Summary of key functions: · Implementation of operational and financial management strategies · Management of CO-level budgets and organization of the cost-recovery system · Control of CO accounts · Control of CO cash management · Facilitation of knowledge building and knowledge sharing I. Ensures implementation of operational and financial management strategies, and adapts processes and procedures, focusing on achievement of the following results: a. Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of the financial resources management system. b. CO Budget and Finance business processes mapping and elaboration/establishment of internal c. Standard Operating Procedures in Finance, control of the workflows in BFU in consultation with the direct supervisor and office management. d. Continuous analysis and monitoring of the financial situation, presentation of forecasts for management projects and funds administered by UNDP. e. Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts. f. Elaboration and implementation of cost savings and reduction strategies. g. Routine monitoring of financial exception reports for unusual activities, transactions, and investigation of anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters (HQ) staff of the results of investigation when satisfactory answers are not obtained. II. Manages CO-level budgets and organizes an optimal cost-recovery system, focusing on achievement of the following results: a. Financial resources management through planning, guiding and controlling of management projects authorized spending limits (ASL), development projects and Multi-Partner Trust Fund (MPTF), and other UNDP administered funds. b. Preparation and monitoring of budgets (including back-up system) c. Establishment of the management, development and MPTF project budgets preparation, modification, monitoring system; control budgetary status versus ASL, cash limit and budgets delivery levels. d. Supervision/preparation of analytical reports on project delivery. e. Elaboration of proper mechanisms to eliminate deficiencies in budget management. f. Tracking of donor contributions for One UN Initiatives and provision of necessary support to UN Resident Coordinator’s Office, UNDP’s MPTF Office (MPTFO) and other stakeholders in resource planning, allocation and financial reporting matters. g. Development of cost-recovery system and policies at CO level; supervision of cost-recovery bills in Atlas for the services provided by UNDP including monitoring of income and expenditures. III. Ensures proper control of CO accounts, focusing on achievement of the following results: a. 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; MPOs, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures. b. Approving Manager Level 2 in Atlas if authorized by Senior Management; IPSAS focal point for CO. c. Control of accounts closure d. Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ and MPTFO requests to resolve financial data issues. e. Control of Accounts Receivables for UNDP and MPTF (CO level) projects and follow up with partners’ contributions, maintenance of the General ledger. IV. Ensures 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.
- 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.
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and record of contributions.
- Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
- Transaction and payment approval on internet banking systems
- Approval and submission of monthly UN exchange rate reports to 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 cashflow forecast for use by senior management. Liaison with UN Agencies to obtain estimate of their cash requirements.
V. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: a. Organization/conduct of trainings/briefings for the operations/ projects staff on financial management. b. Synthesis of lessons learnt and best practices in Finance, and sharing with relevant stakeholders c. Sound contributions to knowledge networks and communities of practice. 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
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