Background

The United Nations Capital Development Fund (UNCDF) is the UN’s capital investment agency for the world’s least developed countries. The Local Development Finance Initiative (LFI) is a global programme of UNCDF designed to unlock financial sectors to finance small and medium-sized infrastructure projects that are needed to accelerate local economic development and private sector development;

Under the guidance and direct supervision of the Chief Technical Advisor (CTA), The Programme Accounting Officer under the LFI programme provides leadership in execution of financial services in the UNCDF Country Office (CO) ensuring effective and transparent utilization of financial resources and integrity of financial services. The Programme Accounting Officer promotes a client-oriented approach consistent with UNCDF rules and regulations;

The Programme Accounting Officer works in close collaboration with the operations, programme and project teams in the CO and HQs staff to resolve complex financial management and operational-related issues and information delivery.

Duties and Responsibilities

• Administration and implementation of operational and financial management strategies;
• Administration of budgets and effective cost recovery;
• Accounting, finance and administrative;
• CO cash management;
• Facilitation of knowledge building and knowledge sharing.

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

• Full compliance with UN/UNCDF 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;
• Creation, implementation and management of the portfolio/finance management of all Global LFI countries in the accounting system (ATLAS);
• Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
• Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the CO resource mobilization efforts;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Preparation and modifications of budgets for UNCDF projects, follow up with HQs on authorized spending limits (ASL) and application of income;
• Preparation and modifications of the common services budget and follow up on timely payments;
• Preparation of annual work plans in consultation with office management, forecasting, reconciliation and appropriate periodic reporting;
• Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL/Project Cash Availability;
• Prepare project budget revision in ATLAS and submit for the approvers to sending project budget to KK;
• Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation;
• Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery;
• Preparation and maintenance of the risk register and approved mitigation plans within the accounting system and reporting.

Provides accounting and administrative support focusing on achievement of the following results:

• Proper preparation and control of the supporting documents for payments, review of financial reports for projects;
• Initiatevendor creation in Atlas and follow up approvals and all the way to completion;
• Maintenance 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; travel claims, and other entitlements are duly processed;
• Coordination and review of accounts closure;
• 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;
• Maintenance of the Accounts Payables for CO timely payment and reconciliations with budget;
• Timely reimbursements for staff and other partners;
• Provides administrative and logistical support including procurement;
• Provides support to office maintenance and assets management;
• Provides support to programme management and preparation of and support to regular Project Board and Steering Committee meetings. 

Ensures proper CO cash management functioning and Audit  focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements;
• Timely replenishment of all imprest of all staff and including petty cash management, reconciliation and retiring according to UN cash management rules;
• Timely preparation of monthly cashflow forecast for use by office management and HQ Follow up to ensure timely liquidation of all project advances;
• Alternate as cashier for cash disbursements made on site;
• A focal person for the project audit and ensure that all documents are make available to the auditors and follow up on the implementation of audit findings.

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

• Organization of training for the operations/programme/projects staff on financial management and portfolio management;
• Synthesis of lessons learnt and best practices in financial management;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Building Partnerships.

Maintaining information and databases.

• Analyzes general information and selects materials in support of partnership building initiatives;
• Tracks and reports on mobilized resources.

Promoting Organizational Learning And Knowledge Sharing.

Basic research and analysis.

• Researches best practices and poses new, more effective ways of doing things;
• 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 knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
• 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.

Presentation of information on 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;
• 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;
• Maintains databases.

Core Competencies:

• 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:

• University Degree in Accounting, Finance, and Business is required;
• Specialized certification in Accounting and Finance or Master’s degree relevant fields is a plus; 
• 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 finance and accounting experience is required;
• Experience project management and 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 and ERP financials, preferably PeopleSoft;
• Knowledge of IPSAS and/or IFRS required.

Language:

• Fluency in English and Kiswahili.