Job Description
Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
The project “Addressing Climate Vulnerability in the Water Sector (ACWA) in the Marshall Islands)” implemented by the Government of the Republic of Marshall Islands (GoRMI) in collaboration with UNDP became operational in January 2020 with the objective to address expected impacts of climate change on water security on Republic of Marshall Islands (RMI).
RMI is a small island developing state in the Pacific. The nation is a large-ocean state, with a total land area of only 182 km², spread across over 2 million km² of ocean. There are 24 inhabited atolls and islands, which are mostly remote and lie merely 2 m above sea level on average. There are no rivers, streams or lakes in RMI and the number of small surface ponds is very limited.
GoRMI, with the assistance of UNDP, has developed a project on adaptation to climate change impacts to water supply in RMI. The project is co-financed by GoRMI and Green Climate Fund (GCF). The project will build resilience to the impacts of climate change on water supply, particularly in 24 atolls and islands that are highly vulnerable to drought. The project will invest in improving water security, water resilience and water governance through:
- Water Security - Improving household and community rainwater harvesting and storage structures to increase resilience of water supply in 77 rural communities in the outer islands and atolls accounting for approximately 28% of RMI’s population, including 7,630 (49%) women, currently at risk.
- Water Resilience - Securing groundwater resources from contamination due to inundation caused by wave overtopping of seawater.
- Water Governance - Strengthening the technical capacities of national and subnational institutions and key stakeholders to integrated climate change risks into water governance processes so that management of climate change risks are coordinated, effective, participatory, equitable, and sustained over the long-term when risks are expected to worsen.
The project aligns with GoRMI’s key climate change policies and strategies and has been developed through extensive consultation with government, Non-Government Organisations (NGOs), Community-Based Organisations (CBOs) and beneficiary communities. The proposed project is aligned with RMI’s NDC and country work programme to the GCF. The NDA has issued a letter of no-objection and the proposed project is aligned with the work programme of the AE (UNDP) selected by the NDA.
- This GCF project will be executed by UNDP, in close partnership with the GoRMI, given UNDP’s extensive experience in implementing climate change adaptation projects globally. The project implementation will be led by a team based in Majuro, RMI and Suva, Fiji.
Duties and Responsibilities
The Project Finance Analyst will report to the ACWA Project Manager.
Under the guidance and direct supervision of the ACWA Project Manager, the Project Finance Analyst will provide project management support in the effective implementation of operational, administrative, procurement and financial processes for the ACWA project.
The detailed scope of work is outlines below;
i. Ensures effective and accurate financial resources management and oversight, focusing on achievement of the following results: (30% of time)
- Leads on financial analysis and oversight for all resources managed by ACWA Project and provision of high-quality technical financial advice to the Project Manager and other Project Management Unit (PMU) staff members and Country Office senior management.
- Formulation and design of the programme and preparation and revision of project Annual Work Plans (AWPs), including preparation of budget estimates and budget revisions.
- Closely work with ACWA PMU based in Majuro, Republic of Marshall Islands especially Project Associates, Procurement Associates and other members for timely operational supports
- Ensure timely updating of UNDP’s results-management systems including the Quantum project management module, PIMPS+ and other tools.
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
- Full compliance with ICF and UNDP Financial Rules and Regulations and relevant donor policy and regulations such as Green Climate Fund (GCF), European Union (EU), Australian Government etc.;
- Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement full compliance with UN/UNDP rules and regulations of financial processes;
- Follow-up on timely disbursements and ensure that adequate financial controls are in place to maintain proper accountability of expenditures;
- Ensure that all project transactions are in compliance with POPP guidelines;
- Ensure the financial transactions are properly authorized, recorded, and supported with adequate documentation;
- Establish a computer based monitoring system for expenditures;
- Proper control of the supporting documents for all payments and new vendors form;
- Liaise with UNDP Pacific Finance Officers to ensure compatibility of the project financial management;
- Provide and interpret financial information;
- Analyse changes and advise accordingly;
- In case required, provide assistance with internal or external audit requirements;
- Maintains a document management system for UNDP, including Sub-recipients, contractors, service providers, and technical assistance providers records.
- Carry out any other financial assignments as requested by the Project Manager.
ii. Performs account reconciliations, oversight reports and provide support in certification, reporting and closures (20% of time)
- Ongoing monitoring of project resource balances, expenditures and accurate use of funds, including ensuring income is allocated to the project and fully budgeted, and forthcoming expenditure can be met by available resources.
- Monitor budgets and expenditures and contribute to preparation of budget revision and maintain a proper record of approved project budgets and their revisions;
- Preparation and analysis of monthly financial oversight reports for the project expenditure;
- Provide justification on quarterly closure and certification for CO, including support in certifying receipt accruals and prepayments and other accounts including micro capital grants, sundry, hospitality and other open items and GL accounts.
- Facilitate audit and spot check exercises, including by preparing documentation, liaising with auditors, providing clarification and ensuring the implementation of audit recommendations.
- Resolve any issues relating to transactional and T&E processing including any exceptions identified in PowerBI reports, CO Finance dashboards and other reporting tools.
- Timely follow up and action (correction/reversals) of all oversight queries.
- Act as focal point for project partners' financial and operational issues. Oversee advances and liquidations through the HACT system, monitoring aging advances and acting where necessary.
- Record findings from audits and spot checks of implementing partners, monitoring and updating action taken on the findings.
- Advising the Project Manager of any concerns regarding implementing partners' financial and operational management.
- Lead on the preparation of the donor reports, monthly Cash Flow and annual Cash Flow Forecasts, statement of sources and uses of funds in compliance with the donor requirements;
- Lead on the preparation of other financial reports to be submitted to the donor, acting as the Focal Point for financial management information for the donor
- Closely work with responsible parties, such as the RMI Environmental Protection Authority (EPA) for daily works, assist spot check and audit;
- Maintain timely collection and review ledger report from the partners and reconciliation process systematically
iii. Facilitate efficient and effective administrative operations (20% of time)
- Facilitate and provide the appropriate trainings for team members as required, to ensure compliance with UNDP financial procedures;
- Process and review official Project Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in Quantum and UNAll;
- Monitor all travel-related payments for the Project, liaising appropriately with Out-posted staff, as required;
- Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by the Project;
iv. Facilitates knowledge building and management focusing on achievement of the following results (15% of time)
- Identifies and synthetizes lessons learnt and best practices in the area of work;
- Actively promotes a knowledge sharing and learning culture within the project;
- Systematically builds capacities of national staff and train project staff in all areas of responsibility.
- Identifies and supports development of communications (print, video) highlighting key financial management achievements, best practices, and lessons learnt and contributes to information sharing with the responsible parties, UN entities, financial and technical partners.
- Assist the project team in development of communication materials such as Press Releases, social media posts etc.
v. Facilitate in logistics, procurement of services and goods in compliance with the UNDP policies and procedures. (15% of time)
- Support preparation of procurement plans against project budgets and work plans
- Prepare payments requests for operational expenses, services provision, purchases, etc
- Coordinate with GSSU in processing financial transactions as per SLA timelines
- Support logistics and warehouse management plan for large and complex procurement cases
- Support inventory and logistic management plan development
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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 competencies:
Business Direction and Strategy
- System Thinking: Ability to conduct problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Finance
- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
- Financial planning and budgeting: Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting
- Financial reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Administration & Operations
- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Travel contract management: Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts
Required Skills and Experience
Education:
- A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree in Finance and/or Accounting is required. OR
- A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
- Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
- Candidates with MBA or master's in finance with no accountancy qualification but with relevant experiencemust successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
Experience:
- Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in providing financial management services, and/or managing staff and operational systems.
- Experience of IPSAS and/or IFRS is required for external candidates.
Required skills / experience:
- Experience in the use of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
Desired additional skills and experience:
- Experience with donor funded projects will be an added advantage;
- Experience in preparation of financial reports and budget variance analysis
- Experience in an international setting with the UN or with international organisations an asset;
- Experience working with government counterparts building national capacities is an asset;
- Ability to work effectively and harmoniously with other colleagues from various cultures and professional backgrounds;
- Knowledge of UN rules and regulations is an asset.
Required Languages (at working level):
- Fluency in English and Fijian and/or Fiji Hindi is required.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
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.
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