Finance Associate

Details

Mission and objectives

Who we are (Mission) UNDP has been working in South Sudan for over 30 years. With the formation of the independent Republic of South Sudan in July 2011, UNDP established a Country Office and has staff working all over the country to help build government institutions. UNDP has maintained its presence in South Sudan despite significant challenges in the operating environment by adopting a flexible approach to its work with the Government of South Sudan. Since the conclusion of the Agreement on the Resolution of Conflict in August 2015, UNDP aims to work in partnership with the Transitional Government of National Unity, non-governmental organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors, academia, media and the private sector. The overarching aim of UNDP is to support the progress towards peace and reconciliation, early recovery and governance, and towards the new Sustainable Development Goals (SDGs). What we do UNDP’s goal is to help creating more resilient communities and reinvigorated local economies; strengthening peace and governance; and empowering women and girls. UNDP South Sudan aims to do this by supporting the Government to manage public finances in an environment of respect for the rule of law, with an accountable government to deliver inclusive economic growth.

Context

UNDP has been working in South Sudan for over 30 years. With the formation of the independent Republic of South Sudan in July 2011, UNDP established a Country Office and has staff working all over the country to help build government institutions. UNDP has maintained its presence in South Sudan despite significant challenges in the operating environment by adopting a flexible approach to its work with the Government of South Sudan. Since the conclusion of the Agreement on the Resolution of Conflict in August 2015, UNDP aims to work in partnership with the Transitional Government of National Unity, non-governmental organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors, academia, media and the private sector. The overarching aim of UNDP is to support the progress towards peace and reconciliation, early recovery and governance, and towards the new Sustainable Development Goals (SDGs). What we do UNDP’s goal is to help creating more resilient communities and reinvigorated local economies; strengthening peace and governance; and empowering women and girls. UNDP South Sudan aims to do this by supporting the Government to manage public finances in an environment of respect for the rule of law, with an accountable government to deliver inclusive economic growth.

Task description

Within the delegated authority and under the supervision of Finance Specialist or his/her designated mandated representative(s), the UNV Finance Associate will: 1.) Support administration and implementation of operational strategies and adapt processes and procedures. • Ensure CO financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effective internal control framework. • Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management. • Provide input for implementation of cost-saving and reduction strategies in consultation with the office management. • Routinely monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. 2.) Support administration of budgets of CO management projects, clearance of budgets for development projects, and functioning of an optimal cost-recovery system. • Provide researched information for planning and status of financial resources of the Country Office. • Prepare and modify budgets for UNDP management projects, follow-up with HQ on authorized spending limits (ASL) for management projects. • Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/GEF projects. • Prepare timely cost-recovery/DPC bills in Quantum for the services provided by UNDP, implement the revenue tracking system, and follow up on cost recovery. • 3.) Provide accounting and administrative support to the Finance unit. • Support proper control of the supporting documents for payments invoices and proper document management including systematic archiving. • Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices. • Maintain the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum, and travel claims, and other entitlements are duly processed. • Coordinate and review allocated General Ledger and sub-ledger accounts and support timely project closure. • Take timely corrective actions on erroneous data in Quantum and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices. Prepare financial reports as required. Provide timely response to HQ requests to resolve financial data issues. • Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contributions. 4.) Ensure proper CO cash and Treasury management functioning. • Act as alternate to Finance Associate (ICS-7) for timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits for revenue application on a timely basis. • Identify and record contributions. • Prepare timely and accurate bank reconciliations and provide documentation to GSSC according to service level agreement. Initiate bank transfers and deals in Quantum. Act as alternate to Finance Associate (ICS-7) for timely preparation of monthly cashflow forecast to ensure sufficient cash balance in local bank account. Liaise with participating UN Agencies to obtain disbursement estimate of their cash requirement. Ensure facilitation of knowledge building and knowledge sharing in the CO. • Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF). • Synthesize lessons learned and best practices in financial management. Provide sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: • As an active United Nations Development Programme team member, efficient, timely, responsive, client-friendly and high-quality support rendered to United Nations Development Programme and its beneficiaries in the accomplishment of her/his functions, including: a) Support administration and implementation of operational strategies and adapt processes and procedures. b) Support administration of budgets of CO management projects, clearance of budgets for development projects, and functioning of an optimal cost-recovery system. c) Provide accounting and administrative support to the Finance unit. d) Ensure proper CO cash and Treasury management functioning. e) Ensure facilitation of knowledge building and knowledge sharing in the CO.