Finance Associate (Management)

Purpose – execution of financial services ensuring effective and transparent utilization of financial resources.

Reporting structure and partners – reports directly to Finance and Assurance Analyst; collaborate with operations, programme and project teams in the Country Office (CO) and UNDP Headquarter (HQ).

Contingent upon UNDP corporate-wide decisions to outsource operational functions including financial services to Centers in the regions, the Operations Unit in the CO  will become  a smaller, leaner  team. The CO Operations team will focus on ensuring oversight, assurance and client services functions, providing agency services and bridging towards the regionally clustered transactional services.  These functions in the CO will include analytics and client relationship management to explore government co-financing opportunities, establishing benchmarks for development support services and explore non-core facility. 

Based on the above premise, under the overall guidance of the Operations Manager and direct supervision of the Finance and Assurance Analyst, the Management Finance Associate   provides leadership in execution of financial services in the Country Office ensuring effective and transparent utilization of financial resources and integrity of financial services. The Management Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.  The Management Finance Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQ’s staff to resolve complex financial management and operational-related issues and information delivery.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.

1)     Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results through:

·       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.

·       CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management and act as the focal point for Direct Project Costing.

·       Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the CO resource mobilization efforts.

Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management

2)   Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results through:

·       Preparation and modifications of budgets for UNDP projects, follow up with HQs on authorized spending limits (ASL) for management projects.

·       Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments.

·       Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQ on ASL for development projects, maintenance of the General Ledger.

·       Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).

·       Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation.

Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery

3) Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results through:

·       Proper control of the supporting documents for payments, review of financial reports for 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; payrolls are duly prepared; travel claims, monthly payment orders and other entitlements are duly processed.

·       Coordination and review of accounts closure

·       Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.

·       Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions.

·       Timely VAT reimbursements, payment of Government Contribution to Local Office Costs.

Proper receipting of goods and services and establishment of accruals

4) Ensures proper CO cash management functioning focusing on achievement of the following results through:

·       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 zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.

·       Alternate to Finance Analyst (or Operations Manager) as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. May serve as member of bank signatory panel upon decision of Resident Representative.

·       Approval and submission of monthly UN exchange rate report to Treasury.

·       Timely and accurate preparation of bank reconciliations.

·       Selecting bank transfers and deals for approval and settlements.

·       Performing Pay cycle manager role in Atlas.

·       Timely preparation of monthly cash flow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements.

Alternate as cashier for cash disbursements made on site

5)  Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

·       Organization of training for the operations/programme/projects staff on financial management.

·       Synthesis of lessons learnt and best practices in financial management.

Sound contributions to knowledge networks and communities of practice

6) Provides other support as required.

Important applicant information

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

Applicant information about UNDP rosters

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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