner while understanding and anticipating the evolving client needs.
- Ability to focus on impact and results for the client, promoting and demonstrating an ethic of client service.
- Strong organizational skills.
- Ability to work independently, produce high quality outputs.
- Sound judgment, strategic thinking and the ability to manage competing priorities.
Partnership building and team work:
- Demonstrated well developed people management skills.
- Strong ability to manage teams; creating an enabling environment, mentoring and developing staff.
- Excellent negotiating and networking skills.
- Demonstrated flexibility to excel in a multi-cultural environment.
- Provides constructive coaching and feedback.
Communications and Advocacy:
- Strong ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly.
- Strong presentation skills in meetings with the ability to adapt for different audiences.
- Strong analytical, research and writing skills with demonstrated ability to think strategically.
- Strong capacity to communicate clearly and quickly.
- Strong inter-personal, negotiation and liaison skills.
Required Skills and Experience
- Degree in Economics, Business Management, Finance or equivalent area.
- Minimum of 1-2 years’ working experience in Finance or related area.
- Experience of working and/or knowledge of the Global Fund and/or HIV
- Work experience in strengthening financial management systems in the public administration in Angola
- Essential: Fluent Portuguese;
- Desirable: Working knowledge of English.