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2153 Programme Finance Associate

Belgrade (Serbia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Belgrade (Serbia)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Banking and Finance
    • Project and Programme Management
    • Administrative support
    • Operations and Administrations
  • Closing Date: 2020-10-23

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Background

Purpose
 
To provide support services for the South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and Light Weapons (SEESAC) project.
 
Objective
 
To ensure results oriented, effective, efficient and accountable implementation of the project activities and achievement of project results.
 
Background Information
 
SEESAC is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South East and Eastern Europe (SEE). SEESAC also has a distinguished record working closely with national Ministries to mainstream gender equality and this aspect will remain central to the programme.
 
The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW (Small Arms and Light Weapons) Strategy, the EU Firearms Strategy, the Arms Trade Treaty, the UN Programme of Action, the International Tracing Instrument, UN Firearms Protocol, UN Security Council Resolution 1325 and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of SALW and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1(Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows). 
 
Within its portfolio, SEESAC is implementing the Council Decision 2019/2111 in support of SEESAC disarmament and arms control activities in South-East Europe, adopted on 9 December 2019, and the Council Decision 2018/1788 in support of the implementation of the Regional Roadmap on combating illicit arms trafficking in the Western Balkans. In addition, SEESAC has initiated the implementation of the second phase of the Strengthening of Regional Cooperation on Gender Mainstreaming in Security Sector Reform in the Western Balkans project. The project facilitates regional cooperation on gender equality in the military and further strengthens the capacities of the Ministries of Defense and the Armed Forces for implementation of gender responsive policies. These initiatives continue to strengthen safety and security through regional cooperation in South East Europe.
 
It is within this context that SEESAC is looking to bring on board a Programme Finance Associate (PFA) to provide programmatic and administrative support to the design and implementation of the programme. 
 
Under the direct supervision of the SEESAC Project Manager, the PFA ensures high quality of work, ensures accurate, timely and properly recorded service delivery. The PFA contributes to an effective delivery of projects by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The PFA works in close collaboration with COs in the Region and various consultants and vendors. The position requires a high level of initiative and learning motivation.
 

Duties and Responsibilities

Measurable outputs of the work assignment
 
Under the guidance of SEESAC Project Manager, Programme Finance Associate will be responsible for following tasks:
 
Provides support to Project Management Team (PMT) in project finance management: 
  • Ensures full compliance of financial activities, financial recording/reporting system with UNDP rules and regulations and contractual requirements;
  • Implements effective internal control, proper functioning of financial resources management system;
  • Ensures proper control of the supporting documents for payments and implements proper filing system.
Supports effective financial planning:
  • Ensures timely and accurate administration of project budget;
  • Measurable outputs of the work assignment
  • Verifies all the expenses related to project implementation;
  • Timely processes payments of invoices and ensures tax exemption for project related goods and services;
  • Prepares regular project-level financial status reports for internal and external distribution;
  • Prepares ad-hoc financial information as requested by the PMT, donor, UNDP or partner agencies;
  • Provides assistance in preparing annual workplans and progress reports;
  • Provides assistance in preparation of monitoring and evaluation plan;
  • Provides support to management of the project in Atlas including project creation, revision and utilization of funds;
  • Coordinates with the Operations Analyst and advises PMT on the management of project finances;
  • Maintains project cashflow tools;
  • Manages finances in Atlas (e.g. preparation of e-requisitions, Purchase Order (PO) and non-PO vouchers, corrective actions on vouchers, General Ledger Journal Entries etc.);
  • Keeps records on financial transactions;
  • Participates in preparation for audits and verification mission;
  • Presents information for audit purposes.
Ensures facilitation of knowledge building and knowledge sharing in the Project focusing on achievement of the following results:
  • Synthesizes lessons learnt and best practices in financial management; Contributes to knowledge networks and communities of practice;
  • Performs other duties within functional profile as assigned and deemed necessary for the project efficiency as required by the Project Manager.
Performance Indicators for evaluation of results
  • Ad hoc, interim and final financial reports prepared in a timely and quality manner in a full compliance with the contractual requirements;
  • Project finances appropriately managed in Atlas (e-requisitions, PO and non-PO vouchers timely prepared and corrective actions taken in timely and correct manger);
  • Payments processed in a timely fashion;
  • Financial inputs for project planning (expenditures and forecast reports) prepared and submitted in a timely and quality fashion;
  • Draft correspondence prepared;
  • Filing system set-up and regularly updated.

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;
  • Excellent analytical and organizational skills;
  • Good organizational and time management skills;
  • Focuses on impact and result for the client and responds positively to critical feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Builds strong relationships with partners and colleagues;
  • Excellent information technology skills, including word processing, database applications, presentation software, and internet; 
  • Compliance with UNDP rules, regulations and policies of financial activities ensured;
  • Ability to, deliver when working under pressure and within changing circumstances;
  • Excellent writing/reporting and presentation skills; 
  • Excellent interpersonal, networking and team building skills.

Required Skills and Experience

Education:
  • Secondary Education with certificate in accounting 
or
  • Bachelor’s degree with major in accounting or finance.
Experience:
  • 6 years of professional experience in fields relevant to the specific duties of the job such as in providing support to project implementation or administration, preferably in an international organization, is a requirement (applicable for applicants having secondary education);

or 

  • 3 years of professional experience in fields relevant to the specific duties of the job such as in providing support to project implementation or administration, preferably in an international organization, is a requirement (applicable for applicants having bachelor’s degree);
  • Experience in collection, analysis and presentation of information for preparation of project reports, project documents, concepts, workplans, budgets, proposals on implementation arrangements and knowledge management products required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems (i.e. ERP, Atlas, PeopleSoft;
  • Experience in financial reporting is required;
  • Knowledge of UNDP rules and procedures would be an asset. 
Language Requirements:
  • Excellent knowledge of written and spoken Serbian and English.
 

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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