Finance and Grants Analyst (NPSA9)
UNDP is the UN’s global development organisation that supports countries around the world in their efforts to successfully address diverse development challenges, framed around three broad settings which require different forms of support: eradicating poverty in all its forms and dimensions; accelerating structural transformations for sustainable development; and building resilience to crises and shocks. Pacific Islands countries (PICs) boast “big ocean” economies, with young and mobile and highly adaptative societies. Past and recent investments have however fallen short of developing diverse economies offering inclusive services and opportunities, resilient to external shocks and the increasing pace of climate disasters. While the scale of Pacific economies does not allow them to respond to all challenges alone, public investment and revenues would gain from empowered officials accountable to keep basic service delivery and development priorities in mind while driving fiscal decisions.
What is the Vaka Pasifika project?
The “Accountable Public Finances to serve Pacific people – Vaka Pasifika” project (hereafter Vaka Pasifika project) aims to strengthen the governance mechanisms enabling Pacific countries to deliver calibrated public services to meet specific needs of the people. Funded by the European Union, the project’s focus is to ensure that scarce Pacific resources are better managed and the base available for achieving national development goals will be increased. This will require PIC economies to establish stable and reliable regulations implementing the right mix of creativity and rigor informed by ground reality.
The project will help in:
- Creating a platform for Pacific experts, decision-makers and thinkers to design tailored solutions that can be supported through funding and technical assistance.
- Strengthening the collaboration between government agencies and civil society organizations
- Supporting Supreme Audit Institutions and reliable independent entities contributing to the accountability and oversight of public finance
- Scaling-up the work of the civil society organizations, including Piango (Pacific Islands Association of Non-governmental organisations) to champion for financial resources managed by governments and institutions to respond to the realities and needs of Pacific populations
- Empowering change makers, think tanks and media to rethink the systems and enable communications and discussions in order to spread awareness and encourage accountability
The second phase of the Vaka Pasifika project (2022-2026) will build on the results of the “Strengthening Public Finance Management and Governance in the Pacific” (PFM) project implemented between 2018 and 2022.
Funded by the European Union, the Vaka Pasifika project is a EUR6million project implemented between July 2022 and December 2026 by UNDP and its partner PIANGO.
The project is taking as a point of departure that our partners should not have to constantly prove that they can deliver reports. The Vaka Pasifika project is here to support them in matching requirements and deliver results. The capacity strengthening and engagement component of this position is high. The Finance and Grants Officer will contribute to the successful delivery of the project not only by ensuring compliance and facilitating sound financial planning and execution but by supporting project partners in achieving the same.
The scope of work of the Finance and Grants Analyst Officer is outlined below. He/She will be responsible for supporting the Vaka Pasifika Project.
The successful candidate will work directly under the Vaka Pasifika PFM Project Manager and in collaboration with the Vaka Pasifika team;The successful candidate might also be required to provide programme finance support (up to 10%) from time to the Team Leader (Governance) on various Governance Projects that are without any dedicated finance capacity.
Ensures effective programme finance management and monitoring of project budgets
- Ensures full compliance – for self and all project-level staff - with 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.
- Plans, guides and controls the use of programme financial resources;
- Support the design of the workplan and attached budget, alert on required budget revisions and propose budget revision strategies;
- Under the direction of the Project Managers, prepares and manages programme budgets, inputting budgets into ATLAS, and complete budget revisions in a timely manner;
- Monitors core and non-core funds of the projects, by using ATLAS to track financial delivery; produce financial reports for team and donors;
- Identifies and investigates operational and financial bottlenecks and develops solutions to address them;
- Conducts monthly analysis and monitoring of budget expenditures;
- Exercises control of accounts receivables for programmes and fund transfers from donors and UNDP HQ;
- Participates in project audits, control on the follow up, ensure implementation of all audit findings;
- Produces quarterly combined delivery reports for the projects and donors, as well as oversees the preparation of delivery reports and closing of project transactions at year end;
- Contributes to year end reporting including preparation of annual reports;
- Responds to all requests and questions related to programme delivery;
- Oversees financial closure of cost sharing agreements and the programmes.
- Ensures the correct filing and storage of legal documents and binding agreements at programme level;
Provides efficient administration services and logistics support for projects where administrative officer and project officer are not available/need support
- Exercises proper control and maintenance of (e-)filing of the supporting documents for payments, review projects financial reports and safekeeping of confidential materials; ensures accuracy of all programme filings.
- Maintains the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, and ensure same is done for all programme level filings.
- Uploading of payment vouchers in the UNDP GSSU portal, verifies requisitions, undertakes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Prepares General Ledger entries to correct mis-posting of expenditures and carry out reversal;
- Coordinates project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar.
- Supports entry of travel requests under the Travel and Expense Module and TRIP clearance.
- Follows up on F10 to liquidate DSA advances and attend to travel related queries.
- Supervises Vendor entry and creation of travel profile in compliance with UNDP rules and regulations
- Supervises administrative and financial support (including drafting agenda where needed) for conferences, workshops, retreats and other meetings.
- Supervises support staff in processing of staff/workshop participants travel claims in line with financial procedures.
- Liaises with UNDP Operations Team on project cash advance, verifies acquittals and submits to finance for approval prior to uploading;
- Follows up on the acquittal of cash advances issued to project implementing partners under the HACT;
- Maintains and updates the asset register for all equipment purchased within the Project;
- Acts as the audit focal point and provides information for audits and reviews
Advises on implementation of operational strategies and procedures
- Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;
- UNDP support operations business processes mapping and close collaboration on internal standard operating procedures in the Finance Unit; control of the workflows in the Finance Unit;
- Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects;
- Elaboration and implementation of cost saving and reduction strategies
- Routinely monitors financial exception reports for unusual activities, transactions and investigates anomalies or unusual transitions.
- Supports procurement and other operational functions for the projects
Facilitates knowledge building and knowledge sharing amongst implementation partners on UNDP related policies on operation, administrative and financial management of project funding.
- Organizes trainings for the operations/ projects staff on programme.
- Organizes trainings and knowledge building of external partners and responsible agents on UNDP procedures.
- Support the creation of a community of practice for finance officer and equivalent of the grantees and partners of the project;
- Provides a synthesis of lessons learnt and best practices in programme from a programme/financial perspective
- Dissemination of information on the Unit activities to UN agencies, donors, & development partners.
- Contributes to knowledge networks and communities of practice.
Grant monitoring and management
- Support the Project Manager (P3) in all key processes of grant making and management: project identification, project proposal assessment and approval, grant set up and supervision, and grant closure – financially but also on content and activities in support to the activity officer.
- Ensure compliance with UNDP POPP, Manuals and Guidelines related to grants.
- Organise and plan work to systematically meet service standards set for areas of responsibility within the grant life-cycle.
- Ensure compliance of the Grant recipient with recommendation outlined in the HACT Assessment Report;
- Conduct periodic monitoring in line with the recommendation outlined in the HACT Assessment Report;
- Monitor the implementation of a grants by grants recipient, under the guidance of Project Managers. Ensure milestones are met, all reporting is submitted on time, and potential issues are flagged in a timely way to support management action.
- Support grantees and responsible partners in producing reports that match UNDP standards by inputing as much information as possible on their behalf and taking proactive measures, such as monthly check-in to engage on financial reporting;
- Fills in face forms are other UNDP requirements and verifies accuracy of reports, facilitates spot checks and other monitoring activities, ensure timely entry on UNDP systems;
- Constantly seek ways to reduce the burden on grantees and responsible partners by providing trainings, information, completing reports and proposing modalities to lighten the burden of reporting and supporting them on focusing energy on activity and results delivery.
Any other duty (s) assigned by the Project Managers Vaka Pasfika.
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical Competencies
Administration & Operations
- Accounting (General): Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
- Audit:Ability to examine and verify accounts and records
- Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
- Financial Planning and Budgeting: Ability to create and manage processes to achieve UNDP's long and short-term financial goals
- Financial Reporting and Analysis: Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
- Master’s degree in Finance and Accounting with a professional accounting qualification from an internationally accredited institute of accountancy OR
- Bachelor’s degree in Finance and Accounting with a professional accounting qualification from an internally accredited institute of accountancy with additional 2 years of work experience.
- Minimum of 2 years of relevant and progressive professional experience in providing financial management advisory services with a Master’s degree
- Minimum of 4 years of relevant and progressive professional experience in providing financial management advisory services for applicants with a Bachelor’s degree.
- Experience of online financial systems;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
- Experience of IPSAS and/or IFRS.
- Experience working on development project and donor-funded project and/or dealing with international organizations, national governments and civil society.
- Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
- Proficient in verbal and written English
- The position requires travel to the 8 focus countries covered to the project and potentially to 15 countries covered by the project for which UNDP will cover the cost of travel of the individual to and from the duty station.