Finance Specialist

The Global Fund (GF) to fight AIDS, TB and Malaria (GFATM) has been providing Grants for HIV/AIDS, Tuberculosis and Malaria for Guinea Bissau to assist county in addressing the challenges posed by the three diseases since 2003, with UNDP Guinea Bissau as a key GF partner managing the funds on behalf of the government.  Following successful capacity development of the Ministry of Health, UNDP transitioned from its interim role of Principal Recipient in 2008, with all three grants being managed by the Government of Guinea Bissau. However, following the April 2012 military coup d’état, in 2013 the Global Fund decided to reengage UNDP as Principal Recipient (PR) for the Round 9 Phase 2 Malaria and Tuberculosis Grants. Once again, UNDP in Guinea-Bissau was recognized as a UN strategic partner in the efforts of fighting these diseases. Additionally, in 2014, UNDP was requested by GF and the HIV PR (SNLS – National AIDS Secretariat) to undertake procurement of HIV health products and commodities. UNDP has been working with national partners to update national health strategies and prepare concept notes for the GFATM New Funding Model, which are intended to support national health responses to the three diseases and Health System Strengthening until December 2017. As the Principal Recipient of these two grants UNDP ensures programmatic management, coordination and financial accountability of the two grants; and capacity building of national counterparts on programmatic and financial management of the grants.  UNDP also ensures timely procurement and management of commodities, efficient monitoring and evaluation and submission of quality reports to the Global Fund. UNDP works closely with other UN-agencies, NGO’s and MoH involved in the health sector. Based upon its performance, UNDP was again selected by the CCM and GF to act as PR for the 2018-2020 Malaria grant, and as Procurement Agent for the TB-HIV-HSS grant.

For the implementation of the Global Fund program, UNDP Guinea Bissau established in 2013 a Program Management Unit (PMU) that will coordinate the implementation of the projects and provide general guidance of Global Fund rules and procedures to all Sub Recipients participating in the implementation of the projects.

Under the overall guidance of the GFATM Project Coordinator, the Finance Specialist is responsible for ensuring the highest efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, and transparent utilization of financial resources and management of the finances for the Global Fund Grant. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues.

The Finance Specialist supervises and leads national and support staff of the Finance Unit. The Finance Specialist works in close collaboration with the sub-recipients on the project, the CO Operations unit, and project teams in the CO, in ensuring successful GFATM Project and CO performance in financial management, and in building the financial management capacity of national partners, with the aim of transferring responsibilities to national institutions at the end of UNDP’s current PR functions.

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
• Control of Global Fund project accounts
• Control of Global Fund project cash management, and close monitoring of the sub-recipients and other implementing partners
• Facilitation of knowledge and capacity building and sharing in the GFATM team and among UNDP partners

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

• Financial analysis and oversight for all resources managed by the GF project and provision of high-quality professional advice to the to the Project Coordinator, the Programme Director and the DRR (O)
• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP and Global Fund rules and regulations.
• Organization and oversight of project cash management processes, including liquidity management, recommendation of impress level, risk assessment, bank relationship management, SR relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.
• Monitoring of financial exception and Global Fund reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained. Effective information flow between finance and non-finance actors (on Country Co-coordinating Mechanism [CCM], PR, LFA and sub-recipient level) in order to effectively link the programmatic results to expenditures, as required by GFATM
• Facilitation of annual audits of PR as required by UNDP and GFATM and ensuring that external auditors have all relevant information
• Member of bank signatory panel.

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 UN/UNDP and Global Fund rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
• Global Fund Project finance business processes mapping and elaboration/establishment of internal standard operating procedures in the Project Finance Unit; control of the workflows in the Finance Unit.
• Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
• Elaboration of the framework and conditions of contribution within the CO resource mobilization efforts.
• Elaboration and implementation of cost saving and reduction strategies (including introduction and development of e-banking).
• Draft and implement strategies to transition from -zero cash to limited cash.

Manage the budget of development and management projects and organize an optimal cost-recovery system, focusing on achievement of the following results:

• Management of all Global Fund and CO financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP and Global Fund rules and regulations.
• Preparation and monitoring of projects’ budgets in Atlas.
• Regular analysis and reporting (monthly, quarterly, semi-annual, annual) on the GF and CO budget approvals and the delivery situation of management projects.
• Elaboration of proper mechanisms to eliminate deficiencies in budget management.
• Organization of cost-recovery mechanisms for services provided by UNDP ensuring the preparation of pro-forma invoices for UN agencies and monitoring through the Atlas tracking system.
• Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services.
• Ensuring that advance payments and direct payments for DEX / DIM projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.
• Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
• Submission of financial reports (i.e. Progress Update/Disbursement Request [PU/DR], Enhanced Financial Report [EFR], etc.) to LFA and the Global Fund, and other donors on a timely and quality basis

Ensure proper control of GF Project accounts, focusing on achievement of the following results:

• Elaboration 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; monthly payment orders (MPOs), travel claims and other entitlements are duly processed.
• Manager level 1 or 2 for transactions approval
• Control of accounts closure
• Approval of vendors
• 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 UNDP and Global Fund projects and follow up with partners on contributions, maintenance of the General Ledger.

Ensure proper CO cash management, focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
• Primary contact with local bank management and with partners and SRs on routine operational matters including negotiation of exchange rate on replenishments.
• Transaction and stop payment approval on internet banking system.
• Approval and submission of monthly UN exchange rate reports to HQ Treasury.
• Timely and accurate approval of bank reconciliation, including documented review of exceptions.
• Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement.
• Performing paycycle manager role in Atlas .
• Timely preparation of monthly cash flow forecast for use by the Global Fund Project Manager, Operations Manager. Liaison with other UN agencies to obtain estimate of their cash requirements.

Ensure facilitation of knowledge building and sharing in the CO, the GFATM team and among UNDP partners focusing on achievement of the following results:

• Organization of training for the operations/ projects / SR and partners staff on Finance.
• Synthesis of lessons learned and best practices in Finance.
• Sound contributions to knowledge networks and communities of practice.

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

1. Knowledge Management and Learning

• Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

2 Development and Operational Effectiveness

• Ability to lead strategic planning, results-based management and reporting
• Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery
• Good knowledge of accounting
• Ability to successfully lead the Finance Team
• Excellent IT skills, knowledge of Atlas
• Ability to implement new systems and affect staff behavioral/ attitudinal change

3 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
• Demonstrates good oral and written communication skills
• Demonstrates openness to change and ability to manage complexities

Education:

• Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field.
• UNDP Advanced Accountancy & Finance Test (AAFT) mandatory
• Prince 2 certification is an asset.

Experience:

• 5 years of relevant experience at the national or international level in providing financial management advisory services and/or managing staff and operational systems. Experience 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, preferably PeopleSoft and ATLAS

Language requirements

• Fluency in English and French is required. Knowledge of Portuguese is an asset, as is knowledge of Spanish.

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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