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Resource Management Associate

Bishkek

  • Organization: UNDP - United Nations Development Programme
  • Location: Bishkek
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Environment
  • Closing Date: Closed

Background
 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP advocates for change, and connects countries to global knowledge, experience and resources to help people build a better life.

UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders. 

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work. 

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning. 

The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.
 

Duties and Responsibilities

Under the overall guidance of the Operations Manager and the direct supervision of the Head of Financial Services, the Resource Management Associate ensures the effective execution of financial services and processes in CO and transparent utilization of financial resources. Resource Management Associate promotes a collaborative, client-oriented approach, consistent with UNDP rules and regulations.

Resource Management Associate works in close collaboration with the operations, programme, and project staff in the CO, and with UNDP HQs, Regional Hub, and GSSC staff for resolving finance-related issues and information exchange.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Ensure the implementation of programme resources oversight and management strategies, processes, and policies:
  • Ensure the implementation of programme finance mechanisms and tools across all programmes and projects.
  • Full compliance with UN/UNDP rules, regulations, and policies recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented resources management system. 
  • Provide advisory support and communicate with project, programme, and operations personnel in the area of resource management, and liaise with relevant HQ, GSSC units
  • CO Resources management business processes mapping and elaboration of the content of internal Standard Operating Procedures in Resources management in consultation with office management. 
  • Implementation of cost sharing and trust fund agreements, 
  • Elaboration of conditions of contributions within the CO resource mobilization efforts. 
  • Contribute to joint UN planning and reporting processes, as required.

Provide support to CO programme management and ensure optimal cost recovery:

  • Development and follow up on Programme Portfolio Pipeline and Project Tree in Quantum. Entry of data of new grants into Quantum in the form of Annual Work Plans (AWPs), monitoring of AWPs status. 
  • Sending project budget to approval (if authorized and on the basis of signed project documents and project budgets) 
  • Oversee Quantum matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger. 
  • Provision of information/reports on the situation in programme, identification of operational and financial problems, proposal of solutions. 
  • Accuracy verification of Combined Delivery Reports and follow-up on their signing by National Counterparts. 
  • Regular monitoring of the CO delivery  
  • Provision of advice on reporting 
  • Provide inputs to project reports and other analytical documents 
  • Preparation of reports including donor reports and other analytical documents 
  • Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.  
  • Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor. 
  • Timely preparation of cost-recovery bills in Quantum for the services provided, implementation of the income tracking system and follow up on cost recovery. 
  • Provision of researched information for programme and project audits and the implementation of audit recommendations. 
Provide support to the implementation of the resource mobilization strategy:
  • Drafting of cost sharing and trust fund agreements and obtaining of clearances from HQ if necessary. 
  • Monitoring of cost-sharing contributions, preparation of AR pending items, application of deposits against prepared pending items. 
  • Provide inputs in the development of project concept notes. 
  • Track and reporting on mobilized resources by performing the following tasks if assigned to the staff member:
    • Review signed cost-sharing contribution agreements and trust fund agreements. 
    • Enter Agreement information into Contracts Module. 
    • Attach copy of the signed agreement in Quantum 
    • Create Billing Plan in Contracts Module. 
    • Create Revenue Plan and establish Milestones in Contracts Module. 
    • Bill a donor through Contracts Module. 
    • Maintain contributions/receivables documentation 
    • Apply cash receipt to the proper revenue source / fund or project 
  • Advice to Programme and Project Staff on different donor reporting requirements.
  • Quality assurance and validation of financial reports to be submitted to donors.
Facilitate knowledge building and sharing, with guidance to all stakeholders:
  • Guidance to the executing agencies on routine implementation of projects, tracking use of financial resources. 
  • Advice to Project staff on UNDP administrative and NIM/DIM reporting, including on audit and budgetary issues. 
  • Organization of training for the operations/programme/projects staff on financial management and RBM. 
  • Synthesis of lessons learned and best practices in programme and project finance. 
  • Sound contributions to knowledge networks and communities of practice. 
Competencies

Core Competencies
  • Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  • Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
  • Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  • Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
  • Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  • Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  • Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Cases

  • Results-based Management
    • Ability to manage programmes and projects with a focus at improved performance and demonstrable results
  • Risk Management
    • Ability to identify and organize action around mitigating and proactively managing risks.
  • Customer Satisfaction/ Client Management
    • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real client needs.
    • Look for ways to add value beyond clients' immediate requests.
    • Ability to anticipate client's upcoming needs and concerns.
  • Operations Management
    • Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
    • Knowledge of relevant concepts and mechanisms
  • Data Analysis
    • Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making
  • Audit risk management
    • Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure true and fair audit opinion is achieved
  • Budget management
    • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Required Skills and Experience
 
Education:
  • Secondary or High School Diploma is required.  
  • University Degree in Finance, Business or Public Administration, Economics, Political Sciences and Social Sciences will be given due consideration. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage (the degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent).
  • Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
  • Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
  • Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
Experience:
  • Minimum 7 years (with Secondary education) or 4 years (with Bachelor´s degree) of experience in financial management and/or accounting experience is required.

Required Skills:

  • Sound expertise in budget analysis and control, and financial management functions.
  • Experience in the usage of digital finance solutions and software packages, and advanced knowledge of data management and systems.
  • Knowledge of IPSAS and/or IFRS required.

Desired Skills:

  • Knowledge of programme and project finance management desirable.
  • Experience with UNDP and/or international organizations/UN agencies an asset.
  • Experience with Government institutions an asset.

Languages:

  • Fluency in English, Russian and Kyrgyz (written and spoken) is required. 
  • Fluency in other UN languages is also beneficial.
Disclaimer
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
Non-discrimination
 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
 
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This vacancy is now closed.
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