Background

The UNDP Pacific Office was consolidated in 2016 following the integration of the former Fiji Multi-Country Office and Pacific Centre. As such, the consolidated office is responsible for country-level and multi-country programming covering 10 Pacific Island Countries, and regional policy and programme services to the entire Pacific sub-region that encompasses 15 Pacific Island Countries and Territories.

 

The portfolio of the Resilience and Sustainable Development (RSD) Team is increasing significantly. In 2020, the RSD delivery portfolio target is established at USD 34 Million. There is currently one program finance associate who currently conducts final reviews and checks for all finance related documentation and processes. The roles and responsibilities of the program finance associate has increased significantly. Recently, the clearance of financial documentation and processes was decentralised and is now the task of program finance associate. Currently, the Team manages about 47 projects which are funded by GEF, GCF and other key donors. Based on present projections, the number of projects in RSD will continue to increase with additional 6 projects recently approved and the HACT NIM Projects Audit happening in the 1st Quarter of 2021. Therefore, the need to recruit a Finance Assistant to support the expanding RSD portfolios in 2021.

Under the supervision of the RSD Team Leader and Program Finance Associate, the Finance Assistant supports the effective execution of financial services and processes in RSD and transparent utilization of financial resources. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

    The Finance Assistant will support staff of the RSD Unit. The Finance Assistant works in close collaboration with projects within the RSD Team and supports resolving finance-related issues and information exchange

Duties and Responsibilities

SCOPE OF WORK AND DELIVERABLES  

Scope of Work/ Expected Output

  1. Administration of Budgets for RSD Projects mainly the GEF/ GCF projects and aligning the budgets in ATLAS and PIMS
  • Provide monthly financial status of expenditure vs budget and other financial projections on RSD budgets and locally mobilized resources for GEF and GCF projects respectively.
  • Assist the RSD Programme Associates in the analysis of their various budgets as per the project documents and do Budget Revisions in ATLAS and PIMS
  1. Transactional processing of RSD payments and liaison with GSSU- KL. Timely uploads and payment to vendors.
  • Receiving financial instructions and coordinate with GSSU in processing transactions as per SLA timelines. Ensuring timely responses on the requested services and developing a coordinated response with RSD programme
  • Proper control of the supporting documents for all payments and uploading of vendors in Atlas
  • Ensure that budgets are available for projects prior to uploading and finalizing of payments
  1. Undertake monthly General Ledger and other Open Item account reconciliations, oversight reports and provide support in certification and financial closures.
  • Preparation and analysis of monthly financial oversight reports for RSD projects
  • Assist in the verification of the NEX liquidation and reconciliations of projects expenses if need be
  • Assist in the reversals of projects transactions
  • Assist in operational and financial closures of RSD projects
  • Timely follow up and action of all financial reports
  • Ensure proper filing- e- filing and manual records are properly filed.

 

WORKING ARRANGEMENT S

Resources Provided

  • A laptop and workstation will be provided.

Supervision/ Reporting

  • The IC will report to the RSD Team Leader

Competencies

Knowledge of finance and management

Required Skills and Experience

Secondary Education, with certification in Accounting, Banking and Finance

 

Experience:

  • 5 years of progressively responsible financial management 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.

 

PRICE PROPOSAL AND SCHEDULE OF PAYMENTS

Proposal Requirements

Technical Proposal

  • CV
  • Names/Contacts of 3 referees
  • Confirmation of Interest and Availability form

Financial Proposal

  • Daily Consultancy Fee. The IC shall quote an all-inclusive daily fee for this consultancy work. The term “all-inclusive” implies that all costs (professional fees and Medical insurance cots.) that could be incurred by the IC in completing the assignment are already factored into the daily fee submitted in the proposal. If applicable, travel or daily allowance cost (if any work is to be done outside the IC’s duty station) should be identified separately

 

Payment Schedule (if required):

Payments shall be done monthly and based on actual days worked, and upon verification of completion of deliverables and approval by the IC’s supervisor of a time sheet indicating the days worked in the period.

 

Documentation required

Interested individual consultants must submit the following documents;

  • CV including names/contacts of at least 3 referees.
  • A cover letter indicating why the candidate considers himself/herself suitable for the required consultancy;
  • Completed template for confirmation of Interest and Submission of Financial Proposal.

Note: Successful individual will be required to provide proof of medical insurance coverage before commencement of contract for the duration of the assignment.

 

Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted.

Individuals applying for this consultancy will be reviewed based on their own individual capacity. The successful individual may sign an Individual Contract with UNDP or request his/her employer to sign a Reimbursable Loan Agreement (RLA) on their behalf by indicating this in the Offerors letter to Confirming Interest and Availability.

Consultant must send a financial proposal based on a Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee(Daily fees to include IC’s medical insurance costs), travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon completion of the deliverables/outputs.

In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Annexes

All applications must be clearly marked with the Reference no. and title of consultancy. This must be submitted by 5:00pm 06 January 2021 (Fiji Time) electronically to https://jobs.undp.org/

 

For any further information concerning this Consultancy or ToR, please email procurement.fj@undp.org

Incomplete applications will not be considered, and only candidates for whom there is further interest will be contacted.

Women applicants are encouraged to apply

 

Application procedure:

Please combine all your documents (Signed P11/CV), Technical Proposal, Confirmation of Interest and submission of financial proposal form, etc into one (1) single PDF document as this system only allows to upload maximum one document, failure to combine all document in one will be considered as incomplete and proposal will not be accepted”. You can email procurement.fj@undp.org to request for these templates.