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Finance Specialist

Kiev | Kiev

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Kiev | Kiev
  • Grade: Mid/Senior level - Mid/Senior - Internationally recruited position
  • Occupational Groups:
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.  With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

 In response to the request of the Government of Ukraine and further to the meeting between the President of Ukraine and UNOPS Executive Director on 15 May 2016 the United Nations Office for Project Services concluded an Agreement between the Government of Ukraine and the UNOPS on the opening of the UNOPS Office in Ukraine. The Agreement was signed on 22 November 2016.

 According to the Agreement the UNOPS Office in Ukraine is to provide a broad spectrum of services to the Government and people of Ukraine including but not limited to procurement, contracting, recruitment and administration, implementation of technical assistance, humanitarian and investment projects that are funded by the Government, international organizations, local communities, foreign governments and non-for-profit organizations, international financial institutions, UN Agencies and alike.

 Under the overall guidance of the Head of Operations, the Finance Specialist is responsible for efficient financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, transparent utilization of financial resources and management of the Regional Office or Operations/Project Centre Finance Unit.  He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Specialist promotes a client-oriented approach consistent with UNOPS rules and regulations.

The Finance Specialist supervises and leads support staff of the Finance Unit and works in close collaboration with the Programme, Operations, and project teams in the Regional Office or Operations/Project Centre, UNOPS HQ staff and Government officials ensuring successful delivery of financial services.

Functional Responsibilities

Summary of Key Functions 

  • Effective and accurate financial resources management and oversight
  • Implementation of operational strategies and procedures
  • Projects  budgets management and organization of an optimal cost-recovery system 
  • Office or Operations/Project Centre cash management and treasury               
  • Control of Office, Operations/Project Centre accounts
  • Facilitation of knowledge building and sharing

1.   Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:

§   Elaboration of proposals for planning of financial resources of the Office or Operations/Project Centre, continuous analysis and monitoring of the financial situation and presentation of forecasts for development and management projects; provision of high-quality professional advice to the Office or Operations/Project Centre management

§   Proper planning, expenditure tracking and audit of financial resources, in accordance with UNOPS financial rules and regulations.

§   Organization and oversight of Office, Operations/Project Centre cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.

§   Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNOPS staff at HQ on the results of the investigation when satisfactory answers are not obtained.

§   Identification of problems in financial and administrative areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures.

2.   Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

§   Full compliance of financial activities, financial recording/reporting system and audit follow up with UNOPS rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of the financial resources management system.

§   Elaboration/establishment of internal standard operating procedures and control of the workflows in the Finance Unit.

§   Elaboration and implementation of cost-saving and reduction strategies (including introduction and development of e-banking).

§   Up-to-date on policy developments on UNOPS financial management issues.

3.       Ensures timely budget preparation and effective monitoring and control, focusing on achievement of the following results:

§  Coordination of the preparation of the field operating budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances

  • Coordination with the Head of Operations to ensure compliance with UNOPS financial rules and regulations, financial policies and procedures and that project budgets and revisions are prepared in accordance with established procedures and budgetary guidelines of the funding agency; ensure that project budget rephasings are processed accurately and in a timely manner.
  • Identification of administrative budgetary requirements; provision of guidance on guidelines for budget preparation, the format to be used in reflecting budget proposals and the procedures for submission to facilitate consolidation at the global level.
  • Review, analysis and revision of data with respect to the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements submitted by project managers; review of budget proposals for reasonableness, consistency with the organizational goals and priorities.
  • Monitoring and advice the Head of Office and Head of Operations on the financial status of projects and programmes (including pending and approved budgets; contributions confirmed but not yet available for expenditure; contributions available for expenditure and contributions already expended).
  • Monitoring of budget implementation, expenditure levels against allotments and determination/recommendation of reallocation of funds when necessary
  • Status of budgetary allocations monitored on an ongoing basis; networking with clients to strengthen budget management and take corrective actions when required.
  • Collaboration in the improvement of the UNOPS Project Budget formulation system, with the cooperation of the Information Technology group, ensuring relevance of system at all times by updating and proposing change to facilitate financial management of project and enhance financial reporting.Timely financial reports for submission to the funding agency in accordance with UNOPS rules, and in line with the established procedures.
  • Review and appropriate recommendations with respect to the finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
  • Review and update of guidelines, procedures in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing financial and budgetary procedures

4.       Ensures proper Office and Operations/Project Centre cash management and treasury functions, focusing on achievement of the following results:

§  Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements; identification and recording of receipts for income application.

§  Daily review of zero-balance account bank statements in ONEUNOPS to monitor imprest level; identification and recording of contributions.

§  Establishment of efficient local banking arrangements and compliance with local financial and banking regulations

  • Building of project capacity to effect payments using ONEUNOPS Accounts.
  • Monitoring of the delivery and income of the portfolio; planning and adjustment of expenditures for the administrative budget
  • Discussion and communication with the Head of Operations the savings or potential concerns that may require further review.
  •  Analysis of trends and forecasting of income from projects and other sources.

5.    Ensures proper control of Office and Operations/Project Centre accounts and payments, focusing on achievement of the following results:

§  Analysis and elaboration of proposals for the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ONEUNOPS ERP System; payrolls are duly prepared; monthly payment orders (MPOs), travel claims and other entitlements are duly processed.

§  Quality control of the account by performing ongoing review, analysis and reconciliation of accounts. Investigation of discrepancies and initiation of 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.

§  Control of the Accounts Receivables for UNOPS projects and follow up with partners on contributions, maintenance of the General Ledger.

§  Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required or approval of the work of subordinates; coordination of field replies to internal and external audit queries;

§  Ensuring proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in coordination with Headquarters;

·         Proper control of the supporting documents for payments; preparation of all types of vouchers; Pay Cycle and payments execution.

·         Ensuring proper maintenance of the Accounts Receivables for UNOPS projects and follow-up with partners on contributions, deposits creation in ATLAS and their application to AR pending items.

6.     Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Organization and conduct of training for the operations/ projects staff on Finance.
  • Synthesis of lessons learned and best practices in Finance.
  • Sound contributions to knowledge networks and communities of practice.
  • Provide technical guidance and on the job training to ensure work standards are achieved, both in terms of quantity/quality of input/output processed

Education

Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field.  A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree

Experience

Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of progressively responsible professional accounting experience with responsibility for project accounting and preparation of financial statements in a highly computerized environment.

Knowledge of UNOPS financial rules and regulations; working knowledge of ERP systems and experience with MS Office 2010 and/or newer versions.

Languages

Proficiency in written and oral English and Ukrainian required.  Knowledge of second UN working language desirable.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Knowledge Management and Learning

  • Promotes a knowledge sharing and learning culture in the office
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to provide analytical inputs to strategic planning, results-based management and reporting
  • Ability to make the analysis of requirements and parameters provided in support of financial processes in the Regional Office or Operations/Project Centre
  • Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery
  • Ability to successfully lead the Finance Team
  • Excellent IT skills, knowledge of Atlas
  • Ability to implement new systems and affect staff behavioral/ attitudinal change

Management and Leadership

  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude

§  Keen sense of ethics and integrity in dealing with clients and service providers and demonstrated ability to develop and maintain effective work relationships with counterparts and clients

  • Demonstrates openness to change and ability to manage complexities

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local ICA Specialist Level 10
Contract duration: 1 year initially, renewable subject to satisfactory performance and funding availability

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • PLEASE NOTE THAT THIS IS A NATIONAL POSITION FOR WHICH ONLY UKRAINIAN NATIONALS AND THOSE WITH RIGHTS TO LIVE AND WORK IN UKRAINE WILL BE ELIGIBLE FOR CONSIDERATION.
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

APPLICANTS MUST SUBMIT A MOTIVATION LETTER

This vacancy is now closed.
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