Programme Finance Associate

The 2015 United Nations Development Assistance Framework terminal evaluation, and theterminal evaluation of the UNDP Botswana country programme, 2010-2014, found that UNDP had made significant contributions to development progress in Botswana.

The development trajectory for Botswana requires a transformative model to reduce itsvulnerability to social, economic and environmental risks, which perpetuate poverty and inequality. ‘Vision 2036’and the sustainable development goals, provide an opportunity to address these inequalities and ensure that no one is left behind. The theory of change is premised, first, on the criticality of reliable data to identify those most at risk of being left behind and their specific needs or challenges. Secondly, the same data will inform appropriate policies to address the remaining pockets of inequality; and finally, accurate baselines and a regular data collection mechanism will help monitor the effectiveness of policies and provide a feed-back loop to guide necessary adjustments. Government recognizes the importance of investments in policy and programme design; policy implementation; data; and monitoring and evaluation.

In view of the above, and in response to the expressed needs of the Government, UNDP has developed a country programme 2017 – 2021 which reinforces the value triangle of policy design, policy implementation and data as Botswana moves towards ‘Vision 2036’. The programme addresses the following national priorities (eleventh national development plan): eradicating extreme poverty and reducing inequality; strengthening human development outcomes; generating diversified export-led economic growth and employment creation, and deepening democracy, as well as managing the trade-off between income generation and environmental sustainability.

Under the overall guidance and direct supervision of the Programme Specialists for Economic Development & Inclusive Growth (EDIG), Support to the fulfilment of Human Rights, Access to Justice and the Empowerment of Youth and Women (GOV) and Environment & Climate Change (ENV), the Programme Finance Associate provides programme finance services ensuring effective and transparent utilization of financial resources and integrity of financial services across the three programme portfolios. The Programme Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Finance Associate forms part of the Programme Management Support Unit (PMSU) and works closely with programme, project and operations teams in the Country Office (CO) and UNDP HQ to resolve complex programme financial management-related issues and information delivery.

Summary of Key functions:

• Administration and implementation of operational and financial management strategies for effective programme delivery
• Support to CO programme management, administration of budgets and effective cost recovery.
• Support to implementation of the programme resource mobilization strategy
• Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters

1. Administers and implements operational and financial management strategies for the three programme portfolios, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/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.
• Implementation of cost sharing and trust fund agreements,
• Elaboration of conditions of contributions within the CO resource mobilization efforts.

2. Supports CO programme management and ensures optimal cost recovery  focusing on achievement of the following results:

• Development and follow up on Programme Portfolio Pipeline and Project Tree in Atlas. Entry of data of new grants and contributions into Atlas in the form of Annual Work Plans (AWPs), monitoring of AWPs status.
• Support Programme Specialists in budget preparation processes.
• Preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Sending project budget to KK (if authorized and on the basis of signed project documents and project budgets)
• Provision of the information/reports on the situation in programme, identification of operational and financial problems, proposal and implementation of solutions.
• Review of NEX projects Financial Reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
• Initiate timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Budget check for vouchers.
• Registration of goods receipts in Atlas.
• Establishment and monitoring basic and interim financial target frameworks including expenditure and budget targets as well as targets for pipeline build-up.
• Monitoring actual status of approvals and pipeline build-up vis-à-vis established interim and basic targets.
• Provision of sound programme finance management through tracking delivery,monitoring the update and timely capturing of expenditures
• Accuracy verification of Combined Delivery Reports and follow-up on their signing by National Counterparts.
• Regular monitoring, oversee and coordination of the CO delivery
• Provision of advice on reporting
• Preparation of reports including donor reports in collaboration with PMSU, Monitoring & Evaluation Officer and Programme Specialist.
• Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.
• Preparation for audit of NIM & DIM projects, support implementation of audit recommendations in CARDS.
• Preparation and participation in project steering committee meetings and ensure the IP adhere to rules and regulations of UN.
• Provide payment and related admin support to agency service requests.
• Participate in the CO resources mobilization processes

3. Facilitates knowledge building and knowledge sharing ,guidance to all stakeholders on financial mattersfocusing on achievement of the following results:

• Guidance on routine implementation of projects, tracking use of financial resources.
• Organization of training for the operations/programme/projects staff on financial management and RBM.
• Synthesis of lessons learned and best practices in programme and project finance.
• Sound contributions to knowledge networks and communities of practice.

Functional Competencies:          

Building Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• 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

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely 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

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Maintains databases

Core Competencies:

• 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:

Secondary Education, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage

UNDP Accountancy & Finance Test required

Experience:

This is an internal UNDP Botswana advert and is only open for UNDP employees.