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Programme Support

Erbil (Iraq)

  • Organization: UNDP - United Nations Development Programme
  • Location: Erbil (Iraq)
  • Grade: SB-4 (SC8/SC9), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Project and Programme Management
    • Monitoring and Evaluation
  • Closing Date: 2019-12-10

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Background

In 2014 and 2015 respectively UNDP in Iraq designed and initiated the Iraq Crisis Response and Resilience Programme (ICRRP) and the Funding Facility for Stabilization (FFS) – the two primary and largest Project platforms through which to support the Government of Iraq to respond to the crisis that had broken out in the country and to stabilize the areas that were formerly under the control of ISIL. Both Project platforms were anchored under the Stabilization Pillar of UNDP Iraq’s Country Programme framework.

The Iraq Crisis Response and Resilience Programme (ICRRP) which was set up at the end of 2014 promotes the recovery and resilience of communities vulnerable to multi-dimensional shocks associated with large-scale returns and the protracted displacement of Iraqis and Syrian refugees.  This is achieved through immediate crisis response and medium-term programming, integrating crisis management capacity building, rehabilitating basic service infrastructure, livelihood recovery and social cohesion. ICRRP activities have been implemented in 11 Governorates in Iraq. While initially set-up to provide immediate support to IDPs, Syrian refugees and host communities in the Kurdistan Region of Iraq (KRI), the increasing number of returnees to newly liberated areas (NLAs) and the protracted displacement of individuals facing security challenges or a lack of livelihoods opportunities, resulted in a geographic and strategic shift, shaped by a need for greater self-reliance amongst target communities. ICRRP activities are implemented through Responsible Parties spanning government, civil society and private sector entities.

The Funding Facility for Stabilization (FFS) was set up in June 2015, with UNDP Iraq taking the Programmatic lead at the request of the Government of Iraq and the DSRSG/RC/HC to support the newly liberated areas that were freed from ISIL. FFS supports stabilization activities in Anbar, Diyala, Kirkuk, Ninewa and Salah al-Din. The FFS Steering Committee, which is co-chaired by the Secretary General of the Council of Ministers (CoM), the DSRSG/RC/HC and the UNDP Resident Representative (RR), provides strategic direction to the FFS. All stabilization activities are decided in agreement with the local authorities (Governor’s office and mayors), based on priorities identified at the local level through consultations. Given the sensitive nature of stabilization and the fragile conditions prevailing in many newly liberated areas, concerns relating to human rights, protection, gender and inclusion are taken into account during the prioritization and sequencing of activities. FFS has four windows listed below.

Window One: Public Works and Light Infrastructure Rehabilitation;

Window Two: Livelihoods;

Window Three: Capacity Support; and

Window Four: Social Cohesion.

The Programme Support Officer works in close collaboration with the respective CO Programme and Operations teams ensuring successful CO performance and compliance in programme management and finance.

The Programme Support Officer/Finance and Administration will supervise support staff in order to achieve the following results. 

Duties and Responsibilities

Ensures implementation of effective administration, operational and resource management strategies for the Stabilization Pillar and adapts processes and procedures, focusing on the achievement of the following results:
 
  • Provide high quality strategic and substantive input to design and/or make changes to the overall operational framework for the Stabilization Pillar;
  • Provides day to day leadership to the Administration and Operations/Finance team within the Stabilization Pillar in Erbil;
  • Ensure effective internal controls are in place within the Stabilization Pillar for effective financial resource management, in keeping with UNDP’s rules and regulations;
  • Ensure a system is in place within the Stabilization Pillar’s Administration and Operations/Finance team for controlling expenditure, including accurate issuance of chart of accounts, ensuring vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures;
  • Stringent and consistent application of the HACT Framework, including ensuring the appropriate use of the FACE Forms, timely follow-up on assurance activities, with emphasis on third-party led spot-checks and conducting HACT audits (where relevant);
  • Support the Stabilization Pillar’s preparations for Project (DIM), HACT and other audits;
  • Timely follow-up on audit recommendations, and agreed follow-up actions relating to finance and operations, ensuring consistent application across the Stabilization Pillar;
  • Ensures clear and efficient process flows are in place, and work effectively for the Stabilization Pillar’s administration and finance support provision including as a minimum on:
       a)Processing payments;
       b)Closure of e-requisitions and purchase orders;
       c)Preparation of and monitoring programmatic contracts/agreements (LOAs, RPAs, etc.);
       d)Monitoring the aging of cash advances to Responsible Parties;
       e)Human resource planning and contract management;
        f)Procurement planning;
       g)Asset and Inventory management
  • Ensure the Stabilization Pillar maintains an efficient document management system for its records, including through the use of the Share Drive;
  • Ensure timely operational and financial closure of the Stabilization Pillar Outputs in ATLAS, in keeping with UNDP’s project closure requirements.
 
Provides effective support to the Programme Specialist on administration of the Stabilization Pillar’s financial resources focusing on achievement of the following results:
  • Working together with the Stabilization Pillar team, develop an overview of multi-year cost projections (i.e. for programme and operations), to support resource mobilization efforts;
  • Prepare Multi-year/Annual work plans/budgets based on the guidance of the Stabilization Pillar Programme Specialist, ensuring compliance with the cost-sharing agreements;
  • Ensure Procurement and Human Resource Plans corresponding to the work plans are developed, and periodically reviewed;
  • Ensure the budgets are accurately reflected in ATLAS, supported with the required paper-trail;
  • Continuous analysis and monitoring of the Stabilization Pillar’s expenditure, commitments, and cash resources, to ensure alignment with approved workplans/budgets, third party cost-sharing agreements, and Programme Board decisions;
  • Prepare periodic financial analyses, and forecast, to present to the Stabilization Pillar’s team, to enable timely decision-making;
  • Based on analyses, if required prepare budget revisions, and ensure accurate reflection in ATLAS, supported with the required paper-trail;
  • Verification of the quarterly and annual Combined Delivery Reports and ensure sign-off by Implementing Partner. Upload signed CDRs in UNDP’s Document Management System;
  • Identify bottle-necks for the Stabilization Pillar’s financial management and provide/identify timely solutions;
  • Ensure the required range of ATLAS based reports are relied upon to arrive at the most accurate picture of the Stabilization Pillar’s finances.
 
Ensures effective support for resource mobilization focusing on achievement of the following results:
  • Support the Stabilization Pillar’s resource mobilization efforts by preparing budgets, ensuring accurate reflection of funding needed, as a minimum capturing programming, communications, M&E, operations, Country Office direct project costs, general management support costs and where relevant the 1% development coordination levy;
  • Support the Programme Specialist with the preparation of cost-sharing agreements, for review and clearance by Stabilization Pillar and Country Office Senior Management, for finalization;
  • Ensure up to-date tracking system is in place to monitor all cost-sharing agreements, including the tracking of revenue/tranches under the agreements. Accordingly, liaise with the Finance Unit on controlling the Accounts Receivables for the Stabilization Pillar;
  • Ensure timely advice is provided to the Programme Specialist on the terms and conditions of the signed cost-sharing agreements, including information on expiring cost-sharing agreements, budget changes required during implementation etc and ensure actions are taken to process required amendments;
  • Timely and quality preparation of financial reports for donor, project board, corporate reporting requirements, and other ad-hoc requirements.
 
Facilitation of knowledge management and skills building focusing on achievement of the following results:
  • Proactively follows up to stay abreast with relevant UNDP policy and practice developments relating to operations, including through engagement in UNDP’s online knowledge management platforms;
  • Based on identified needs in consultation with the Programme Specialist and the Stabilization Pillar team, prepares orientations/update sessions on relevant policies and procedures relating to administration, finance and other operational matters, including on the use of ATLAS;
  • Where required provides cross-project/cross- pillar knowledge building efforts, with a view to share good practices and lessons learned from the Stabilization Pillar.
 

Competencies

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:
 
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
  • Ability to implement new systems and affect staff behavioral/attitudinal change
  • Strong IT skills, knowledge of ATLAS system desirable
  • Excellent knowledge of financial rules and regulations, accounting
Management and Leadership
  • 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
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 
 

Required Skills and Experience

 
Education:
  • MA degree or BA degree in Accounting and Finance, Business or Public Administration, Economics or related field.  
 
Experience:
  • A minimum two (2) years (with Masters’ degree), or, minimum four (4) years (with Bachelors’ degree) of relevant experience at the national and/or international level in project/programme accounting, finance, operations, administration and or audit services; 
  • Experience in using office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based financial management systems;
  • Experience of IPSAS (International Public Sector Accounting Standards) and/or IFRS (International Financial Reporting Standards) for external Candidates is an asset;
  • Experience of working with UNDP or other UN agencies at finance and administration positions is an asset;
  • Experience of working with ATLAS is an asset;
  • Experience of working in crisis response programmes/projects, with the ability to deal successfully with high volumes of workload, tight dealines and competing priorities.
 
Language Requirements:
  • Fluency in English is required;
  • Knowledge of Kurdish and/or Arabic would be an asset
 

Disclaimer

Important applicant information

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

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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.

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