Project Finance Manager

Dili

Organization: UNDP - United Nations Development Programme
Location: Dili
Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
- Banking and Finance
- Democratic Governance
- Governance and Peacebuilding
- Project and Programme Management
- Managerial positions
- ADMINISTRATION AND FINANCE
Closing Date: Closed

Background

The Leveraging Electoral Assistance for Regionalized Nation-Building LEARN (2015-2018) project was signed between UNDP and the Government in June 2015. The project’s main focus is to support the consolidation of democracy with a focus on civic education and electoral support across Timor-Leste between 2016 and 2018, taking into account support to Suco (village) elections, Presidential and Parliamentary elections in 2017, and possible Municipal elections (depending on legislation and political decision).

The project will be implemented through a Direct Implementation Arrangement under guidance of the Project Board and with the provision of technical advice from an international Chief Technical Advisor who will oversee the project and a Finance and Project Manager to undertake management of the project. Finance and Project Manager will work under the direction supervision of Finance/Operation & Result Management Analyst and the Chief Technical Advisor.

Duties and Responsibilities

Under the supervision of the Finance/Operation & Result Management Analyst and Chief Technical Advisor (CTA) in close consultation with the Financial Operation Unit of the UNDP Country Office, the Finance and Project Manager will ensure grant implementation and related activities of electoral assistance are implemented in a timely manner in strict accordance with UNDP’s set rules, guidelines and procedures. Finance and Project Manager will also assist in the financial and component of the Political Journalism component, which will closely coordinate with the LEARN project.

Ensures implementation of programme objectives focusing on achievement of the following results and objectives:

• Manage the grant agreement to be implemented by the project to achieve the performance indicators in line with set timelines within the scope of approved budgets and work Plans;

• Prepare amendment of the Grant which appear in the grants implementation in order to achieve grants results in accordance with the Project Documents and Annual Work Plans;

• Perform the task under the supervision of the Project CTA and the Finance and operations Analyst on the Grant issues of planning, programmatic and operational processes and ensuring reaching of planned deliverables;

• Financial and substantive monitoring and evaluation of the grants, identification of operational and financial problems, development of solutions;

• Prepare and submit Progress reports and financial reports to the Project

• Liaise with partners on grants implementation, reporting, information sharing and further work planning.

• Prepare and monitor all expenditures thorough a shadow accounting-tracking mechanism so the precise financial status of the programme is maintained.

• Ensure all financial and related management of the Programme.

• Provide financial input to prepare the Work Plan of the Programme.

Principle administrative support functions:

• Support to prepare and amend grant agreement grant to be implemented by the project.

• Ensure the grant progress report and financial report before payment made to Grantee.

• Prepare request for payments, requisitions and required vouchers and ensure that all payments and receipts are in compliance with the UNDP rules and regulations.

• Maintenance of internal expenditure control system, which ensures all truncations are correctly processed and recorded.

• Ensure control of supporting documents for payments

• Ensure proper filling and record of all transactions

• Assist all project staff and the Democratic Governance Unit on financial management related issues related to the LEARN project

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDSS/UNDP rules, regulations, policies and strategies.

• Act as focal person internal and external audits and accounts examinations.

• Ensure the proper filling and record of all transactions.

• Perform any other tasks as required by CTA or designated programme official

Knowledge Building and sharing:

• Participate in trainings related with administration/Grant management.

• Contribute to sharing lessons learned and knowledge with the justice programme staff or related CO staff

Functional Competencies and Critical Success Factors:

In addition to specific tasks, the Finance and Project Manager is expected to carry out work with professional standards demonstrating the skills and behaviors as listed below.

Operational Effectiveness

• Providing guidance on policies and procedures.

• Time management for tasks’ deadline.

• IT skills, knowledge of office software packages.

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.

• Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.

• Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy.

Self-Management

• Responsibility for one’s own work and actions.

• Focusing on results for the project implementation and responding positively to feedback.

• Working with energy and a positive and constructive attitude.

• Good self-control even under pressure.

• Interacting with others in a professional and respectful manner.

• Managing own time and tasks effectively and efficiently.

• Carefully checking own work in terms of accuracy and completeness.

• Highly self-motivated.

Knowledge Management and Learning

• Sharing knowledge and experience with colleagues.

• Actively working towards continuing personal learning and applying newly acquired skills.

• Demonstrating openness to improve and ability to manage complexities.

Impact of Results

The key results have an impact on the overall project efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the project management.

Competencies

Functional Competencies:

Advocacy/Advancing a Policy-Oriented Agenda

Level 1.2: preparing information for advocacy

- Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate

- Maintains a functioning network of contacts with a variety of stakeholders to promote a better understanding of UNDP’s mandate and to support advocacy efforts

Building Strategic Partnerships

Level 1.2: Maintaining a network of contacts

- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues

- Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

- Establishes and nurtures positive communication with partners

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things

- Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position

- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

- Analyzes the requirements and synthesizes proposals

- Strives to keep job knowledge up-to-date through self-directed study and other means of learning

- Demonstrates good knowledge of information technology and applies it in work assignments

Creating Visibility for UNDP/Supporting UNDP’s Capacity to Advocate

Level 1.2: Research and data analysis

- Promotes awareness of UNDP’s centrally to development through dissemination of information and materials

- Maintains networks and knowledge assets for use in visibility and image activities

Global Leadership and Advocacy for UNDP’s Goals

Level 1.2.: Preparing information for global advocacy

- Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences

- Maintains a functioning network of contacts in the media and civil society, to promote a better understanding of UNDP’s mandate and to support advocacy efforts

Conceptual Innovation in the Provision of Technical Expertise

Level 1.2: Research and analysis

- Keeps updated in his/her area of substantive expertise

- Identifies opportunities for conceptual innovation

Client Orientation

Level 1.2: Establishing effective client relationships

- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion

- Organizes and prioritizes work schedule to meet client needs and deadlines

- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Core Competencies:

- Demonstrating/safeguarding ethics and integrity

- Demonstrate corporate knowledge and sound judgment

- Self-development, initiative-taking

- Acting as a team player and facilitating team work

- Facilitating and encouraging open communication in the team, communicating effectively

- Creating synergies through self-control

- Managing conflict

- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

- Informed and transparent decision making

Required Skills and Experience

Education:

• High school graduate with 7 years of relevant experience in business administration and grant management. or Complete Bachelor’s degree with minimum of 5 years relevance experience in Business administration and grant management as an advantage.

Experience:

• At least seven years of previous experience in development assistance or related work for a donor organization, consulting company, or NGO is compulsory. Previous experience with UN is a very strong advantage;

• Experience in the usage of computers and office software packages and advanced knowledge of spreadsheets and database package and web based management and accounting systems

Language Requirements:

• Fluency in English (written and spoken), and an ability to summarise and present information.

• Working knowledge of Indonesian Bahasa and Portuguese is an advantage.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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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