Duties and Responsibilities
- 1. Ensures effective and accurate financial resources management and oversight, focusing on achievement of the following results:
- Leads on financial analysis and oversight for all resources managed by the Global Fund programmes and provision of high-quality technical financial advice to the Programme Coordinator and other PMU staff members and Country Office senior management;
- Leads on the proper planning, expenditure tracking of financial resources in accordance with UNDP rules and regulations, policies and procedures, grant agreements and corporate agreements with the Fund and Global Fund financial management rules;
- Leads on maintaining robust internal financial management controls over all financial processes;
- Maintains adequate financial management arrangements including reviews and reconciliations, to support the deployment of grant resources in an economic, efficient and effective manner to achieve the desired objectives, ensuring expenditures incurred are reasonable and allowable against budgetary allocations and that inappropriate payments and non-compliant expenditures are prevented;
- Ensures an efficient financial flow process is developed and implemented and amended to reflect the programme financial management requirements which are guided by risk assessments;
- Establishes and maintains a reporting system for internal and Global Fund needs, including Sub-recipients, contractors, service providers, and technical assistance providers;
- Ensures an effective information flow between finance and non-finance actors (Country Co-ordinating Mechanism (CCM), Global Fund, Local Fund Agent and Sub-recipients) in order to effectively link the programmatic results to expenditures, as required by Global Fun
- Leads on, Develops and maintains an organizational structure for the Finance Unit, and leads on the fostering diversity, equity and inclusion and builds the technical, management and leadership capacity of staff for promotion of organizational excellence;
- Monitors with the PSM Specialist the financial performance of supply management systems/ procurement;
- Prepares cost estimates for different activities according to the needs of programme management;
- Leads on developing, tracking and reporting to management key financial performance indicators; and
- Leads on the development and maintenance of a document management system for UNDP, including Sub-recipients, contractors, service providers, and technical assistance providers records.?
- Establishes and/or ensures robust financial procedures: e.g. receipts, payments, disbursements and bookkeeping, filing procedures for the GF projects of Sub-recipients;
- Leads on ensuring that financial procedures in place comply with the financial/accounting and procurement requirement of the Global Fund and UNDP;
- Preforms a continuous analysis and monitoring of the financial situation, presentation of forecasts for the Global Fund programmes;
- Ensures the timely closure of programmes and compliance with Global Fund and UNDP rules, policies and procedures, including the transfer of assets;
- Ensures oversight for the transparency of the financial processes and use of funds and compliance with Global Fund and UNDP financial guidelines;
- Leads on the preparation of the donor reports, monthly Cash Flow and annual Cash Flow Forecasts, statement of sources and uses of funds in compliance with the Global Fund requirements;
- Leads on the preparation of other financial reports to be submitted to the LFA/Global Fund, acting as the Focal Point for financial management information for the LFA/Global Fund;
- Elaborates and implements cost savings and reduction strategies under the guidance of the Programme Coordinator;
- Under the guidance of the Programme Coordinator facilitates audits and investigations by the Office of Audit and Investigations and audits of Sub-recipient(s)) and by the Office of Inspector General in line with corporate agreements with the Global Fund and UNDP rules and regulations and policies and procedures and leads on ensuring timely implementation of audit recommendations and findings as they relate to financial, asset and Sub-recipient management;
- Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transaction and informs supervisors of the results of the investigation when satisfactory answers are not obtained; and
- Leads on preparing timely and quality monthly cash flow forecasts for use by the Programme Coordinator in liaison with other Implementing Partners.
- Leads on managing financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
- Prepares and monitors programme budgets in Atlas and ensures that the budget in Hyperion Planning and Budgeting Cloud system is in line with the approved detailed budget;
- Elaborates proper mechanisms to eliminate deficiencies in budget management;
- Leads on ensuring that contributions from the Global Fund are properly transferred to UNDP on a timely basis;
- Leads on ensuring compliance with the internal expenditures control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
- Leads on arranging quarterly financial management review meetings with Sub-recipients in coordination with other PMU staff across functional areas (programme, PSM, M&E);
- Performs Manager Level 1 functions for transactions approval in Atlas; and
- Ensures timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers and ensures timely responses to HQ requests to resolve financial data issues.
- Leads on assessing financial management capacities of Sub-recipients and develops an action plan to close identified gaps;
- Provides guidance and capacity building of Ministry of Health, partners and Sub-recipients on issues of financial and asset management – from contracting and banking issues to budgeting, accounting and reporting;
- Ensures advance payments and direct payments for Sub-recipients and SSR’s vendors are properly; reviewed, processed and retired, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis;
- Harmonizes reporting and accounting practices of Sub-recipients, including budgeting and key financial performance indicators;
- Plans and ensures the Finance Unit team undertakes verifications of Sub-recipients’ expenditures, and promptly follows up on non-compliant expenditures;
- Ensures coordination with the Sub-recipients’ auditors to finalize the reports to ensure the final audit reports comply with the approved Sub-recipients Terms of Reference, and follows up in a timely manner to ensure finance related audit recommendations are properly addressed; and
- Ensure continuous support for the financial managers of SR organizations.
- Leads on the development of training plan/curriculums for the Sub-recipients financial and accounting staff and conducts regular trainings on GF performance-based funding and financial reporting requirements management system;
- Leads on organizing training for the PMU on financial management and oversight;
- Actively participates in UNDP and other relevant external networks to promote the programmes and represents UNDP in relevant technical meetings, working groups at country, regional and global level and gathers lessons learnt to apply to the programmes in the area of financial management;
- Identifies and supports development of communications (print, video) highlighting key financial management achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health, Sub-recipients, UN entities, financial and technical partners, the GF and the CCM.
- Represent UNDP and leads on the development and implementation of a capacity development and transition plan for finance activities, training a team of national finance officers so they can take informed decisions, anticipate bottlenecks, understand the possible existing solutions, understand the Global Fund rules and regulations related to finance activities and audit requirements; and
- Ability to represent UNDP and the project when required, and to act as officer in charge of the project if required.
Required Skills and Experience
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