Procurement & Finance Specialist, RESPAC

The Pacific Small Island Development States (PSIDS) are threatened by natural hazards such as cyclones, earthquakes, tsunami, volcanoes, droughts and floods. Such is the extent of their vulnerability that majority of the PSIDS face grave consequences from global warming and the negative effects of climate change as well as geophysical hazards.

As part of UNDP’s ongoing efforts in Disaster Risk Management (DRM), the UNDP Pacific Office in Fiji promotes preparedness, early recovery, resilience and risk-informed development. UNDP is guided by the Sendai Framework of Action and its five priority areas for Disaster Risk Reduction. Within the UNDP Strategic Plan, building resilience through disaster risk reduction, preparedness, response and recovery is a priority and aimed at supporting countries efforts to reduce the likelihood of conflict and lower the risk of natural disasters, including from climate change.

UNDP supports 14 countries (Cook Islands, Federated States of Micronesia - FSM, Fiji, Kiribati, Republic of Marshall Islands - RMI, Nauru, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu) and 1 non- self-governing territory (Tokelau) in the Pacific. Recently with the support of the Government of Russia through its Trust Fund for Development (TFD), UNDP Pacific Office in Fiji has received a multi-year grant to help PSIDS through the Disaster Resilience for Pacific SIDS (RESPAC) project. The RESPAC project which aims to improve PSIDS resilience to climate-related hazards. It will i) strengthen early warning systems and climate monitoring capacity; ii) enhance preparedness and planning mechanisms and tools to manage disaster recovery processes; and iii) increase the use of financial instruments to manage and share disaster related risk and fund post disaster recovery efforts.

In its present setup, RESPAC is an umbrella project and the Team supervises implementation fo several smaller projects dealing with the core concepts of Climate Early Warning, Disaster Mitigation and Recovery Planning as well as enhanced financial mechanisms to support disaster recovery processes.

The Team Leader for the Resilience and Sustainable Development is the overall in charge with project management responsibilities delegated to the RESPAC Project Manager / Disaster Reduction and Recovery Advisor. The Procurement and Finance Specialist will be reporting to the RESPAC Project Manager/Disaster Reduction and Recovery Advisor with matrix reporting to the Operations and Implementation Support Advisor and is expected to provide leadership in execution of services pertaining to a) Procurement of project supplies including design of relevant TORs and tender documents and ii) providing timely Financial Reporting of funding provided by Donors as well as supervising the delivery of services to clients and partners. The specialist will further support the design, documentation, planning and management of projects falling under the RESPAC portfolio. The Specialist promotes a client-oriented approach consistent with UNDP rules and regulations.

As and when relevant, the Specialist will supervise and lead support staff who will be recruited to support implementation of RESPAC and associated projects. The specialist works in close collaboration with the operations, programme and project teams in the UNDP Pacific Office and UNDP HQs staff for resolving complex programme-related issues and information delivery.

Ensures effective programme finance management and monitoring of development project budgets under the RESPAC portfolio in order to have efficient, transparent and timely financial management that is regularly monitored and controlled for accomplishment of overall programme goals

• Ensure full compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Plan, guide and control the use of programme financial resources;
• Under the direction of the RESPAC Project Manager. prepares and manages programme budgets, inputting budgets into ATLAS, and complete budget revisions in a timely manner;
• Monitors core and non-core funds of the projects, by using ATLAS to track financial delivery; produce financial reports for team and donors; 
• Identifies and investigate operational and financial bottlenecks and develops solutions to address them;
• Conduct monthly analysis and monitoring of budget expenditures
• Control of Accounts Receivables for programmes and fund transfer from Donors and UNDP HQ;
• Participation in the projects’ audit, control on the follow up, ensure implementation of all audit findings;
• Produce quarterly combined delivery reports for RESPAC team and donors as well as oversees the preparation of delivery reports and closing of project transactions at year end;
• Contributes to year end reporting including preparation of Annual Reports;
• Manages funds under cost-sharing agreements and through the Donor Trust Funds, requesting disbursements and ensuring that disbursements are quickly identified, correctly recorded, and assigned to programmes.
• Responds to all request and questions related to programme delivery;
• Oversee financial closure of cost sharing agreements and the programmes.
• Ensure the correct filing and storage of legal documents and binding agreements;
• Supervises Programme Assistant(s) and Admin/Finance officers hired to support project implementation.

Coordinates administrative, financial and logistical services and support, focusing on achievement of the following results:

• Proper control and maintenance of (e-) filing of the supporting documents for payments, review projects Financial Reports and safekeeping of confidential materials.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• Supervises staff on the uploading of payment vouchers in the UNDP GSSU portal, verifies requisitions, undertakes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Prepares General Ledger entries to correct mis-posting of expenditures and carry out reversal;
• Coordination of project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar.
• Supervises entry of travel requests under the Travel and Expense Module an TRIP clearance.
• Follows up on F10 to liquidate DSA advances and attend to travel related queries.
• Supervises Vendor entry and creation of travel profile in compliance with UNDP rules and regulations
• Supervises administrative and financial support (including drafting agenda’s where needed) for conferences, workshops, retreats and other meetings.
• Supervises support staff in processing of Staff/Workshop participants Travel Claims in line with financial procedures.
• Liaises with UNDP Operations Team on Project Cash Advance, verifies acquittals and submits to Finance for approval prior to uploading
• Follows up on the acquittal of cash advances issued to project implementing partners under the HACT.
• Custodian for management of stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by Projects and keeping a log of distribution.
• Maintains and updates the Asset Register for all equipment purchased under the RESPAC and its associated projects
• Acts as the Audit Focal Point and provides information for audits and reviews.

Coordinates all procurement related activities

• Liaises with the technical leads, produces and maintains a Procurement plan for the RESPAC programme and associated projects
• Supervises entry into PROMPT and leads discussion with UNDP Operations Team in identifying reliable vendors and suppliers.
• Undertakes Micro Purchasing on behalf of the RESPAC Team for low value procurement.
• Consults with technical leads and prepares TORs, Request for Quotations (RFQ), Request for Proposals (RFP) and Invitation to Bids (ITB) for all high value procurement.
• Participates in procurement panels and human resource interview panels and contributes expertise in carrying out fair and transparent recruitment and awarding of procurement bids.
• Follows up with vendors and suppliers on the supply of goods and services.
• Manages the contract management systems including performance of consultants and contractors solicits adFacilitates knowledge building and knowledge sharing in the CO and the RESPAC team focusing on achievement of the following results:                                                                         

Organization of trainings for the operations/ projects staff on programme.

• Organizes trainings and knowledge building of external partners and responsible agents on UNDP procedures.
• Provides a synthesis of lessons learnt and best practices in programme from a programme/financial perspective
• Dissemination of information on the Unit activities to UN agencies, donors, & development partners.
• Contributes to knowledge networks and communities of practice.
• vise and provides feedback on regional and global rosters.

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda

Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences
• Develops lists of board members, (implementing) partners, contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts
• Results-Based Programme Development and Management

Contributing to results through provision of information

• Provides information for linkages across programme activities to help identify critical points of integration
• Provides information and documentation on specific stages of projects/programme implementation
• Participates in the formulation of project proposals

Building Strategic Partnerships

Maintaining information and databases

• Analyses general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Innovation and Marketing New Approaches

• Implementing processes and uses products
• Documents and tracks innovative strategies/best practices/new approaches
• Tracks bottlenecks, problems and issues, and proposes solutions
• Responds positively to new approaches

Resource Mobilization (Field Duty Stations)

• Providing information for resource mobilization strategies
• Maintains information/databases on potential and actual donors
• Maintains database of project files
• Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing

• Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

              Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• 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
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals

• Research and analysis
• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
• Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts

Client Orient

• Maintains effective client relationships
• Reports to internal and external clients in a timely, effective 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
• Responds to client needs promptly

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

Education:

MSc Degree and/or Professional Qualification such as (Charted Public Accountant membership) in Accounting, Finance, Business, Public Administration, field with at least 3 years of relevant experience. A Bachelor’s Degree in the above related fields with minimum experience of 8 or more years.

Expeerience:

A post MSc working experience of 3 years (8 years for Bachelor’s Degree) in similar public sector organization or programme experience at private/public sector organizations is required at the national or international level. Very Good understanding of computers and office software packages (MS Word, Excel, PowerPoint etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirement: Fluency in English.

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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