Finance and Grants Specialist

Job categories Administration, Finance, Project Management

Vacancy code VA/2023/B5007/25996

Level ICS-10

Department/office ECR, GVA, Geneva

Duty station Abidjan, Côte d'Ivoire

Contract type International ICA

Contract level IICA-2

Duration Open-ended

Application period 05-May-2023 to 19-May-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Summary of Key Functions:

Under the direct supervision of the Operations Senior Manager, the Finance and Grants Specialist  will perform the following key functions:

• Summary of Key Functions  
• Implementation of operational strategies 
• Budget, financial accounting, monitoring and reporting.
• Grants financial management and oversight.
• Capacity building and knowledge sharing.

1 -  Implementation of Operational strategies

Ensures implementation of operational strategies focusing on achievement of the following results:

• Ensure changes in UNOPS operational strategies and systems are implemented at fund Level.
• Adapt and align fund management processes and standard operating procedures  with the UNOPS Financial Rules and Regulations, policies, guidelines and best practices.
• Ensure implementation of effective internal controls and functioning of a client-oriented financial resources management system in compliance with UNOPS policies, procedures and guidelines.
• Ensures full compliance and application  of UNOPS Financial Rules and Regulations, IPSAS, Organization Directives, Administrative Instructions and guidance to all financial transactions.
• Participate in development and implementation of fund risk management guidelines from identification, designing of action plans to  implementation of recommendations and best practices;
• Maintain financial oversight on the fund  activities in line with internal control procedures, financial and fiduciary guidelines and standards for all financial and the related transactions.
• Ensure quality control of all financial accounts, by performing ongoing review  and reconciliation.
• Support to prepare for fund audit from planning, coordination of the field audit, providing inputs to audit queries and drafting management action action plan to draft audit report and observations. 
• Support the implementation of audit recommendations following agreed management action plans,  preparing management responses confirming  implementation for closure of  recommendations.
• Work with UNOPS auditors or other external assurance and oversight bodies in the conduct of special assignments and review activities e.g. special budget reviews, risk assessments.
• Contribute to the preparation of work-plans for different components of the fund portfolio, including establishment of the various components of resource requirements and cost implications.
• Participate in the in-depth review of country interventions design; analysis of feasibility and cost implications, providing follow-up actions to projects  accepted for execution and  course-correction 
• Contribute in the design and administration of Call for Proposals (CFPs) processes in line with organization’s policies and procedures including dissemination and collection of CFPs, preparation for review by selection committee and evaluation reports and submission to relevant authority for awards
• Establish strong relationships with programme teams, Geneva finance and IPAS  to coordinate and  and improve quality of financial related activities of the fund including financial reports and audits.
• Take part in procurement evaluation panels when needed to ensure all contractual documents are well drafted and comprehensively covering the substantial elements of the funded activities.
• Support to oversee effective and efficient travel, logistics and asset management support services. 

2 - Budget , financial accounting, monitoring and reporting.

• Provide guidance to operations and programme teams to ensure budgets are prepared in accordance with established procedures and clients guidelines that facilitate financial reporting;
• Monitoring expenditure against budgets, commitments, delivery and funding; review and processing budgets and revisions, and contributing to the project operational and financial closure;
• Routine monitoring of financial exception reports for unusual activities, transactions, and investigation of anomalies or unusual transactions and undertaking adjustments and corrections;
• Monitoring of Accounts Receivables (contributions), issue invoices and follow up with donors; 
• Review of payment requests for completeness prior to processing, ensuring that documentation needed are complete and that all required procedures are fulfilled to enable the payment; 
• Ensures payment requests are properly obligated; control of supporting documentation; preparation of vouchers; pay cycle and entry of transactions and financial data in the ERP;
• Timely corrective actions on unposted vouchers, including budget check errors, match exceptions, unapproved vouchers. Timely response to IPAS and FPG requests to resolve financial data issues;
• Review requests for operational advances, petty cash, VAT and pre-payments ensuring complete documentations for approval, and review expenditures for settlement or replenishment;
• Ensures timely submission of compliance reports such as advances, petty cash to IPAS and FPG;
• Contribute to the development of financial accounting and reporting systems to improve financial management, enhanced financial oversight and transparency, and allow for systematic analysis of financial expenditure including the setting up of budget structure in the ERP system;
• Develop financial reporting formats and budget templates that enable information to be readily available to the stakeholders and can be analyzed for presentation to different audiences; 
• Prepare draft financial statements and financial management reports in compliance with reporting requirements and templates  for submission to the management, donors and fund board;
• Reconcile expenditures ensuring timely corrective actions are taken on budget, financial reports management and budget performance reports through budget revisions, journal entries etc;
• Coordinate  project closure activities of the fund  focusing on financial aspects including supporting UNOPS finance to clear balance sheet accounts and issue final financial statements;
• Coordinate the fund monthly, quarterly and year-end books closure in consultation with Geneva Finance and IPAS inline with the guidelines issued by FG ensuring submission of required reports

3 - Grants financial management and oversight. 

• Support the operations and programme teams to conduct Due Diligence Assessments (DDAs) of the implementing partners and manage follow-up actions related to financial recommendations;
• Support the operations and programme teams to perform periodic grants monitoring and oversight activities focusing on financial aspects, providing recommendations and mitigating solutions;
• Review grant budgets and financial reports against approved budgets, to provide feedback on financial aspects to the implementing partners, operations and programme teams;
• Provide day-to-day guidance to programme teams and implementing partners to enhance understanding and compliance with grants agreements, guidelines, and UNOPS requirements;
• Liaise directly with the implementing partners and support programme teams to resolve bottlenecks related to the financial management aspects  as agreed in the grant agreements;
• Highlight grants risks and delays to the operations and programme teams as appropriate;
• Coordinate with the operations and programme teams to maintain a database and archives of all financial grant related information and documentation for all the implementing partners;
• Coordinate   timely  and proper  operational and financial closure of completed grants.  
• Coordinate with grantees and programme teams the preparation of audit, monitor and undertake review and follow up on progress of  implementation of  audits and assurance recommendations; 
• Support programme teams to update and maintain grants and contracts management tools that will ensure timely review and preparation of reports and analysis for management use; .
• Monitor budgets in grant proposals and verify their consistency with prevailing market rate; assist in discussions and negotiation of grants management costs and fees as required;
• Ensure grantees meet  reporting requirements and escalate non-compliances to programme teams as well put place supportive mechanism to assist the grantees complete and submit the reports; ;
• Support Monitoring and Evaluation and Country Fund Portfolio teams to review financial and operational information relating to grant processes, outcomes, outputs and indicators.

4 - Capacity building and knowledge sharing

• Organize and deliver training and learning initiatives for the operations and programme teams as well  partners and grantees on finance management aspects..
• Participation in the organization and conduct of training for operations and programme teams focusing on  financial  policies and guidelines, processes and  use of systems and tools;
• Compile grants financial management lessons learned and share across all implementing partners;
• Collect and compile internal feedback and lessons learned on processes and best practices;.
• Contribute  to  knowledge networks and communities of practice on finance and grants management;
• Guide programme teams to perform basic evaluation and periodic capacity assessment. 
• Coordinate capacity development and training for grantees focusing on financial management, monitoring and oversight activities in collaboration with programme teams;
• Provide day-to-day support and guidance to grantees to increase understanding and compliance with the operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements;
• Keep the Supervisor updated and prepare timely briefing materials and reports as requested;
• Other duties as may be assigned by the supervisor

Education/Experience/Language requirements

Education:

• Advanced University degree (Master’s degree or equivalent) preferably in finance, administration, development studies, economics, project management or an equivalent degree in related fields is required.
• Bachelor's degree in related discipline in combination with additional 2 years of relevant experience may be accepted in lieu of an advanced university degree;
• Professional certification in accounting (CA, CPA, ACCA, ACA, CIMA, etc.), audit (CIA) or equivalent desirable and considered an asset. 

Experience:

• A minimum of five (5) years relevant experience at the national or international level with responsibility for financial management support, project accounting, budgeting and financial reporting or related fields is required;
• Practical experience with UN / UNOPS financial procedures in the areas of accounting, budget, reporting and other financial controls is desirable;
• Experience in  grants  selection, financial monitoring and  oversight, reviewing financial reports and providing capacity building is highly desirable;
• Previous experience with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, NGOs is an advantage;
• Work experience in Asia and Africa is highly desirable and an asset;
• Proficiency  in  Computer / ERP systems is required. 
• Proficiency with Google Suite is preferred

Language Requirements:

• Fluency in written and oral English is required. 
• Knowledge of another official UNOPS language, particularly French  is an asset