Finance Analyst – ERP Implementation
Panama (United States of America)
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
UN Women uses PeopleSoft ERP system, referred to internally as “Atlas” which was implemented in 2004 and comprises various modules including, Accounts Payable, Contracts Module (used for management of revenues and receivables), General Ledger, Treasury Module, Human Resources, Grants and Project Management, Bank-to-Book (B2B) and Asset Management modules. UN Women has embarked on the process of migrating from the current PeopleSoft ERP to Oracle Cloud ERP. The implementation of the Oracle Cloud ERP will be staggered with target dates for the roll-out of different modules spread from the second half of 2021 and 2022.
Due to their central role Financial Management Section (FMS) plays in the accounting function at UN Women, FMS will be heavily involved in the implementation of the Oracle Cloud ERP including the review and configuration of the Chart of Accounts in the new ERP and play a key role in the configuration of all modules in the new ERP that result in recording of financial transactions, which is a cross-cutting function across all business owners of the ERP.
Under the overall guidance of the DMA Deputy Director, Financial Management in Headquarters (HQ) and the daily supervision of the Regional Finance Specialist, the Finance Analyst is responsible for providing back-fill support during the ERP implementation period to support the Regional Finance Specialist/s as well as to all the offices in the Region as necessary to ensure capacity and support; assistance with development projects for the finance users of UN Women for better business practices and controls as well as automation; ensuring all finance users are compliant with and trained in the accounting standards, financial regulations and rules, policies and procedures; assisting Finance Section HQ in dedicated support, training, advice for Regional Offices, Multi-Country Offices and COs (ROs/MCOs/COs); and supports the Regional Finance Specialist in acting as the focal point for the Region in co-ordination with Finance Section HQ, as well as finance users in ROs and MCOs/COs.
The Finance Analyst supports staff of the ROs and MCOs/COs Finance Units. The Finance Analyst works in close collaboration with Regional Finance Specialist and Finance Section HQ, Programme and Operations colleagues, teams at the country level, UNDP staff and Government officials ensuring high performance and efficiency in Finance.
NOTE: The duration of the assignment is for 364 days. Whereas an external candidate will be offered a temporary appointment, subject to release agreements, staff members in UN Women may be administered as a temporary assignment and staff members in the UN Common system may be administered under a loan arrangement.
Duties and Responsibilities
1. Provide Regional / field financial management support to the New ERP Formulation and Implementation
- Provide technical support in data cleansing (Surge capacity) to the Regional Finance Specialist and Region’s Finance Staff for Regional Office data cleansing;
- Ensure General Ledger (GL) reconciliations;
- Perform solution readiness testing;
- Implement new ERP training and
- Act as functional Helpdesk
- Provide Back-fill support to the Regional Finance Specialist and Region’s Finance Staff, and relief Expert staff time on ERP project
- Formulate and develop Manual Work-around for complex issues at New ERP "go-live"
2. Provide financial, technical and coordination support in the financial planning, analysis, and provision of services to (Multi) Country Offices (COs) and Regional Offices (RO), CO/MCO/RO in accordance with UN Women internal control framework, rules, regulations, policies and procedures
- Recommend and/or implement cost saving and reduction strategies;
- Review and/or verify financial transactions/activities, recording/reporting system and audit reports. Co-ordinate with Finance Section HQ on suggestions for amendments;
- Review financial business processes and use of Atlas system to ensure accurate and complete reporting of financial transactions by UN Women staff in accordance with the Internal Control Framework and Delegation of Authority and the timely flow of financial information in UN Women for management, monitoring and oversight purposes;
- Analyze and oversee all financial resources managed by the CO/MCO/RO and provide high-quality professional advice on financial issues to the CO/MCO/RO management, as necessary;
- Coordinate cash management processes, including liquidity management, recommend impress level, risk assessment, security for cash assets on site.
- Assist with financial risk assessment reviews for the RO/MCO/CO, by identifying areas of risk and providing recommendations and action plans for addressing issues raised.
3. Provide coordination support the monitoring and oversight of financial systems in accordance with UN Women rules, regulations, policies and procedures
- Monitor financial systems and reports for unusual activities, transactions, investigate anomalies;
- Coordinate the M)CO/RO timely completion of their Month-end Instructions Checklist and Year-end Instructions Closure Checklist;
- Draft all financial reports in accordance with International Public Sector Accounting Standards (IPSAS) and ensure continued compliance.
- Monitor the CO/MCO/RO for compliance with IPSAS accounting standards by reviewing business processes and systems modules resulting in IPSAS compliant general ledger and financial statements;
- Review Implementing Partner advance procedures and test against UN Women policies to ensure compliance. Investigate and follow up on any anomalies for timely action and resolution, as necessary;
- Review contractual arrangements with suppliers of goods and services to ensure that the financial terms and conditions of all contracts are being adhered to by the suppliers of goods and services;
- Report to Operations Manager and Chief of Accounts any case of non-adherence for timely action and recommendations for actions/decisions, as necessary;
- Respond to questions and provide analysis as requested to the Finance Section HQ.
4. Provide coordination support in financial reporting in the (M)CO/RO in accordance with UN Women rules, regulations, policies and procedures
- Draft timely and accurate automated interim financial reports to governments and donors as required under the donor agreements and other cost-sharing arrangements for submission to Virtual Global Service Centre Finance Specialists;
- Track and report contributions within the resource mobilization efforts, including pipeline, contracted and overdue and future milestones. Review contributions receivables and provide information to Operations Manager for follow up, as necessary;
- Write ad hoc financial donor and other reports as requested;
- Follow up and/or take prompt action to respond to audit and other findings on financial management.
5. Provide coordination support in the audit process in accordance with UN Women rules, regulations, policies and procedures
- Coordinate the pre-audit preparations for financial management of the CO/MCO/RO to be audit ready and complete the pre-audit checklist. Travel to the COs as necessary to assist during CO audits.
- Contribute technically to the training in the RO/MCO/CO as part of the training plan or requirement of pre-audit preparations or as otherwise determined by Operations Manager or Chief of Accounts;
- Write responses to internal and external audit inquiries and other findings related to financial management for review/approval by Operations Manager and Chief of Accounts and incorporate recommendations in development in policies, procedures and practices;
- Plan and track expenditures and performance audit of financial resources, including extra-budgetary income.
6. Provide coordination support programme/ project budgets in accordance with UN Women rules, regulations, policies and procedures
- Coordinate all financial resources of programmes/ projects through planning, guiding, monitoring and controlling of the resources;
- Prepare and monitor budgets of management projects;
- Analyze and report on the budget approvals and the delivery situation of management projects;
- Contribute to the proper mechanisms to eliminate deficiencies in budget management;
- Submit financial information for timely preparation of donor reports;
- Prepare advance payments and direct payments for programme implementation and record them in Atlas.
- Provide assistance to offices in the region in relation to project closure and provide training on a regular basis, in conjunction with Virtual Global Service Centre Finance Specialists.
7. Support the Regional Finance Specialist in Coordinating financial training and communication for the CO/MCO/RO
- Monitor the effectiveness of the services of the finance team on a regular basis to ensure close relationship between Finance Section and Finance Users in RO/MCO/CO and take corrective measures as needed;
- Coordinate development projects to ensure effective finance and communication tools are in place and regularly monitored for improvements;
- Perform the Finance Helpdesk function for RO/MCO/CO to ensure accurate and timely response to issues and advice requested in conjunction with Finance Section HQ;
- Support in the implementation of the approved Training plans (specifically ATLAS and IPSAS) in conjunction with Finance Section HQ and Finance specialist in RO on a recurrent basis to ensure competency across all Finance Users at CO/MCO;
- Provide oversight for Finance staff of the RO/MCO/CO and monitor progress and provide guidance and direction to the staff as necessary to ensure goals and objectives are achieved.
8. Participate in knowledge management and capacity building
- Identify, participate in the development and/or recommend enhancement/updates/improvement in Atlas financial modules for better business practices and controls in the RO/MCO/CO;
- Capture, synthesize and/or codify lessons learned and best practices in the RO/MCO/ CO support and financial management and services. Disseminate to Finance Section HQ to share knowledge and build capacity;
- Contribute to the design of learning tools, best practices and innovations in financial business operational practices and management, promote transparency, ease of communications, hosting of financial documents, and all policies and procedures between all UN Women users of the RO/MCO/CO data.
9. Perform Financial tasks, approving and certifying function
- Oversee that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, and other entitlements are duly processed;
- Implement timely corrective actions on unposted vouchers, including the vouchers with budget check errors, matching exceptions, unapproved vouchers;
- Provide timely response to HQ requests to resolve financial data issues;
- Perform delegated approval function in Atlas on a timely basis;
- Review and provide financial clearance of all donor agreements as delegated for compliance with standard agreements on a timely basis.
- Financial activities/transactions and documentations are implemented/processed according to UN Women rules and regulations, policies and procedures
- Programme units receive timely support in relation to financial management, budgeting and planning
- Timely and accurate professional advice on financial issues provided to the RO/MCO/CO management
- Timely reporting on financial issues
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
- Good knowledge and expertise in financial planning and management;
- Good knowledge of complex financial rules and regulations, preferably UN/UN Women Financial Rules and regulations;
- Good conceptual/strategic skills and success in implementing financial re-engineering, management systems development, policy design, innovation and knowledge product development is an asset;
- Good knowledge and experience in the application of complex financial systems and modules (such as Atlas);
- Good knowledge of spreadsheet and database packages;
- Ability to provide advice and support;
- Good analytical skills.
Required Skills and Experience
Education and certification:
- Advanced (Masters) University Degree in Finance/Accounting is required
- A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
- Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- Successful completion of UN Women Accounting Technical Test
- Minimum 2 years of progressively responsible experience in accounting, financial management in a large international and/or corporate organization preferably in the UN system and its organizations.
- Experience of IPSAS or IFRS highly desirable.
- Experience in the usage of office software packages (MS Word, Excel, etc.)
- Experience in web-based management systems and ERP financial systems such as PeopleSoft is an asset
- Fluency in English and Spanish is required
- Knowledge of the other UN official working language is an asset.
- All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558.
- Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
- Make sure you provide a valid email address for future communications.
Only short-listed qualified candidates will be contacted.
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.