Finance Senior Officer

1. Ensures implementation of operational strategies and adapts processes and procedures focusing on achievement of the following results:

• Full compliance with the provisions of the UNOPS Financial Rules and Regulations, the Finance Manual and Finance and Budget Technical Instructions in all financial transactions, recording, reporting, etc.

• Portfolio business processes mapping and elaboration/establishment of internal Standard Operating Procedures and control of workflow in the portfolio and finance unit.

• Continuous analysis and monitoring of the financial situation in the projects, programmes, hosted entities and at the portfolio level.

• Support audits from drafting terms of reference to the implementation of recommendations.

• Analysis and elaboration of proposals on cost-saving and reduction strategies 

• Routinely monitoring of financial exception reports for unusual activities, transactions, and investigation of anomalies or unusual transactions. 

2. Ensures timely budget preparation and effective monitoring and control, focusing on achievement of the following results:

• Proposals for planning of financial resources of the projects, programmes and portfolio preparation of reports containing analysis of the financial situation.

• Coordination of preparation of portfolio operating budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances 

• Coordination with the Head of Finance  to ensure compliance with UNOPS financial rules and regulations, financial policies and procedures and that project budgets and revisions are prepared in accordance with established procedures and budgetary guidelines of the funding agency; project budget re-phasing processed accurately and punctually

• Monitoring and advice to the projects, programmes and portfolios on the financial status of projects and programmes including pending and approved budgets; contributions confirmed but not yet available for expenditure; contributions available for expenditure and contributions already expended.

• Monitoring of expenditure levels against budgets, commitments and funding; review and processing of request for budget revision as required.

• Continuous monitoring of the approved budgets and contact with clients to strengthen budget management and take corrective actions when required.

• Support projects financial oversight activities for implementing partners and contractors. 

• Maintenance of the projects budgets in the ERP system, oneUNOPS, ensuring timely input and processing of data; proposals for update and change to improve financial management of projects and enhancement of financial reporting.

• Discussion of concerns with the portfolio management teams and Head of Finance when required so that timely corrective actions can be taken.

3. Ensures proper portfolio cash management and treasury functions, focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Daily review of bank account statements to monitor the balance, identification and recording of contributions.
• Establishment of efficient local banking arrangements and compliance with local financial and banking regulations
• Available monthly cash flow forecast for use by the supervisor.
• Building project capacity to effect payments using ERP, oneUNOPS.
• Monitoring of the delivery and income of the portfolio; planning and adjustment of expenditures for the administrative budget
•  Analysis of trends and forecasting of income from projects and other sources.

4. Ensure proper control of portfolio  accounts and payments, focusing on achievement of the following results:

• Analysis and elaboration of proposals for the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in oneUNOPS; ; request for payments monthly payment orders (MPOs), travel claims and other entitlements are duly processed.
• Timely corrective actions on unposted vouchers, including vouchers with budget errors, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required; coordination of field replies to internal and external audit queries;
• Proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in coordination with Headquarters;
• Proper control of the supporting documents for payments; preparation of all types of vouchers; pay cycle and payments execution.

5 Ensures knowledge building and knowledge sharing, focusing on achievement of the following results:

• Organization and conduct of training for the operations/ projects staff on Finance matters.
• Train and coach personnel in areas of policies, guidelines, tools and systems.
• Synthesis of lessons learned and best practices in Finance.
• Sound contributions to knowledge networks and communities of practice.